student financial's step-by-step...

Last Updated: 6/25/2012

Student Financials

Quick Reference Guide

Student Financials Quick Reference Guide

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Table of Contents

Unit I: Foundations of Student Financials ............................................................. 1

View Customer Account ..................................................................................................... 2

Student Services Center: Student Center Tab ................................................................... 4

Student Services Center: General Info Tab ........................................................................ 6

Student Services Center: Admissions Tab ......................................................................... 7

Student Services Center: Transfer Credit Tab ................................................................... 8

Student Services Center: Academics Tab .......................................................................... 9

Student Services Center: Finances Tab ........................................................................... 10

Search/Match .................................................................................................................. 11

Add/Update a Person ...................................................................................................... 12

View/Update a Person ..................................................................................................... 13

View/Update Names – Add New Name Type ................................................................... 14

View/Update Names – Edit Current Name ....................................................................... 15

View/Update Address - Add New Address Type .............................................................. 16

View/Update Address – Edit Current Address .................................................................. 17

Update Contact Information (Phone/Email) ...................................................................... 18

View/Update Ethnicity Information ................................................................................... 19

View/Update Emergency Contacts................................................................................... 20

View/Update External System ID ..................................................................................... 21

View/Update Residency Data .......................................................................................... 22

View/Update Citizenship Data .......................................................................................... 24

View/Update Visa Permit Data ......................................................................................... 25

View/Update Student’s Athletic Participation .................................................................... 27

View/Update Entering Relationships ................................................................................ 28

View/Update Decedent Data ............................................................................................ 29

Assign a Service Indicator ............................................................................................... 30

Release a Service Indicator ............................................................................................. 31

View/Update Service Indicator ......................................................................................... 32

View Service Indicator Audit ............................................................................................ 33

Assign Service Indicator (Batch Process) ........................................................................ 34

Release Service Indicators to Student (Batch Process) ................................................... 36

View/Update Student to Student Group ........................................................................... 38

View Students in a Student Group ................................................................................... 39


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Assign Students to Student Group (Batch Process) ......................................................... 40

Add/Update Student Groups ............................................................................................ 42

View/Update FERPA Information ..................................................................................... 43

View/Update FERPA Quick Entry .................................................................................... 44

Assign Communication to an Individual ........................................................................... 45

View an Individual Communication Summary .................................................................. 46

View and Individual Communication Detail ...................................................................... 47

Assign a Checklist to a Person ........................................................................................ 48

View a Person Checklist Summary .................................................................................. 49

View a Person Checklist Detail ........................................................................................ 50

Update a Checklist Item (By Item) ................................................................................... 51

Update a Checklist Item (By Person) ............................................................................... 52

CEMLI Search – Repository............................................................................................. 53

Unit II: Tuition Calculation Maintenance .............................................................. 55

Criteria ............................................................................................................................. 56

Tuition Group Priority ....................................................................................................... 57

Term Fees ....................................................................................................................... 58

Calculate Tuition for Multiple Students ............................................................................. 59

Review Tuition Messages and Errors for Multiple Students ............................................. 60

Calculate and Review Tuition Messages and Errors for a Student ................................... 61

Unit III: Generate Student and Corporate Bills .................................................... 62

Create Message Categories ............................................................................................ 63

Create Billing Messages .................................................................................................. 64

Create Item Type Messages ............................................................................................ 65

Create Billing Request – Individual Student ..................................................................... 66

View Pending Items to Bill ............................................................................................... 67

Print Invoice- Individual Student ....................................................................................... 68

View Billing Information – Review Invoice ........................................................................ 70

Create, Generate and Print Billing Requests for Organizations ........................................ 71

Unit IV: Manage Group Posting ............................................................................ 73

Define Origin Tables ........................................................................................................ 74

Define Group Types ......................................................................................................... 75

Define External File Layout .............................................................................................. 76

Load External File Data ................................................................................................... 77


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Create Group Data Entries .............................................................................................. 78

Correct Transactions – Group Post .................................................................................. 80

Post Transactions – Group Post ...................................................................................... 81

Group Posting – Review Transactions ............................................................................. 82

Group Posting – Review Suspended Transactions .......................................................... 83

Reverse Group Posting .................................................................................................... 84

Unit V: Waivers ....................................................................................................... 85

Create Waivers ................................................................................................................ 86

Attach Waivers to Tuition Group for Term Fees ............................................................... 87

Assign Waiver to an Individual Student ............................................................................ 88

Add/Update Student Address – County Chargeback ....................................................... 89

Assign Waiver for County Chargeback ............................................................................ 90

Monitor County Chargeback ............................................................................................ 91

Bill Individual Counties ..................................................................................................... 92

Unit VI: Refunds ..................................................................................................... 93

Run Refunding Process (Report Mode Only) ................................................................... 94

Run the Student Receivables Report (R-063) .................................................................. 95

Run Refunding Process (Production Mode) ..................................................................... 96

Processing Campus Based Refunds ................................................................................ 97

Creating Student Refunds ................................................................................................ 98

Student Bank Account & Direct Deposit (First-Time Election) .......................................... 99

Update a Direct Deposit Election ................................................................................... 100

Revoke Direct Deposit ................................................................................................... 101

Inactivate Bank Account ................................................................................................ 102

Unit VII: Payment Plans ....................................................................................... 103

Create Payment Plan – Sallie Mae ................................................................................ 104

View Payment Plan – Sallie Mae ................................................................................... 105

Process Inbound Sallie Mae Interface ............................................................................ 106

Sallie Mae Suspense File I-709 ..................................................................................... 108

Modify Payment Plan – Sallie Mae................................................................................. 109

Copy Payment Plan – Sallie Mae ................................................................................... 110

Recalculate Payment Plan – Sallie Mae ........................................................................ 111

Link Student to Payment Plan ........................................................................................ 112

Set up Personal Deferment Contract ............................................................................. 113


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Defer Student Charges .................................................................................................. 114

Roll Contract Forward .................................................................................................... 115

Create a Third Party Contract ........................................................................................ 116

Copy a Third Party Contract........................................................................................... 118

Assign a Third Party Contract ........................................................................................ 119

Recalculate a Third Party Contract ................................................................................ 120

Third Party Contract Report ........................................................................................... 121

Mass Contract Select ..................................................................................................... 122

Unit VIII: Cashiering ............................................................................................. 124

Open Cashiering Office .................................................................................................. 125

Copy Registers and Cashiers ........................................................................................ 126

Review Balance and Close Cashiering Office ................................................................ 127

Post Student Payments & Print Receipt (One-Button Print) ........................................... 128

Post Student Payments & Print Receipt (Report Manager) ............................................ 129

Post Corporate Payments .............................................................................................. 130

Collect Departmental Receipts ....................................................................................... 131

Review Departmental Receipts ...................................................................................... 132

Reopen Cashiering Offices, Registers and Cashiers ..................................................... 133

Void Receipts ................................................................................................................ 134

Receipts By Business Date – Run Cashier’s Report ...................................................... 135

Review Receipts by Tender ........................................................................................... 136

Review Receipts by Deposit ID ...................................................................................... 137

Review Tender by Cashier ............................................................................................. 138

Review Tender by Register ............................................................................................ 139

Run Receipts by Number Summary ............................................................................... 140

Review Receipts by Date ............................................................................................... 141

Setup Cashiering Office ................................................................................................. 142

Setup Valid Registers .................................................................................................... 143

Setup Valid Cashiers ..................................................................................................... 144

Setup Target Keys ......................................................................................................... 145

Setup Tender Keys and Tender Key Valid Cashiers ...................................................... 146

Receipt Print Messages ................................................................................................. 147

Manage Void Reasons................................................................................................... 148

Unit IX: 1098T ....................................................................................................... 149


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Generate Form 1098-T .................................................................................................. 150

Edit Form 1098-T ........................................................................................................... 151

Audit Form 1098-T ......................................................................................................... 152

Print Form 1098-T .......................................................................................................... 153

Summary of Grants Report ............................................................................................ 154

Unit X: Past Due Accounts .................................................................................. 155

Enrollment Cancellation – Report Mode ......................................................................... 156

Enrollment Cancellation – Production Mode .................................................................. 158

Enrollment Cancellation Service Indicator ...................................................................... 159

Late Fees Billing – Report Mode .................................................................................... 160

Late Fees Billing – Production Mode .............................................................................. 161

Late Fees Service Indicator ........................................................................................... 162

Process Credit History - Aging Accounts........................................................................ 163

Aging Report .................................................................................................................. 166

Run Write-off Process Report Mode .............................................................................. 167

Run Write-off Process Production Mode ........................................................................ 168

Processing Write-offs Manually - Individual Student ...................................................... 169

Reverse Student Write-off .............................................................................................. 170

Manually Assign a Service Indicator .............................................................................. 171

Mass Assign Service Indicators ..................................................................................... 172

Manually Release a Service Indicator ............................................................................ 174

Unit XI: End of Term Activities ............................................................................ 175

Copy Adjustment Calendars .......................................................................................... 176

Copy Billing and Due Date Calendars ............................................................................ 177

Copy Term Fees ............................................................................................................ 178

Rollover Class/Course Fees Rollovers ........................................................................... 179

Copy Transaction Fees .................................................................................................. 180

Copy Course Fees ......................................................................................................... 181

Modify Course Fees ....................................................................................................... 182

Add SF Term Default ..................................................................................................... 183

Update Calculation Controls .......................................................................................... 184

Unit XII: General Ledger ...................................................................................... 185

Unit XIII: Manage Accounts Manually ................................................................. 185

Post Transaction ............................................................................................................ 186


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Reverse Payment .......................................................................................................... 187

Reverse Charge............................................................................................................. 188

Create Business Unit Messages .................................................................................... 189

Create Aging Set Message ............................................................................................ 190

Create Customer Message ............................................................................................ 191

Create Corporate Message ............................................................................................ 192

Create Billing Standard Request .................................................................................... 193

Review EFL and Create Group Data Entries .................................................................. 194

Review Student Receipts ............................................................................................... 195

Cancel and Review Bills ................................................................................................ 196

Review and Print Bill Requests for Students .................................................................. 197

Viewing Payments by Invoice Information Individual ...................................................... 198

Viewing Payments by Invoice Information Organization ................................................. 199

Post Student Write-off .................................................................................................... 200

Daily Activity Report ....................................................................................................... 201

Daily Posting Report ...................................................................................................... 202

Account Audit Statement Report .................................................................................... 203

Tuition Group ................................................................................................................. 204

Minimum/Maximum Fees ............................................................................................... 206


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Unit I: Foundations of Student Financials


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View Customer Account The Customer Accounts page displays all transactions for a student from all sources (e.g. Tuition Calculation, Group Post, External File Load, Cashiering, etc.). The various links on the page allow users to see different views of the account information.

Steps

1. Navigate to: Student Financials > View Customer Accounts

2. Enter appropriate search criteria. i.e: Empl ID; National ID; or Last Name & First Name

3. Click the Search button. Note: The Customer Account Component will display.

4. Click the Academic Information link. Note: View enrollment and limited personal information for a given student. On the Academic Information page, verify information about the student’s Academic Career, Program, Residency Group, Units, Level and Academic Load for each Term and Institution. Also click links to view information about the student’s Academic Plan and Enrollment.

5. Click the Return link to go back to the Customer Account Component.

6. View the Total. The total is the Account Balance for this student.

7. View Anticipated Aid. The amount of aid that is likely going to go to this student.

8. Select the Account Details link associated to the account type in order to view more information regarding the account. Note: The Account Details page displays summary details about each line item for an account type including when it was applied, when it was paid, and how it was paid. See below for more information.

9. Click the Return link to go back to the Customer Account Component

10. Click the Detail Trans link. Note: The Detail Trans page lists debits and credits that have been applied to the student's account for each posting.


12. Click the Item Summary link. Note: The Item Summary page displays account information by Item Type per Term, the Item Amount and the Item Balance (i.e. amount owing) for that particular item with due dates.


14. Click the Items by Term link. Note: The Item by Term page displays for each term the total payments, total charges and the net balance for the term. Click on View All to view additional terms if necessary.

15. Click the Return link to go back to the Customer Account Component

16. Click the Items by Date link. Note: The Items by Date page displays a custom sort-able list of each Item Type by date, with a running total. Followed by each invoice date and due date.


18. Click the Due Charges link. Note: The Due Charges page displays any amounts due according to due date with a running total.


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20. Click the Payment Plans link. Note: The Payment Plan page displays any payment plans the student might have. This list is both payment plans and third party contracts linked to the students’ accounts.


22. End of Procedure.


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Student Services Center: Student Center Tab The student center Tab provides administrator with a 360 degree overview of a specific student. Here they can view details of the advisee’s class schedule, service indicators, initiated checklists, enrollment appointments, and personal information.

Step Action

1. Navigate to: Campus Community > Student Services Center

2. Enter appropriate search criteria. i.e.: Empl ID; National ID; or Last Name & First Name

3. Click the Search button.

4. View the student center tab that displays their Academics, Personal Information, Holds, To Do List, Enrollment Dates, and Advisor.

Search for Classes: This takes you to a class search page, where you can search the class schedule for classes or browse the catalog. When you search for a class, and view class details, you can also see class notes, department or instructor add consent required or pre- or co-requisites placed on that class. This data is located within the Class Notes, Add Consent Enrollment Requirements section on Class Details.

Holds : Positive and negative service indicators list with links to details of institution, start term and/or date, end term and/or date, amount and department that placed the hold.

To Do List: Checklists relevant to this particular student that various units in the campus community may be using appear here. For example, Admissions, Financial Aid or an academic department may be using “to do” lists.

Enrollment Dates: Information regarding enrollment dates and student enrollment appointments will appear here. In addition, you can click on “details” where you can view enrollment dates by session and term enrollment limits for this student. From the details page you may also choose to “change” to view enrollment dates for another term.

Advisor: Displays (if assigned) student’s assigned advisor(s). In addition, you can click on “details” where you can find link(s) to advisor(s) email information.

5. In the Academics section are My Class Schedule displays current term classes in any career, Shopping Cart temporarily save classes until that term’s enrollment period, and My Planner links.

6. In the Academics section:

Clicking on will take you to a weekly view of the class schedule.

Clicking on My Class Schedule will take you to another view of the student's schedule that includes more information than displays in This Week's Schedule.

Clicking on My Planner will take you to a view of the student’s Planner. Student's use the planner to list classes of interest until it is time to enroll for a particular term.


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7. In the Academics section, click the other academic dropdown box icon and then click

Course History: Course History displays a grid of all courses a student has previously taken (including transfer or test credit) plus units and grade.

Exam Schedule: Shows student’s exam schedule for the selected term.

Grades: You can select a term and see the classes, term GPA and cumulative GPA for the student.

Transfer Credit: Report information: This report shows the classes that the student has been given credit for because of previous class work in other institutions and tests. You can see this same information from the Transfer Credit tab.

To view the selected information, click the Go icon.

8. Finances section gives a quick snapshot/summary of student’s account as well as their financial aid information. Account Summary lists current term balance as well as any future balances due based on the due date; this does not reflect anticipated aid. Account Inquiry link allows for viewing of all activity for students. Financial Aid link allows you to view student’s current financial aid as well as any prior year financial aid they have received. Once you click on the aid year student’s financial aid is displayed by the year then by each term. In the Finances section, click the other financials… dropdown and then click

Account Activity: Shows all of the account activity that has transpired over a fixed period of time. Account activity can include any transactions that have been posted to the student's account, including charges, cash, checks, or credit card payments, financial aid and refunds.

Charges Due: Shows all of student’s outstanding charges and deposits incurred to date, including charge details.

Payments: Shows all of the payments posted to student’s account.

Pending Financial Aid: Shows pending or anticipated aid that has yet been posted to student’s account. Pending financial aid amounts may be viewed by all terms or by specific terms

To view the selected information, click the Go icon.

9. In the Personal Information section :

Demographic Data : Clicking on “Demographic Data” takes you to a page that displays the student's demographic information (if known) including ID number, gender, date of birth, birth country, birth state, marital status, ethnic group, military status, last four digits of national ID number (SSN), citizenship information, visa or permit data.

Contact Information: A variety of information displays here which may include addresses, phone numbers and email addresses.

Emergency Contact: Click here to view student Emergency Contact info, if the student has entered it.



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Student Services Center: General Info Tab The general info page displays detailed personal information for a student. This information includes: service indicators, initiated checklists, student groups, personal data, and national ID. Contact information including addresses, phone and email addresses is also shown.

Step Action




4. Click the general info tab.

5. On the Advisee General Info tab view links to summary details related to:

Service Indicators: If the student has a current active service indicator(s) they will display here.

Initiated Checklists: If the student has a checklist(s), it will display here.

Student Groups: If the student is associated with a student group it will display here. Also displaying is his/her current status (active/inactive) in the student group along with the date related to the status.

If a student needs changes made to the (Personal Data, National ID, Name, Address, Phone and Email Address) they may contact the Office of the Registrar for assistance.

6. Click preferred links to view those summary details.



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Student Services Center: Admissions Tab The admissions tab page displays information including: Institution/Career/Application Number/Program, External Education and Test Summary.

Step Action




4. Click the admissions tab.

5. View the admissions tab that displays:

Institution/Career/Application Nbr/Program: If an application is on file with admissions, this information will display including Applicant Progression.

External Education: Displays institution(s) attended by the student. Click triangle icon to see further information.

Test Summary: If test information (ACT, CPE, SAT, ACT, CPI, TOEFL, GED, REGENTS) is available on the student, a summary of each Test ID will display here.



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Student Services Center: Transfer Credit Tab The transfer credit tab shows the classes that the student has been given credit for because of previous class work in other institutions and tests.

Step Action




4. Click the Transfer Credit tab.

5. View the Transfer Credit tab that displays:

Course Credits: An overview of transfer credit appears in this table. Each institution attended displays on the Model page and a summary of the credit transferred from that institution displays on the Statistics page. If the credit has been posted to the student’s record, the Model Status will be posted. If it shows as Complete, the credit will be posted when the applicant is admitted and matriculated. Credits that are not in Posted status do not calculate in the student’s earned hours.

Test Credits: Test credits (AP, CLEP, IB) will display if the test credit has been equated to a course.

Other Credits: Other credits will display exemptions or Life time Achievement credit.



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Student Services Center: Academics Tab The academics tab contains an overview of Institution/Career/Program section. Also the Term Summary section with details of academic level and load, classes and statistics displays.

Step Action




4. Click the academics tab.

5. View the Academics tab that displays:

Institution/Career/Program section: o Left Column: Institution, active career and program information displays in this

column. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column. In many cases, the Expected Graduation Term for a student will be blank. It is important to note that this field will remain blank until the student has applied for graduation. Then the field will be populated with the term for which they have applied to graduate. Requirement Term is similar to the Catalog Year for the student’s requirements.

o Right Column: General information about the student's program & plan, including status, admit term, expected graduation date, approved load, load determination & level determination displays in this column.

Term Summary section: o Left Column: Institution, active career information and terms for which the

student has been term activated displays in this column. You can click on any term in this column and information relevant to that term displays in the right hand column.

o Right Column: General information relevant to the selected term displays here, including whether or not the student is eligible to enroll (meaning that they are in an active program), their primary academic program for that term and their academic standing. In addition you can view level/load information, classes for which they are enrolled (if any) and term statistics (including GPA information).If you have access to “quick enroll” (See Enrollment : Quick Enroll page for detailed information about this function), there is a link available at the bottom of the “classes” section.



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Student Services Center: Finances Tab The Student Services Center Finances Tab provides administrators with an overview of a specific student’s financial information with easy access to financial transactions.

Step Action




4. Click the finances tab.

5. View the finances tab that displays:

Tuition Calculation Summary: o Left Column: Institution, active career and program information displays in this

column. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column.

o Right Column: General information about the student's finances, including Last Date/Time Tuition was Calculated, Primary Program, Tuition Group, Total Tuition and Fees and Total Waiver displays in this column.

Term Summary section: o Left Column: Campus/Institution displays in this column. o Right Column: Detailed information about student’s finances, including

Account Total Balance, Deposit Due, Anticipated Aid, 1098-T data form, Detailed Due Charges, Refunds, Refundable Credits, Bills, Payment Plans and Credit History and Collection displays in this column.



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Search/Match Search/Match is the process of searching CUNYfirst Student Administration for an existing student record. It is the required first step in Adding an Application and/or Adding a Person. Search/Match identifies pre-existing records and prevents creation of duplicate student records. The decentralized direct admit processing requires individual institutions to conduct search/match for students applying directly to their institution. The business process for creating an application or student record begins with manually running a Search/Match prior to entering any information for a potential student.

1. Navigate to Campus Community > Personal Information > Search/Match.

2. Select Person for the Search Type. Note: The Search Type Applicant is used for Human Resources purposes.

3. Select the appropriate Search Parameter. Ex: Admissions uses PSCS_ADMISSIONS.

4. Click Search to access the Search Criteria Page.

5. Select a Search Result Code. This code dictates the criteria regarding how to display the results of this search. Ex: Admissions uses PSCS_ADM_RESULT.

6. Enter Search Criteria in select Search Fields. (Enter First and Last Name for this exercise). Note that you must tab out of the last field you enter in order to access the Search button.

7. Click Search to access results of a match or potential match.

8. If a potential match is not found, a message will appear with this information. The new applicant can be added to CUNYfirst.

9. Note: If a potential match is found, the Search Results grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered.

10. If the record exists, click the Carry ID button to automatically carry the ID forward to the following CUNYfirst pages in order to review or update the record. If the record does not exist, the person does not currently exist in CUNYfirst.

11. Click the Results 2 tab, the Additional Information tab, and the Details link for more information about a particular record. The Details link will open a new window to the Biographical Details page of the Add/Update Person component.

12. If a record is found for the applicant, updates must be made through the Maintain Applications component. If it is not a potential match, a new record can be created through the Add Application component or the Add/Update Person component.

13. End of Procedure


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Add/Update a Person To create a record quickly without adding an application, use the Add a Person component. A Search/Match MUST be performed before adding any person to CUNYfirst.

1. Navigate to: Campus Community > Personal Information (Student) > Add/Update a Person.

2. Click the Add a New Value tab.

3. Retain the default ID NEW and click Add.

4. In the Person Information section of the Biographical Details Page, add: Name, DOB (no slashes: mmddyyyy)

5. In the Biographical History section of the Biographical Details Page, add: Effective Date, Gender

6. In the National ID section of the Biographical Details Page, add \: National ID (Social Security number – no hyphens)

7. In the Contact Information section of the Biographical Details Page, add: Address. Address defaults to HOME. Dropdown includes HOME, MAILING, BILLING, PERMANENT. CAS/ASTA populates four (4) address types: HOME, MAILING, BILLING, PERMANENT. To be consistent with CAS/ASTA, the same four (4) address types should be populated. You must click the Edit Address link to perform this activity.

8. In the Contact Information section of the Biographical Details Page, add: Phone and Email.

9. On the Biographical Details Page, click the Citizenship link to add citizenship country and status information. Click OK to return to the Student Record.

10. On the Biographical Details Page, click the Visa/Permit link to add more detailed information for International Students. Click OK to return to the Student Record.

11. Click the Regional Tab.

12. On the Regional Page enter information regarding ethnic group and military status. If the Hispanic/Latino checkbox is checked, click on Ethnic Group dropdown menu to select appropriate group.

13. End of procedure.


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View/Update a Person Student data can be changed through a variety of Campus Community navigations, including the Add/Update a Person component. In addition to this component specific data elements often have their own unique navigation, such as Names and Addresses which are reviewed in subsequent step sheets.

1. Navigate to Campus Community > Personal Information (Student) > Add/Update a Person.

2. Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record.

3. To Change Name data, click the Names link at the top of the record. For detailed information, refer to the Update Names step sheets.

4. To change data in the Biographical History section of the Bio/Demo page, click the Add a New Row icon and enter data in the new fields.

5. To change data in the National ID section, use the (-) or Add button to delete or add data.

6. In the Address section, click View All to view all address information prior to adding new address data. Use the Address link or click on the Address tab to add new data. For detailed information, refer to the Update Address step sheets.

7. Use the Phone and Email Add button to update contact data.

8. Use the Visa/Permit and Citizenship links to update related data.

9. To update data on the Regional page, click the Regional tab. The Regional tab includes fields related to Ethnicity, Military History, and Disability. Always click the Add a New Row icon to add new data.

10. Click Save.



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View/Update Names – Add New Name Type These instructions are to add a new Name Type, which uses the Add/Change a Name area.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.


3. Use the pull-down menu to select a Type of Name.

4. Enter the name information.

5. Click Submit.

6. Review the new name type which now appears in the Current Name section.

7. Click Save.



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View/Update Names – Edit Current Name These instructions are for changing an existing Name Type and preserving history of the original name.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.


3. In the Current Name area, click the Name History link.

4. Click the Add a New Row Icon.

5. Within the new field (note the effective dated row), click the Edit Name link.

6. Enter new name information.

7. Click OK.

8. Review new name information in the area correctly associated with the new effective date.

9. Click OK. The new name has been saved along with history of the previous name.

10. Click Save.


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View/Update Address - Add New Address Type These instructions are to add a new Address Type, which uses the Add Address Type area.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address


3. To add a new Address type, select the Address Type checkbox appearing under the Add Address Types column.

4. Click the Edit Address link in the Add Address area.

5. Enter address information. If applicable, click the Override Address Verification checkbox.

6. Click OK.

7. Review the new address information in the Add Address area.

8. Click Submit.

9. Note the new address type now exists in the Current Address section.

10. Click Save.



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View/Update Address – Edit Current Address These instructions are to change an existing Address and preserve history of the original address.

1. Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address .


3. To view address history or make changes to an existing address, click the Edit/View Address Detail link.

4. Click the Add a New Row icon.

5. Click the Update Addresses link.

6. Enter changes to address and click OK.

7. Review the new address information associated with the new effective date.

8. Click OK.

9. Click Save.



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Update Contact Information (Phone/Email) These instructions are to add or update phone and email information.

1. Navigate to: Campus Community > Personal Information (Student) > Add/Update a Person.


3. To change data for Phone, click the Delete a Row icon to eliminate incorrect/outdated data. Click the Add button to enter the new data.

4. Select a Phone Type and enter the new phone number. Select Preferred for the phone entry preferred by the student.

5. To change data for Email, click the Delete a Row icon to eliminate incorrect/outdated data. Click the Add button to enter the new data.

6. Select an Email Type and enter the new email address. Select Preferred for the email entry preferred by the student.

7. Click Save.



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View/Update Ethnicity Information Ethnicity data is recorded on the regional tab. This data can be used for regulatory state and federal reporting. Intuitions can collect more detailed ethnicity information than may be required by state or federal agencies if there is an internal need for this information.

1. Navigate to Campus Community > Personal Information (Student) >Biographical (Student) > Personal Attributes > Ethnicity.

2. Enter search criteria and click Search.

3. If multiple results are returned, select the appropriate record.

4. If the student is Hispanic or Latino, click the associated checkbox.

5. If the Hispanic or Latino checkbox has been checked, select a value from the Ethnic Group menu.

6. If a record already exists in the Ethnicity Region and new information must be entered, click the (+) Add button in the Visa/Permit Data section to create an additional record and follow the steps below. To delete existing ethnicity information (in case of error), click the (-) button.

7. Select values for Regulatory Region and Ethnic Group.

8. Select the Primary and IPEDS checkbox if relevant.

9. Enter Percentage Data (%), if available.

10. Click Save.



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View/Update Emergency Contacts Campuses can enter the names, addresses, and telephone numbers of people to contact when an individual has an emergency situation.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Relationships > Emergency Contacts.

2. Enter Search Criteria and Click Search.


4. If contact information exists, click the Add a New Row icon to enter new data.

5. Enter information for Contact Name.

6. Select a value from the Relationship drop-down menu.

7. Use address, phone and primary contact checkbox, if relevant. When these boxes are checked, the address and phone information will appear in the Contact Address box and the Individual’s Phone box.

8. Use the Edit Address link to enter a different address for this contact.

9. Enter information in the Phone and Extension fields.

10. Click Save.



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View/Update External System ID Campuses can enter and track IDs from external systems and correlate them to individuals or organizations in CUNYfirst.

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > External System ID.

2. Enter Search Criteria, click the Include History checkbox, and click Search.


4. If External System ID information exists, click the Add a New Row icon to enter new data.

5. Select a value from the External System pull-down menu.

6. Enter the appropriate Effective Date and External System ID in the External System Details section.

7. Note that new rows of information can be added for new External Systems and also for additional External System Details (date/ID) within the same External System.

8. Click Save.



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View/Update Residency Data Official residency should be entered and maintained through the Residency Data component. Note that the Term Activation process is dependent upon updated residency information.

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Residency Data.



4. If Residency information exists, click the Add a New Row icon to enter new data.

5. Use the Residency Official 1 page to enter official residency data for an individual.

6. Enter the Institution value

7. Enter the Effective Term value.

8. From the Residency drop-down list, select the rule that describes the individual's residency status.

9. In the Residency Date field, enter the date that the individual established or reported the residency.

10. Enter the Admission value (under the Additional Residency Data section).

11. Enter the Fin Aid Federal Residency value.

12. Enter the Fin Aid State Residency value.

13. Enter the Tuition value.

14. Enter the Admission Residency Exception value.

15. Enter the Fin Aid Fed Residency Excpt value.

16. Enter the Fin Aid State Residency Excpt value.

17. Enter the Tuition Residency Exception value.

18. Click the Residency Official 2 tab. Use the Residency Official 2 page to enter additional official residency data for an individual.

19. Enter location information in fields for District, City, Country, State, and Postal.

20. Use the Residency Appeal page to record residency appeal information. For example, a student may have been entered as Out of State for tuition and he or she wants to submit additional information to qualify for in-state tuition.

21. Enter the Effective Date value

22. Enter the value Appeal Status value

23. Enter any relevant comments in the Comment area.

24. Use the Residency Self-Report page to enter unofficial, unverified residency information that an individual reports to your institution.

25. Enter the Date Reported value

26. Enter the Source value

27. Enter location information in fields for District, City, Country, State, and Postal.

28. Enter any relevant information in the Comment field.


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29. Click the Save button.



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View/Update Citizenship Data The CUNYfirst citizenship functionality can be used to identify an individual's country of citizenship, the current status of that citizenship, when citizenship was issued, and when citizenship expires. These pages can hold data regarding multiple countries of citizenship

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport.

2. Enter Search Criteria and click Search. If multiple results are returned, select the appropriate record.

3. If a record already exists for Citizenship/Passport click the (+) Add button under the Citizenship/Passport section to create an additional record and follow the steps below. If no records exist, continue with the steps below.

4. Enter the value for Country

5. Enter the value for Citizenship Status

6. If a record already exists for Passport Information, click the (+) Add button under the Passport Information section to create an additional record and follow the steps below. If no records exist, continue with the steps below.

7. Enter data into the Passport Number field

8. Enter data into the Issue Date field.

9. Enter data into the Expiration Date field

10. Enter data for Country, State, and City.

11. Enter data into the Issuing Authority field

12. Enter any relevant comments in the Comment field




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View/Update Visa Permit Data

CUNYfirst tracks visa and/or permit data for students or employees who are not citizens of the United States. The Visa Permit Page can also be used to track the supporting documentation needed to establish visa status.

1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Visa Permit Data

2. Enter Search Criteria and click Search. If multiple results are returned, select the appropriate record.

3. If a record already exists for Visa/Permit Data click the (+) Add button in the Visa/Permit Data section to create an additional record and follow the steps below. If no records exist, continue with the steps below.

4. Enter the Country

5. Enter the value for the Type field by data sheet.

6. Click the Get Supporting Documents button to retrieve the supporting document IDs and descriptions from the Visa/Permit Table page for the visa or permit type specified in the Type field.

7. Enter data into the Effective Date field

8. Enter data into the Number field

9. Enter data into the Status field

10. Enter data into the Status Date field

11. Enter data into the Issue Date field

12. Enter data into the Duration field

13. Enter data into the Duration Type field

14. Enter data into the Date of Entry into Country field

15. Enter data into the Expiration Date field

16. Enter data into the Issue Authority field

17. Enter data into the Issue Place field

18. Enter data into the Document ID field

19. Enter data into the Request Date field

20. Enter data into the Date Received field

21. Click Save button.

22. Click on the Port of Entry Data Tab.

23. If an existing row of information is present for the Port of Entry Data tab, then click on + hyperlink and perform the steps below. If there is no information present, then continue with the steps below.

24. Enter data into the Date of Entry field

25. Enter data into the I-94 Admission Number field

26. Enter data into the DoS Post field


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27. Enter data into the Port of Entry field

28. Enter data into the Immigration Status field

29. Enter any relevant Remarks




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View/Update Student’s Athletic Participation Campuses can record student’s athletic activities, though placement in the correct athletic Student Group is a separate task.

1. Navigate to: Campus Community > Personal Information (Student) > Participation Data (Student) > Athletic Participation.



4. If Athletic information exists, click the Add a New Row icon to enter new data.

5. Select the value in Sport dropdown field.

6. Enter the value in Effective Date field.

7. Select the value in Athletic Participation dropdown field

8. Check/ Uncheck the Current Participation box.

9. Check/ Uncheck the NCAA Eligible box.

10. Enter any relevant notes in the Comments field.

11. To add more athletic participation data, click on the Add a New Row (+) icon.

12. Click Save.



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View/Update Entering Relationships If desired, campuses can use CUNYfirst functionality to enter and maintain relationships.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Relationships.


3. Select the appropriate ID and click Add.

4. On the Relationships page, specify the Effective Date, Status, Related ID, and Relationship. If the related person's record is not in CUNYfirst, the bio/demographic data should be added in the Relationship grid. If the related person's data is in CUNYfirst, the person’s data will be displayed upon entry of the ID.

5. Click on the Biographical Details link to access the Biographical Details page, on which you can view or update the related person's biographical data.

6. Click on the Communication Recipients button to access the Communication Recipient page, on which you can specify the communications for which a copy should also be sent to the related person.

7. Click on the Joint Communication Management button to access the Joint Communication Management page, on which you can create or dissolve joint communications for these two individuals.

8. On the Relationship Address page, verify address and email address for the Related ID and Primary ID. To add or edit address/email information, click the associated links which will open a new window to the Address/Email pages.

9. On the Relationship Detail page, enter Relation Demographics and Residency information.

10. If the related person is employed by an organization whose record is stored in your database, you can include that organization's ID number in the External Org ID field. The system will automatically display the name of the related person's employer in the Employer field when saved. If the employer does not have an organization ID in your database, you can manually enter the employer's name in the Employer field.

11. If this related individual has an ID in your database, Click on the Biographical Details link to access the Biographical Details page, on which you can review or change additional basic data for the related ID.

12. Click on the Citizenship and Passport Data link to access the Citizenship/Passport page, on which you can review or change additional citizenship and passport data for the related ID. For related individuals without an ID in CUNYfirst, manually enter the related individual's country and citizenship status.

13. Click Save.



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View/Update Decedent Data The appropriate administrators information relevant for this component, such as date and place of death and the death certificate number. When the date of death is recorded on the Decedent Data page, the system displays the word “deceased” on each page related to that individual in the database.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Personal Attributes > Decedent Data.

2. Enter Search Criteria and click Search.


4. Enter the Date of Death value.

5. Enter the Place of Death value.

6. Enter the Death Certificate Nbr value.

7. Click on the Save button.



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Assign a Service Indicator Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided.

When a service indicator is assigned to an individual, the corresponding negative or positive service indicator button appears on all pages that display that individual’s student data. One button can represent one or several service indicators. Click the buttons on any of those pages to navigate to the appropriate details page which display which service indicators and service impacts apply to the individual.

1. Navigate to Campus Community > Service Indicators (Student) > Manage Service Indicators NOTE: When working on any page associated with a student, their service indicator icon will appear on the top of the page. Clicking directly on that icon will bring the user to the Mange Service Indicator page.

2. Enter Search Criteria for desired student.

3. Click Search.

4. Select value for Effect field. The default All can be retained.

5. Select the appropriate Academic Institution.

6. Click the Refresh button.

7. Click the + or the Add Service Indicator link.

8. Select the appropriate Institution.

9. Select the Service Indicator Code. The viewer will only have access to the specific service indicators associated with their security set-up.

10. Select the relevant Service Indicator Reason Code.

11. Select the appropriate dates for this Service Indicator: Start Term, End Term, Start Date, End Date. A Start Term and Start Date are required.

12. Select values to identify placement of Service Indicator: Contact ID, Contact Person, Place Person ID. These fields are not required, but are recommended.

13. Enter Comment, if desired.

14. Click the OK button.



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Release a Service Indicator Individuals can release service indicators if given the appropriate security access. If the “Release” button does not appear on the Service Indicator page, an individual does not have access to perform this task.

Though the Release button removes the indicator from the record, the history is retained and can be accessed via the Service Indicator Audit.

1. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators


3. Click Search.

4. Select value for Effect field, if user desires to narrow down result list.


6. Click the Refresh button. This will narrow results to selected Effect and Institution.

7. Click on the appropriate Code for the Service Indicator to be removed.

8. On the Edit Service Indicator page, click the Release button. Note: The Release button will only appear if the user has security access to remove that specific service indicator.

9. Click OK.



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View/Update Service Indicator Individuals can edit service indicators if given the appropriate security access. An example of a common edit would be to add a future-dated End Date to an active service indicator, rather than wait until the designated time and remove it.

1. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators


3. Click Search.

4. Select the Service Indicator for editing.

5. Add or update the relevant data.

6. Click OK.



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View Service Indicator Audit CUNYfirst maintains an audit history that indicates who applied which service indictors to which individuals, including add, change, and delete history. Use the Audit Service Indicators page to view an individual's service indicator history, including the date and time when a service indicator was added or deleted and the ID that added or deleted it.

One key difference between Service Indicators and Student Groups is that the latter remain on the individual’s Student Group page throughout their time at CUNY. The group is simply inactivated. However, Service Indicators are removed from the record. Therefore, the Service Indicator Audit enables CUNY administrators to view the history of a student’s Service Indicators.

1. The Audit Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Audit Service Indicators

2. Enter the ID or use any of the desired search criteria fields to find the appropriate person. Even as little as a student’s name will yield search results.

3. Click on the Search button. The Audit Service Indicators search results page will appear if the student has had any service indicators placed on their account. Otherwise, the following message will appear: “There are no audit records that match your criteria”.

4. Select a row. The Service Indicator Audit screen with full details on the service indicators will appear for your review. A = ADD, D = Delete. Note that edits cannot be made on this page!

5. Click on the Cancel button to return to the Audit Service Indicator inquiry search page.



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Assign Service Indicator (Batch Process) Designated individuals will process mass updates (Batch Processes) for Service Indicators.

1. Navigate to Campus Community > Service Indicators (Student) > Mass Assign

2. Enter the value in Run Control ID field

3. Check the Case Sensitive check box

4. Select the Search button

5. Select the Add a New Value tab if previous step returned No matching values were found message else skip to step 8

6. Enter the value in the Run Control ID field

7. Select the Add Button

8. Select the value for field Selection Tool from the drop down

9. If Equation Engine option is selected, then the Equation Name field and the Create Equation link appear. If External File, option is selected, then the Upload File button, the File Mapping field, and the Create File Mapping link appear. If PS Query option is selected, then the Query Name field and the Launch Query Manager link appear.

10. If Equation Engine is selected above select the value Equation Name with the look-up tool

11. If External File is selected above, click the Upload File button.

12. Click the Browse button.

13. Select the file you want to import

14. Click the Upload button. The system will upload the values in the file to the temp table and you should be returned to the Mass Assign run control page. Click Delete File to delete the uploaded file from the attachment path. Click View File to view the uploaded file and verify that its contents are mapped correctly for parsing.

15. Select the File Mapping with the look-up tool

16. If PS Query is selected above, select the Query Name with the look-up tool. The Preview Selection Results link appears only if the Enable Preview Results check box is selected on the Selection Tool page for the PS Query tool.

17. Click the Preview Selection Results link. You will see the query Preview Selection Results page with the emplIDs that the query will select to process.

18. Click the Return button.

19. Select the value for field Institution from the drop down

20. Select the Service Indicator Code with the look-up tool


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21. Select the Reason with the look-up tool

22. Check the Use System Date check box

23. Select the Start Term with the look-up tool

24. Select the End Term with the look-up tool

25. Enter the value in the Start Date field

26. Select the Department with the look-up tool

27. Enter the value in the Reference field

28. Enter the value in the Amount field

29. Select the Currency Code with the look-up tool

30. Select the Contact ID with the look-up tool

31. Contact Person field is driven off the value selected in the Contact ID field

32. Select the Place Person ID with the look-up tool

33. Enter the Comment field

34. Click the Save button

35. Select the Run button at top right of the screen

36. Select Process Monitor link

37. If the Run Status is Success and Distribution Status is Posted click the Details link

38. Select the View Log/Trace link which appears under the Actions section of the page

39. Click on the Name link appearing in the File List section


41. Click the OK button



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Release Service Indicators to Student (Batch Process) Designated individuals will process mass updates (Batch Processes) for Service Indicators.

1. Navigate to Campus Community > Service Indicators (Student) > Mass Release

2. Enter the value in Run Control ID field

3. Check the Case Sensitive check box

4. Select the Search button

5. Select the Add a New Value tab if previous step returned No matching values were found message else skip to step 8

6. Enter the value in the Run Control ID field

7. Select the Add Button

8. Select the value for field Selection Tool from the drop down

9. If Equation Engine option is selected, then the Equation Name field and the Create Equation link appear.

10. If External File, option is selected, then the Upload File button, the File Mapping field, and the Create File Mapping link appear.

11. If PS Query option is selected, then the Query Name field and the Launch Query Manager link appear.

12. If Equation Engine is selected above select the value Equation Name with the look-up tool

13. If External File is selected above, click the Upload File button.


15. Select the file to import

16. Click the Upload button.

17. Select the File Mapping with the look-up tool

18. If PS Query is selected above, select the Query Name with the look-up tool. The Preview Selection Results link appears only if the Enable Preview Results check box is selected on the Selection Tool page for the PS Query tool.

19. Click the Preview Selection Results link.


21. Select the value for field Institution from the drop down

22. Select the Service Indicator Code with the look-up tool

23. Select the Reason with the look-up tool

24. Select the Start Term with the look-up tool

25. Select the End Term with the look-up tool

26. Enter the value in the Start Date field

27. Enter the value in the End Date field


29. Select the Run button at top right of the screen


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30. Select the OK button

31. Select Process Monitor link

32. If the Run Status is Success and Distribution Status is Posted click the Details link

33. Select the View Log/Trace link which appears under the Actions section of the page

34. Click on the Name link appearing in the File List section





38

View/Update Student to Student Group The Student Groups functionality permits grouping of students based upon a common criteria (ex: students with disabilities, honor students, college now students). Correct placement in a Student Group is essential as many key processes are run on the basis of a student group, such as assigning enrollment appointments and calculating tuition.

Student Groups will be maintained throughout the student's tenure at the college. There may come a time when a student is no longer an active member of a group. Note that CUNYfirst will retain a record of the student’s active status in the group; we will simply add an inactive status row.

To indicate that the student is no longer in the group, use the Add a Row button to add an effective dated row and change the status to Inactive.

1. Navigate to the Student Groups component: Records and Enrollment > Career and Program Information > Student Groups.

2. Enter search criteria to locate student and click Search.

3. If a student is already associated with particular student groups, they will appear on this Student Groups page. If this is the case, click the Add (+) button in the Academic Institution/Student Group pane. This is the TOP pane of the page. If the student does not have pre-assigned Student Groups, there is no need to click Add.


5. Select the appropriate Student Group. The viewer will only have access to the specific student groups associated with their security set-up.

6. Select the appropriate Effective Date for this Student Group.

7. If it is desired to set an End Date, click the Add (+) button next to the Status section to insert another row. This is the LOWER pane of the page. Use the Effective Date field to add a date in the future when the individual will no longer be in this group. (Note: This is not a requirement. Only add an end date when relevant).

8. When an end date has been added, click on the dropdown menu next to the end effective date and select Inactive.

9. Click Save.

10. End of the procedure.


39

View Students in a Student Group Use this page to display all students in a particular student group. Note that users will only view groups to which they have been given access.

1. The View Student Groups by Student page can be found by navigating to: Records and Enrollment > Career and Program Information > Student Groups

2. On the View Student Groups by Student search page, enter the appropriate search criteria and click Search.

3. Select the Institution and Student Group.

4. If desired, narrow results using the Select Effective Dates field or the Range Selection field.

5. If the additional fields were used, click the Get Results button.

6. View Results.

7. If desired, select the Details link to view details for a specific Student Group.



40

Assign Students to Student Group (Batch Process) Designated individuals will process mass updates (Batch Processes) for Student Groups.

1. Navigate to: Records and Enrollment > Career and Program Information > Process Student Groups.

2. Enter the value Run Control ID

3. Click the Add button. Process Student Groups page is displayed.

4. Check/ Uncheck the Population Select checkbox. Field is successfully populated. If field is checked, two new fields are displayed on the page which are: Selection Tool and Query Name

5. Click the Selection Tool list, provided that the Population Select is checked.

6. Select a value from the Selection Tool list. The option selected will appear in the dropdown box. If you select Equation Engine, then the Equation Name field and the Create Equation link appear. If you chose the External File, then the Upload File button, the File Mapping field, and the Create File Mapping link appear. If the PS Query option is selected, then the Query Name field and the Launch Query Manager link appear.

7. If Equation is selected for Selection Tool, Enter the value for Equation Name

8. If External File is selected for Selection Tool, click the Upload File button.


10. Select File

11. Click the Upload button. The system will upload the values in the file to the temp table and you should be returned to the Mass Assign run control page. Two new buttons are displayed on the page: - Delete File to delete the uploaded file and View File to view the uploaded the file.

12. Enter the value for File Mapping field.

13. If PS Query is selected for Selection Tool, enter the value for Query Name. Field is successfully populated. The Query Prompts page appears, where you can view or enter prompts for the specified query. The Preview Selection Results link appears only if the Enable Preview Results check box is selected on the Selection Tool page for the PS Query tool.

14. Enter a value in Academic Institution field.

15. Enter the value in Student Group field

16. Enter the value in Effective Date field

17. Select a value in the Effective Status dropdown field.

18. Enter the Comments in the field provided.

19. Check/ Uncheck the Student Override checkbox.


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20. Enter the value in EmpI ID field using with the look-up tool. This field will be displayed only when you check the Student Override checkbox above.


22. Select a value in the Effective Status dropdown field.

23. Click on + button to add another row on the page to add data for more students

24. Click on - button to delete a row on the page when you want to delete data added recently.

25. Click on Save button to save the data entered on the page. Student Groups data is saved in the system.

26. Click on Run button present on top right of the page to run the process scheduler as any other CUNYfirst scheduler process.



42

Add/Update Student Groups The Student Groups functionality organizes students with a common attribute (such as disabled students, student body officers, or honor students). Though Student Groups will commonly be created centrally, please refer to your campus and/or departmental policies for the process to request creation of a new group.

1. Navigate to: Set Up SACR > Common Definitions > Student Group Table.

2. Select the Academic Institution with the look-up tool

3. Enter the value in the Student Group field

4. Enter the value in the Description field

5. Click the Search button

6. Click the Add a New Value tab

7. Enter the value in Academic Institution field

8. Enter the value in Student Group field


10. Enter the value in Status field

11. Enter the value in Description field

12. Enter the value in Short Description field




43

View/Update FERPA Information When students exercise rights under FERPA, they identify personal information that they do not want the institution to release. FERPA control must be applied to identify this information and prohibit the release of restricted information. Students have the option of permitting the release any of the restricted information to specific internal publications.

Under FERPA, students can prohibit the release of directory data about themselves. With the CUNYfirst FERPA functionality, students can restrict data but they can also grant permission to release some or all of that restricted data for inclusion in specific internal publications.

When FERPA control is applied to restrict data for a student, CUNYfirst attaches a FERPA window shade privacy button to that student’s records. The FERPA privacy button can be clicked on a student’s page to quickly determine the information that is legally available to others at the institution or to third-party vendors. This information can also be accessed through the FERPA Display inquiry pages.

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > FERPA.

2. Enter search criteria and click Search.

3. If no FERPA information has been created, click the FERPA checkbox. If information exists, click the Add a New Row (+) icon next to the Record (Table) Name field.

4. Select a value for the Record (table) Name. (Photo, email, name, etc.)

5. Select a value for the Field Name. (Selections dependent upon Record Name selection)

6. CUNY is not using the Restriction Exceptions at this time.

7. To enter additional field names for a Record, click the Add a New Row (+) icon associated with Field Name.

8. To enter an additional Record Name, click the Add a New Row (+) icon associated with Record (Table) Name.

9. Click Save.



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View/Update FERPA Quick Entry

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Student FERPA > FERPA Quick Entry.

2. Enter search criteria and click Search. If multiple records are retrieved, select the appropriate student record.

3. Click the Restrict All Fields button to select the Restrict option for all fields in all categories on the entire page.

4. Click the Release All Restrictions button to clear the Restrict option for all fields in all categories on the entire page.

5. The Restrict All and Release All button within a category can be used to restrict or release all fields within that category.

6. If an individual row is checked, the following link appears: Release to Publication. This link brings the user to another screen which would allow exceptions for particular publications. CUNY is NOT using this functionality.

7. Click Save.



45

Assign Communication to an Individual The Communications Management page permits review or creation of communications for the individual or organization. Communications include letters, phone calls, meetings, emails, and faxes. This component enables CUNY to track and analyze contacts with students, staff, constituents, and organizations inside and outside the institution.

Communications can be assigned to individuals manually, or via the 3C engine to automatically assign communications to individuals based on defined rules and conditions.

The form of communication can be noted (phone, letter, email, in-person meeting, etc.) If the communication is a letter or an email, the variable data and enclosures that should be included can be managed. Comments can also be entered that are or are not included in the text.

Please note that updates will be made to each area of the 3 C’s as CUNY continues to make decisions regarding use and management of this functionality.

1.

Navigate to the Person Communication page: Campus Community > Communications > Communications Management.


3. Enter the desired information into the ID field and click the Add button.

4. Use the Person Communication page to assign communications to individuals.



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View an Individual Communication Summary Review communication information for an individual on this page. A summary of communications can be viewed, or details of the communication assignments.

A summary of communications can be retrieved for an individual to determine if a specific communication was sent, if it included enclosures, and if it was a joint communication. The 3C groups that have security access to categories of communications can be viewed as well, along with details of the communication assignments.

1. The Communication Summary page can be found by navigating to: Campus Community > Communication > Communication Summary

2. Enter the desired information into the ID field.


4. Use the Communication Summary page to search for and review a summary of communications to or from an individual.



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View and Individual Communication Detail A communication can be opened in a view-only format to review detailed information.

1. The Communication Detail page can be found by navigating to: Campus Community > Communication > Communication Detail



4. Use the Communication Detail page to view details of a communication assigned to an individual. This page is identical to the Person Communication page, except that all the fields are view-only and cannot be edited.



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Assign a Checklist to a Person Checklists can be assigned to individuals or groups of individuals. For each checklist item assigned, responsible individuals can be specified. A due date for the overall checklist can be included with the same or different due dates for each item on the checklist.

In addition to assigning checklists manually, the 3C engine can to automatically assign checklists based on defined rules and conditions. The Population Selection feature or the Mass Change process can be used to select a group of IDs.

A checklist can be manually assigned to an individual using the Checklist Management pages.

1. The Checklist Management 1 and 2 pages can be found by navigating to: Campus Community > Checklists > Checklist Management - Person

2. Follow the navigation above and click the Add a New Value tab.


4. Click the Add button.

5. Use the Checklist Management 1 page to assign a checklist to an individual. Use the Checklist Management 2 page to view or assign all or some of the checklist items to the individual and identify who is responsible for each item.



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View a Person Checklist Summary View a summary of the checklist data for an individual.

1. The Person Checklist Summary can be found by navigating to: Campus Community > Checklists > Person Checklists

2. Follow the navigation above and enter the desired information into the ID field.


4. Use the Checklist Summary page to view a summary of checklist item status for an individual.



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View a Person Checklist Detail View detailed checklist data for an individual. The Checklist Detail 1 and 2 pages are view-only versions of the Checklist Management 1 and 2 pages.

1. The Checklist Detail 1 page can be found by navigating to: Campus Community > Checklists > Person Checklists > Person Checklist Detail



4. View the person’s checklist details on the Checklist Detail 1 and 2 pages.



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Update a Checklist Item (By Item) The status of checklist items can be viewed in many ways, including the Checklist Management pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update checklists is to run the Checklist Item Update - Automated background process, which updates items across all checklists in a batch without manual intervention.

1. The Item Update - by Item can be found by navigating to: Campus Community > Checklist > Item Update - by Item

2. Follow the navigation above and click the Add a New Value tab.

3. Enter the desired information into the Checklist Item Code field


5. Specify the checklist item on the Checklist > Item Update – by Item page. Use this page to list all the individual IDs for whom you want to change the status of a specific checklist item to Complete when the update process runs in the background.

6. Indicate for whom the checklist item update is for on the Process Checklists > Item Update – by Item page. Use this page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.



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Update a Checklist Item (By Person) The status of checklist items can be viewed in many ways, including the Checklist Management pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update checklists is to run the Checklist Item Update - Automated background process, which updates items across all checklists in a batch without manual intervention.

1. The Item Update – by Person page can be found by navigating to: Campus Community > Checklists > Item Update - by Person



4. Use the Item Update - by Person page to manually update the status of each relevant checklist item on a summary of checklist items for a specific ID (individual IDs only).



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CEMLI Search – Repository The CEMLI Search is a repository of information containing reports and queries that have been developed for CUNYfirst. After entering a keyword or other search criteria, displayed is information including: •Report Description – Including the Purpose and Use of the Report •Menu Navigation •Security Role(s) needed •Notes and other information.

Steps

1. Navigational Path: CUNY>CEMLI Search

2. Click the CUNY link.

3. Click the CEMLI Search link.

4. After selecting the CEMLI Search component, the Find CEMLI Info Enter Search Criteria page will display. Enter applicable search criteria and/or filter options to limit the search results. Search Criteria/Filter Options are: CEMLI Name, CEMLI Type, Pillar, Module, Technical Contact, Functional Contact, Support Contact, Keywords

5. Click in the CEMLI Name field.

6. Enter the desired information into the CEMLI Name field. In this example, enter a valid value. Note: Enter the specific CEMLI or Report Name to search


8. The Find CEMLI Info page will display the CEMLI Name entered. Note: The CEMLI or Report Name will be listed under the CEMLI ID field.

9. Click the CEMLI ID link. Note: Select the CEMLI ID link. The View CEMLI Info page will display.

10. Click the Collapse Menu button. Note: This will allow all of the page data to display.


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11. The View CEMLI Info page will display for the CEMLI Name entered. This top portion of the page includes the CEMLI Description. Select the scroll bar to scroll down the page.

12. The middle portion of the View CEMLI Info page provides the Component Info applicable to the CEMLI ID entered. This includes the following: Component, Navigation, Page Name, Accessible Roles Select the scroll bar to scroll down the page to view additional information.

13. The lower section of the View CEMLI Info page provides additional information applicable to the CEMLI ID entered. This includes Notes, Contact Information, and Additional Information. Click the Return to Previous Page link.

14. The Find CEMLI Info page will display. Click the Expand Disclosure button.

15. Selecting the Expand Disclosure button will display the Enter Search Criteria fields. Enter CEMLI Info Search criteria to search for applicable CEMLI information.



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Unit II: Tuition Calculation Maintenance


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Criteria

In Student Financials, the criteria component is used to compare one or more variable values to a student’s academic situation to determine if an action should be triggered (for example, applying a waiver to fees), or to which tuition group the student should be included.

Steps

1. Navigate to: Set Up SACR>Product Related>Student Financials> Tuition and Fees>Criteria

2. Click the Add A New Value tab.

3. Click the Look up tool to select the applicable Business Unit.

4. Enter a value for Criteria.


6. Enter a value for Effective Date.

7. Enter a value for Description.

8. Enter a value for Long Description.

9. Select criteria from the Criteria Type dropdown menu.

10. Click on the Criteria Details tab.

11. Click the Look up tool to select the appropriate Description.

12. Select the Selected Detail Values radio button.

13. Click the Look up tool to select the appropriate Operator.

14. Click the Look up tool to select the appropriate Value/Node.

15. Enter a value for Value/Node.




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Tuition Group Priority The Tuition Group Priority page lists all tuition groups that are defined for the institution, provides a description of the tuition groups, and displays the tuition group priority. The tuition group priority page is used to confirm that potentially competing tuition group definitions have the correct priority ratings.

Steps

1. Navigate to: Setup SACR > Product Related > Student Financials > Tuition and Fees > Tuition Group Priority

2. Enter the Business Unit.


4. View the list of Tuition Groups and the Priority associated to the group.



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Term Fees

Term Fees must exist in order to charge students accounts. Data values will be copied from a previous term and changed appropriately. The CUNY Tuition & Fee Manual, campus Business Office, and/or Provosts Office needs to be referred to prior to copying term fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check values prior to running the process. While values can be changed, the name of the fee code cannot be changed

Steps

1. Navigate to: Set Up SACR>Product Related>Student Financials> Tuition and Fees>Term Fees

2. Click on the Add A New Value tab.

3. Click the Look up tool to select the appropriate SetID.

4. Enter a value for Term Fee Code.


6. Select Active from the Status dropdown menu.

7. Enter a value for Description.

8. Enter a value for Long Description.

9. Select the appropriate option from the Charge By dropdown menu.

10. Select the appropriate option from the Use dropdown menu.

11. Click the Look up tool to select the appropriate Fee Class.

12. Click the Term Fees tab.

13. Click the Look up tool to select the appropriate Term.

14. Click the Look up tool to select the appropriate Account Type.

15. Click the Look up tool to select the appropriate Item Type.

16. Click the appropriate radio value for the Fee Trigger field.

17. Click the Look up tool to select the appropriate Fee Trigger.

18. Click the Look up tool to select the appropriate Adjustment Code.

19. Click the Look up tool to select the appropriate Due Date Code.

20. Click the Track Class pricing checkbox.




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Calculate Tuition for Multiple Students CUNYfirst requires that the tuition calculation batch process be run each tern so that tuition charges appear on the student account. The batch process should be run on a regular basis. For example, tuition calculation in batch may be run several times during a day during registration and nightly at other times of the academic term.

Steps

1. Navigate to the Calculate Tuition component: Student Financials > Tuition and Fees >

Calculate Batch Tuition > Calculate Tuition

2.

Enter the appropriate value into the Run Control ID field. -OR- Click the Add a New Value tab to create a new Run Control ID.

3. Enter a short description for Run Control ID.



6. Select the applicable Run Option from the dropdown menu.

7. Select the applicable Select Option from the dropdown menu.

8. Click the Look up tool to select the applicable Academic Career.

9. Click the Look up tool to select the applicable Term.

10. Click the Look up tool to select the applicable Academic Program.


12. Click the Run button.


14. Click the Process Monitor link.

15.

Click the Refresh button. Note: Refer to the View Fee Calculation Messages step sheet to review the student data



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Review Tuition Messages and Errors for Multiple Students The View Fee Calculation Messages component allows users to Click to access the Calculation Messages page, where you can review all messages associated with tuition and fees calculation for the student. This field is available only if the corresponding selections have been made on the Display Errors/Warning Controls page in the Tuition Calculation Controls component.

17. Navigate to: Student Financials > Tuition and Fees > Calculate Batch Tuition > View Fee

Calculation Messages.

18. Click the Look up tool to select the applicable Business Unit. .


20. Click the appropriate Batch Job.

21. Use the arrows to navigate through the data.



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Calculate and Review Tuition Messages and Errors for a Student CUNYfirst can calculate tuition for any one student for a specific term and career and to adjust options to override certain aspects of the tuition calculation process. Students should have tuition calculated (or recalculated) if there is a corresponding change to their registration, program, plan, residency, or other effecting status.

Steps

1. Click the Home link.

2. Navigate to: Student Financials > Tuition and Fees > Tuition Calculation



5. Make the appropriate adjustments to the Tuition Calculation screen.

6. Click the Calculate Tuition and Fees button.

7. Click the Academic Information link to view the student’s overall career term data.

8. Click the Return link.

9. Click the Display Student's Accounts link to view the student’s financial data by term.


11. Click the Display Tuition and Fees link to view the student’s charges for tuition and fees.


13. Click the Display Errors / Warnings link to view messages associated with the tuition and fees for a student




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Unit III: Generate Student and Corporate Bills


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Create Message Categories Message categories are created to organize the messages that are defined for the billing process. Messages appear on an invoice to indicate any message that the institution wishes to communicate to students or corporate clients

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Message Categories

2. Find an Existing or Add a New Message Category Click the Add a New Value tab to add a new Message Category.

3. Enter the SetID. Note: The SetID is the Business Unit.

4. Enter the Message Category.

5. Click the Add button. The Message Category page will display.

6. Enter the Effective Date.

7. Select the Status.

8. Enter a Description.

9. Enter a Short Description

10. Note: Click the + button to insert additional Message Categories and complete steps 3-8.




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Create Billing Messages Billing message are the messages created that appear on the student or corporate bill. Once billing messages are created they are attached to the item type, billing unit, aging set, student or corporate invoice. Additionally, messages that don’t fit into one of these categories can be created and attached to the billing standard request.

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Billing Messages

2. Find an Existing or Add a New Billing Message. Click the Add a New Value tab to add a new Billing Message.


4. Enter a Message Number.




8. Select the Message Category in order to associate the billing message.

9. Enter the Message Text.

10. Note: Click the + button to insert additional Message Categories and complete steps 3-8.




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Create Item Type Messages Messages that appear on invoices can be configured that are specifically related to an item type. When a bill is generated with charges or payments associated with the specified item type, the message linked to that item type appears on the bill. For example, create a billing message explaining how tuition is calculated. Attach this message to all the tuition item types. When the system generates a bill with a charge against a tuition item type, the message explaining how tuition calculation appears on the bill.

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Item Type Messages

2. Find an Existing or Add a New Item Type Message. Click the Add a New Value tab to add a new Item Type Message.

3. Search for and enter a value in the Item Type Message From field.

4. Search for and enter a value in the Item Type Message To field.




8. Select the Message Number/Message Category. Note: Selecting the Message Number/Message Category will populate the Message Text field with the message which was added when the Billing Message was created. The Billing Message is now associated to the Item Type Message. Note: Click the + button to insert additional Item Type Messages and complete steps 5-7.




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Create Billing Request – Individual Student On an ad-hoc basis, the Bursar Office will need to provide a student will an individual bill listing charges for the term in which they are enrolled. In order to provide a student with a printed invoice, a bill request must be created. This process provides the steps necessary to create a bill request for an individual student.

After the Create Bill Request process is complete, refer to the Print Invoice Step Sheet to print the individual student invoice.

1. Navigate to: Student Financials > Bill Customers >Student Bills > Create Billing Request



4. Click the Look up tool to select the appropriate Bill By Option. Select “Y –Bill One ID”.


6. Click the Look up tool to select the appropriate Billing ID. Select “BILLALL”.

7. Enter the ID.

8. Select a Due Date

9.

Enter the Term. Note: If you do not know the Term, select the Look up tool to select the appropriate Term.

10. Enter a Due Date

11. Click the Billing Request 2 tab.

12. Select the Bill Term dropdown menu. Select “One Term”.

13. Enter From Term.

14. Enter To Term.

15. In the Invoice Layout field, search for and select “STDNT BILL”.

16. Select the Output Format dropdown menu. Select “XML Publisher”.

17. Enter Aid Term From.

18. Enter Aid Term To

19. Click the Generate & Print Bill radio option to print a bill for an individual student.

20.

Click the Generate Invoice button. Note: All fields are now unavailable. A Billing Request Nbr is now provided. Record the Billing Request Number. This number will be used in the process to Print Invoice for an Individual Student Note: In order to print an invoice for an individual student, refer to the Step Sheet – Print Invoice for an Individual Student.




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View Pending Items to Bill After a student billing request is saved, users have the ability to view pending items that will print on the student bill.

Steps

1. Navigate to: Student Financials > Bill Customers >Student Bills > Pending to Bill Items

2. Click the Look up tool to select appropriate Business Unit.


4.

Click the Search button. Note: If a student bill request was saved, users have the ability to view pending items to bill on the student bill.

5. Note: In order to print a student invoice for an individual student, refer to the Step Sheet - Print Invoice for an Individual Student.


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Print Invoice- Individual Student The Student Invoice Other page allows users to print invoices for an individual student on an ad-hoc basis. Invoices will be printed for students through the established print servers. This process will be used after the Create Bill Request process.

CUNY will not print bills in batch.

Steps

1. Navigate to: Student Financials > Bill Customers > Student Bills > Print Invoice

2. Click the Add a New Value Tab.

3. Enter a Run Control ID.



6. Select the Output XML Data dropdown menu. Select “Yes”.

7. Select the Print Invoice By dropdown menu. “Select Billing Request Number”.

8. Enter the Student ID

9.

Enter the Invoice Number. Note: The Invoice Number is the Request Number which was provided after the Generate Invoice button was clicked during the Create Bill Request process

10. Validate the Output Chunk Size field defaults to 200.

11.

Note: Based on the criteria entered during the Create Bill Request for an Individual Student process the following fields in the Override Bill Request section will default.

Invoice Layout = STDNT BILL

Aid Term From = Term

Aid Term To = Term

Address Usage = MAIN Note: If the fields do not default with the appropriate values. Enter the above values.

12. If desired, select the checkbox next to Print Schedule of Classes. Note: The course schedule to appear on the invoice.

13. In the Term field, enter the Term.


15. Click the Run button. Note: Selecting the Run button will advance to the Process Scheduler Request Page.

16. On the Process Scheduler Request Page, select the checkbox next to Print Invoices.

17. Select the Ok button. Note: Selected the Ok button will display the Student Invoice parameters page.

18. Select the Process Monitor link.

19. On the Process List Tab, select the Refresh button, until the Run Status column indicates “Success” and the Distribution Status column indicates “Posted”.

20. Select the Go back to Print Invoice Other link. Note: Selecting the Go back to Print Invoice Other link will return back to the Student Invoice Other page.

21. Select the Report Manager link.

22. Select the XMLP link.


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23. Open the PDF file. The PDF file is the Student Invoice. Note: The title of the PDF will be CU_M090PDF. This is the student invoice.



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View Billing Information – Review Invoice CUNYfirst has the functionality to view itemized billing information for charges on a student’s record.

Steps

1. Navigate to: Student Financials > Bill Customers > Student Bills > Review Invoice

2.

Click the Clear button NOTE: By default the User ID field is populated with the operator’s user name which must be cleared produce valid results.


4. Click the Look up tool next to EmpID to enter appropriate search criteria. i.e: Empl ID; National ID; or Last Name & First Name


6. Select the appropriate record from the list.

7. Click the Return to Invoice Info link.

8. Click the Bill Detail tab.

9. Click the Bill Messages tab.

10. Click the Return to Search button, if necessary.



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Create, Generate and Print Billing Requests for Organizations In addition to billing students, CUNYfirst uses the billing process to provide corporate customers with a list of charges added to their account. Generally, these corporate customers are organizations that have agreed to pay all or a portion of a students’ tuition such as an employer or vocational rehabilitation services.

Steps

1. Navigate to: Student Financials > Bill Customers > Corporate Bills > Create Billing Request.



4. Click the Look up tool to select the appropriate Bill By Option.


6. Click the Look up tool to select the Billing ID.

7.

Select a Due Date -or- Enter Due Days.

8. Click the Look up tool to select Term

9.

Select a Due Date -or- Enter Due Days.

10. Click the Billing Request 2 tab.

11. Select the appropriate term to bill from the Bill Term dropdown menu.

12. Click the Look up tool to select the starting point for the Aid Term From field, if necessary.

13. Click the Look up tool to select the ending point for the Aid Term To field, if necessary.

14. Click the Look up tool to select Invoice Layout.

15.

Select the Generate Invoice radio option -or- Select the Generate & Print Bill radio option.

16. Click the Generate Invoice button.

17. Navigate to: Student Financials>Bill Customers>Corporate Bills>Produce Extract File.

18.

Click the Search button to list existing Run Control IDs. -or- Click the Add a New Value tab to create a new search criteria




22. Select Corp ID from the Print Invoice By dropdown menu.

23. Click the Look up tool to select the External Org ID.

24. Click the Look up tool to select Invoice Number.

25. Click the Look up tool to select Invoice Layout.

26. Enter the name of the Output File Directory.

27. Enter the name of the Bill File.



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31. Click OK.


33. Click the Refresh button until the Run Status Column indicates Success and the Distribution Status Column indicates Posted.

34. Click the Details link

35. Click the View Log/Trace link.

36. Click the PDF file link



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Unit IV: Manage Group Posting


74

Define Origin Tables This process allows the Office of the Bursar the posting of payments, charges and reversals of previous payments and charges through a batched process rather than individually processing each transaction manually. It is normally used to process charges and payments from external sources such as Sallie Mae. This is a manual process that is generally set up only once.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Charges and Payments > Origin Table

2. Find an Existing or Add a New value to the Origin Table. Select the Add a New Value tab to add a value to the Origin ID Table.

3. Enter the SetID.

4. Enter the Origin ID. Enter, “Next”.


6. Enter the Effective Date. Enter, “01/01/1901”.


8. Enter the Description.

9. Enter the Short Description.

10. S Select the Origin Method.

11. Select the Currency. Select, “USD”.

12. Select Origin Type.

13. Select the following checkboxes if applicable.

Approval Prior to Posting

Approval upon Update




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Define Group Types This process allows the Office of the Bursar to enter Group Types into CUNY first. Group types represent sets of frequently posted receivables such as financial aid, housing charges, and lock box payments. The description of a group type can be used as criteria for selecting groups for viewing during group data entry. This is a manual process that is generally set up only once.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Charges and Payments > Group Type Table

2. Find an Existing or Add a New value to Define Group Types. Select the Add a New Value tab to add a value to Define Group Types.


4. Enter the Group Type. Note: Required. Represent sets of frequently posted receivables such as financial aid, housing charges, and lock box payments. Enter the one character code needed for the group type that is being created. See the Appendix for a list of example values in CUNYfirst









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Define External File Layout Student Financials enables the Office of the Bursar to import charge and payment information from outside sources. For example, many institutions have housing and parking management applications from third-party vendors. State Aid processing (TAP), Sallie Mae payment plan processing, and SFA disbursement processing have been set up for Queens and Queensborough.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > External File Layouts

2. Find an Existing or Add a New value to Define the External File Layout.

Select the Add a New Value tab to Define the External File Layout.


4. Enter the External File Layout ID.


6. On the Records Tab, enter the following:

Description (required)

Short Description

7. On the Field Details 1 Tab, enter the following:

Customer ID

Amount

Item Type

Account Type

8. On the Control Totals Tab, enter the following:

Origin




77

Load External File Data It is suggested that all External File Loads be run first in Report Only mode and then reviewed prior to running in Post mode. To review the data once the file is loaded, first go to the Create Group Data component as described in the previous topic.

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > External Files

2. Find an Existing or Add a New Run Control ID value. Click the Add a New Value Tab to add a new Run Control ID.




6. Enter the File Name.

7. Enter the File Directory.

8. Enter the Group Type.

9. Enter the Layout ID.

10. Select the following checkboxes if applicable:

Report Only

Balance the Group

Restrict to Invoice



13. Click the O button.


15. Click the Refresh button until the Run Status indicates “Success” and the Distribution Status indicates “Posted”.

16. Select the Details link.

17. Select the View/Trace Log link.

18. Select the file to view/validate the process run.



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Create Group Data Entries After processing an External File Load, navigate to the Create Group Data Entries page to review the results of the load. This page also allows the Office of the Bursar to define source information and control totals for group transactions and student specific details for the payments or charges to be entered if included in the external file and layout. Coordination with the corresponding offices sending the group transactions is required. The main purpose of this page is to review data from the external file load prior to posting. Validate that the information loaded correctly and see if there were errors or if some of the data needs to be edited. Some errors may include entering incorrect Start and Length values in the external file layout.

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > Create Group Data Entries



4. Select the value from "Group Type" dropdown list

5. Enter the value in "Origin ID" field.

6. Enter the value in "Accounting Date" field.

7. Enter the value in "Received" field.

8. Enter the value in "Entry Date" field.

9. Select the Balance Group option.

10. Enter the value in "Control Total" field.

11. After entering a value for the "Control Total" field, hit the TAB key once and enter the value for the count in the unlabeled field.

12. Enter the value in "Process Instance" field.

13. Click the Group Line Entry tab.

14. Enter the value in "ID" field.

15. Enter the value in "Account Type" field.

16. Enter the value in "Item Type" field.

17. Enter the value in "Charge Priority" field.

18. Enter the value in "Amount" field.

19. Enter the value in "Service Indicator" field.

20. Enter the value in "Term" field.

21. Select the Use Excess Account checkbox.

22. Select the Restrict Payment to Account checkbox.

23. Enter the value in "Ref Nbr" field.

24. Enter the value in "Item Effective Date" field.

25. Enter the value in "Due Date" field.



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27. Click the Add Row button.


29. Click the Add Row button.


31. Click the Group Entry tab.


33. Click the Post Transactions link present in the left menu


35. Enter the value in "Run Control ID" field.


37. Enter the value in "Business Unitr" field.

38. Enter the value in "Group Type" field.

39. Enter the value in "Starting Group ID" field.

40. Enter the value in "Ending Group ID" field.


42. Select the "Group Posting Process" option.

43. Select the "Save" button

44. Select the "Run" button

45. Click the "OK" button

46. Click the "Process Monitor" link

47. Click the "Refresh" button

48. Click the "Details" link

49. Select the "View Log/Trace" link to view report



80

Correct Transactions – Group Post After an EFL load process and initial review of the loaded information has taken place corrections can be made to transactions prior to posting. The Office of the Bursar uses this screen to review line details regarding a specific Group Post transaction prior to posting. This is not a view to see multiple lines at once; this is only for viewing and correcting one line at a time.

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > Correct Transactions

2. Enter the value in "Business Unit" field.

3. Enter the value in "Group ID" field.


5. Select the Group Line Number to be reviewed.

6. Enter/update the amount to correct the transaction.




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Post Transactions – Group Post The Office of the Bursar uses this page to post the group transaction and update affected accounts. One must specify the Group ID and Group Type to run the Post transaction process. This process may be run after the transactions have been reviewed and any changes have been made and remedied.

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > Post Transactions

2. Find an Existing or Add a New run control to run the process Click the Add a New Value to add a new Run Control ID and click the Add button.

3. Enter the following Post Transaction parameters where applicable:

Business Unit

Group Type

Starting Group ID

Ending Group ID

Operator ID

Assign Group ID OperID


5. Click the Run Button.

6. Click the Ok button.


8. Click the Refresh button until Run Status indicates “Success” and the Distribution Status indicates “Posted.

9. Select the Go Back to Post Transaction link.


11. Select the Administration tab.

12. Select the Details link to view the log file.



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Group Posting – Review Transactions After Posting Transactions the Bursar will use this page to validate and correct the group data entries that might have suspended during the posting process.

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > Review Transactions

2. Enter the value in "Business Unit" field.

3. Enter the value in "Group ID" field.


5. Click the Group Post Details link.




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Group Posting – Review Suspended Transactions

The Suspended Group Post component enables the end user to view transaction entries for individual transactions

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > Review Suspended Transactions

2. Enter Business Unit.

3. Enter Group ID.

4. Enter the Posting Status


6. View the suspended transactions



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Reverse Group Posting Please read the Chapter introduction prior to reversing a group post as it is not recommended. This data must be carefully recorded from the Group Posting of the file containing errors so as not to reverse the wrong Group Post.

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > Reverse Groups

2. Find an Existing or Add a New run control to run the process Click the Add a New Value to add a new Run Control ID and click the Add button.

3. Enter the following Reverse Group parameter options where applicable:

Business Unit

Group ID

Description

Bank Tracer Number

Item Effective Date

Due Date Option Note: Select the checkbox next to Include Detail to include the detail in the Reverse Group Posting Transaction.





8. Click the Refresh button until Run Status indicates “Success” and the Distribution Status indicates “Posted.


10. Select the View/Trace Log link.

11. Select the PDF document to view the reversed group posting information.



85

Unit V: Waivers


86

Create Waivers Waivers provide a convenient, consistent, and easily maintainable way of waiving or reducing tuition or fees for students who meet specific criteria. Waiver groups enable users to attach one or more waivers directly to class, course, and course list fees.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Waivers


Click the Look up tool to select the appropriate Business Unit.

3. Enter the Waiver Code.


5. Enter the value in the Description field.

6. Enter the value in the Short Description field

7. Enter the value in the Long Description field





12. Select the Criteria. Note: The Criteria is used to determine if a student is eligible for the waiver.

13.

Enter the Adjust Until Date. Note: This date defines the last day that a waiver can be granted to a student who meets the criteria. Since this is set at the waiver level, not at the term level, this is often set far into the future, unless this is a short term waiver program.

14. Enter the Amount/Unit.

15. Enter the Waiver Offset, if applicable.

16. Enter the Flat Amount, if applicable.

17. Enter the Maximum Amount, if applicable.




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Attach Waivers to Tuition Group for Term Fees CUNY will attach Waivers to a term fee(s) to reduce specific fees in a term.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Groups


3. Click the Look up tool to select the appropriate the Business Unit.

4. Enter the value for the Tuition Group.







11. Enter the numerical value in the Priority field.

12. Click the Look up tool to select the appropriate Transaction Fee Code.

13. Click the Tuition Calculation Group checkbox.

14. Select the Term Fees tab.

15. Click the Look up tool to select the appropriate Fee Code.

16. Click the Waivers link.

17. Click the Look up tool to select the appropriate Waiver Code.





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Assign Waiver to an Individual Student In some cases, it is necessary to attach a waiver to a student on an individual basis through a manual process.

Steps

1. Navigate to: Student Financial > Tuition and Fees > Equation Variables



4. Enter criteria in the following fields, if applicable: Var Char1 – Var Char10



89

Add/Update Student Address – County Chargeback The “Other” address type has been reserved for exclusive use to hold the County Chargeback address, and is the address that is used to tie a student to a county for purposes of County Chargeback billing. Enter the address of the student to be used for County Chargeback.

Steps

1. Navigate to: Campus Community > Personal Information (Student) > Biographical (Student) > Addresses/Phones > Addresses



4. In the Add Address section, click the Edit Address link.

5. Enter the applicable address information.


7. Click the Other checkbox from the Add Address Type list.

8. Click the Submit button.




90

Assign Waiver for County Chargeback Once it is verified that the student is eligible for a County Chargeback, the waiver must be assigned to the student.

Steps

1. Navigate to: Student Financials > Tuition and Fees > Equation Variables


3. Enter the Term.


5. Select the Y/N Flags Tab.

6. Select the Certificate Resident Rate checkbox.




91

Monitor County Chargeback CUNYfirst can monitor the County Chargeback process by running a Verification Report or an Eligibility Report. The Eligibility Report will produce a list of students that are enrolled in the term and have a run control Compare Address in NY State, but are missing either a waiver for the term or an “Other” address. The report will isolate students that are eligible for the term, but due to an address change, may no longer be eligible for previously configured future certificate terms. Actual eligibility will need to be verified manually. Since County Chargeback can be assigned for multiple terms, the County Chargeback Verification Report verifies that students receiving the waivers are still valid. It reports on students that are (1) enrolled in the term; (2) have a County Chargeback (Other) address effective date that is greater than the term end date and (3) the student has a waiver for the term. If a student has the selected address that is different than the Other address, the student will appear on this report.

Steps

1. Navigate to: Student Financials > CUNY SF Report Menu > County Chargeback Reports


3. Click the Look up tool to select the appropriate Business Unit.


5. Enter a value for Compare Address Type.



8. Click the Eligibility Report checkbox on the Process Scheduler Request page.

9. Click the Verification Report checkbox on the Process Scheduler Request page.



12. Click the Refresh button until the Run Status indicates Success and the Distribution Status indicates Posted.


14. Select the View Log/Trace link.

15. Select the file to view the log of information.



92

Bill Individual Counties The CUNY campuses will be responsible for billing individual counties for the County Chargeback process. The billing process for County Chargeback is a separate and distinct process from the student and corporate billing processes.

Steps

1. Navigate to: Student Financials > CUNY SF Report Menu > County Chargeback Bill




5. Enter the appropriate NY County.

6. Select an option for Display EMPLID.

7. Enter the Capital Cost Rate.

8. Enter the Operating Cost Rate for Part-time Rates.

9. Enter the Capital Cost.

10. Enter the Operating Cost.

11. Enter Full-time Units for Full-time Rates.











93

Unit VI: Refunds


94

Run Refunding Process (Report Mode Only) This process will be run in Report Only mode to generate the detail required to populate the R063 Credit Balance Report. Due to the changes in refunding processes required by Wave 1 financial aid processing adherence to, the Controller Office policies for refund Student Financial Aid (SFA) disbursed funds must be followed. To process refunds in the Wave 1 environment interfaces I-062 and I-505 need to be employed.

Steps

1. Navigate to: Student Financials > Refunds > Process Batch Refunds > Create Refunds

2.




5. Select a primary Run Option from the Run Option 1 dropdown menu.

6. Select a secondary Run Option from the Run Option 2 dropdown menu.

7. Select the type of sponsor from the Sponsor Refund Option dropdown menu.

8. Click the Look up tool to select the appropriate Refund Item Type.

9. Click the Look up tool to select the appropriate Address Usage.

10. Click the Report Only checkbox, if applicable.

11. Click the Calc Tuition if Required, if applicable.

12. Select the Academic Programs Tab.

13.

Click the All Programs checkbox. -OR- Click the Look up tool to select the appropriate Academic Program.

14. Click the Accounts/Terms Tab.

15. Select the All Accounts checkbox.

16. Select the All Terms checkbox.

17. Click the Item Types Tab.

18. Select the Item Types arrow.

19. Click the Look up tool to select the appropriate Payment by Cash.

20. Click the Look up tool to select the appropriate Payment by Check.



23. Click the Batch Refund checkbox on the Process Scheduler Request page.




27. Click the Go Back to the Report Batch Refunds link

28. Click the Report Manager link

29. Click the Administration Tab

30. Click the Batch Refund link



95

Run the Student Receivables Report (R-063) The Student Receivables Report is run in order to verify that students are being refunded for the appropriate amount. The report is run before the batch refunding process is run in production mode, so that, if necessary, changes can be made.

Steps

1. Navigate to: Student Financials > CUNY SF Report Menu > Student Receivables Report


3. Enter the Batch ID.


5. Select Waiver Form.

6. Enter a value in the Item Type Ranges “From” field.

7. Enter a value in the Item Type Ranges “To” field.





12. Click the Refresh button until the Run Status column indicates Success and the Distribution Status column indicates Posted.

13. Click the Details link.





96

Run Refunding Process (Production Mode) This process will be run in Production mode to generate the detail required to populate the R063 Credit Balance Report. Due to the changes in refunding processes required by Wave 1 financial aid processing adherence, the Controller Office policies for refund Student Financial Aid (SFA) disbursed funds must be followed. To process refunds in the Wave 1 environment interfaces I-062 and I-505 need to be employed.

Steps

1. Navigate to: Student Financials > Refunds > Process Batch Refunds > Create Refunds

2.




5. Select a primary Run Option from the Run Option 1 dropdown menu.

6. Select a secondary Run Option from the Run Option 2 dropdown menu.

7. Select the type of sponsor from the Sponsor Refund Option dropdown menu.

8. Click the Look up tool to select the appropriate Refund Item Type.


10. Click the Report Only checkbox if there is a check in the box. Note: When the checkbox is not checked the process will run in Production Mode.

11. Click the Calc Tuition if Required, if applicable.

12. Select the Academic Programs Tab.

13.

Click the All Programs checkbox. -OR- Click the Look up tool to select the appropriate Academic Program.

14. Click the Academic Terms Tab.

15. Select the All Accounts checkbox.

16. Select the All Terms checkbox.

17. Click the Item Types Tab.

18. Select the Item Types checkbox.

19. Click the Look up tool to select the appropriate Item Type From.

20. Click the Look up tool to select the appropriate Item Type To.



23. Click the Batch Refund checkbox on the Process Scheduler Request page.









97

Processing Campus Based Refunds The Campus Refunding process will be used to create a CSV file. The CSV file includes the information from CUNYfirst needed to generate checks through the campus base check writer system. The interface will be used until the Accounts Payable refunding process is implemented.

Steps

1. Navigate to: CUNY > Campus Solutions > CS Interface > Campus Refunding


3. Enter the semester code.

4. Enter the appropriate Start Date.

5. Enter the appropriate End Date.

6. Select applicable Operator. Note: To run the process for an individual student, enter the ID.

7. Enter the amount.

8. Enter the Path/File Name.

9. In the Item Type Range “From” field, search for and select Refund Campus Based.

10. In the Item Type Range “To” field, search for and select Refund Campus Based.







17. Select the View Log/Trace.




98

Creating Student Refunds Students who have a credit balance on their account and meet desired criteria are entitled to a refund. CUNYfirst offers the functionality to generate refunds through a batch process. The refunding process posts refunds to the student account.

Steps

1. Navigate to: Student Financials > Refunds > Student Refund



4. Click the Look up tool next to ID to enter appropriate search criteria. i.e: Empl ID; National ID; or Last Name & First Name

5. Click the Academic Information link.


7. Click the Student Accounts link.


9. Select a Refund Method from the dropdown menu.

10. Select the checkbox for Line Items to be Included in the Refund.

11. Enter the appropriate Refund Amount.

12. Click the Look up tool to select a Format Type.

13. Click the Look up tool to select a Refund Item Type.

14. Click the Look up tool to select an Address Type.

15. Click the Post Refund button.



99

Student Bank Account & Direct Deposit (First-Time Election)

Students who receive Financial Aid refunds, Work Study payments or other payments will have the ability to enter direct deposit information into CUNYfirst in Student Self Service. The process requires a student to enter bank information first then the direct deposit election. Students may have only one direct deposit distribution. Scholar Support Card participants will have their election recorded on these pages through an interface process. Direct Deposit Administrators will have the ability to add/update a student's bank information and direct deposit election as necessary. This process instructs the steps required for the Direct Deposit Administrators to update bank information.

Steps

1. Navigate to: Student Financials>Refunds>AP Direct Deposit>Accounts - Students

2. Click the Add a New Value tab

3.

Enter ID. Note: This is the student’s EMPL ID.

4.

Click the Ok button. Note: The Accounts-Student page will displays with Student Name and EMPL ID.

5.

Enter the following fields:

Routing Number

Account Type

Account Number

Confirm Account Number

Account Holder

Nickname (Format: Use student’s first name plus last four digits of the account number. (e.g., Mary1234)

6. Click the "Save" Button

7.

Click the Direct Deposit link. Note: The Direct Deposit link is below the Student’s EMPL ID.

8.

Select Nickname from the drop down menu. Note: Nickname populates successfully. The Routing Numbers, Account Number and Account Type populate with the bank information.

9. Click Save.



100

Update a Direct Deposit Election

Direct Deposit Administrators will have the ability to add/update a student's bank account and direct deposit elections. To change the direct deposit election, the Administrator must first add a new bank account then insert a new row on the Direct Deposit page to add the new bank account as the direct deposit election. Administrators should not modify the Scholar Support Card elections. This process instructs the steps required to update the direct deposit election.

Steps


2.

Enter one or more of the following search criteria into the search fields:

ID

Last Name

Name

3.

Click the Search Button. Note: If the search did not produce a unique match, click on one of the returned search results. Proceed to the Expected Result section.

4. Click the + icon to add a row.

5.

Enter the following fields:

Routing Number

Account Type

Account Number

Confirm Account Number

Account Holder

Nickname

6.

Click the Direct Deposit link. (Alternately, Navigate to: Student Financials>Refunds>AP Direct Deposit>Direct Deposit – Student)

7.


8.

Click the Search button. Note: The Direct Deposit Student page will display. If a Student had a previous direct deposit, the Financial Institution information displays. The Agreement Status will say whether the direct deposit is active or revoked.

9.

In the Direct Deposit box, click the + icon to add a new row.

Note: A new row will be entered the current Effective Date.

10.

Select Nickname from the dropdown menu. Note: The Routing Number, Account Number and Account Type populate with the new information.

11. Click Save.



101

Revoke Direct Deposit

Direct Deposit Administrators will have the ability to terminate a student's direct deposit election. This process instructs the steps required to revoke a student's direct deposit election.

Steps

1. Navigate to: Student Financials>Refunds>AP Direct Deposit>Revoke Direct Deposit

2.


3.

Click the Search button. Note: The Direct Deposit Revocation page displays with the following information:

Agreement Number - Number field is populated.

Agreement Date - populated with date.

Agreement Text

Revoke Consent - Check box is unchecked.

Date Revoked - Date is not populated.

By - Populated with original user's id. Note: The Agreement Number and Date were assigned during the conversion process or when the student was enrolled in direct deposit. The Agreement Text is the text that the system displays when a student enrolls in direct deposit.

4. Check the Revoke Consent check box.

5. Click Save



102

Inactivate Bank Account Direct Deposit Administrators will have the ability to update a student's bank account information. This process instructs Administrators on the steps required to inactivate a bank account. In order to do this inactivation, the Administrator must revoke first the Direct Deposit election or change the existing the Direct Deposit election to another account before executing these steps.

Steps


2.

Enter one or more of the following search criteria into the search fields:

ID

Last Name

Name

3.

Click the Search button. Note: The Accounts-Student page will displays with the Accounts already set-up

4. Identify the Account to be inactivated.

5. On the Status field, click the drop down menu and select Inactivate.

6. Click Save.



103

Unit VII: Payment Plans


104

Create Payment Plan – Sallie Mae The bursar office will create payment plans in CUNYfirst to identify the Sallie Mae payment plan. Generally, this setup will be executed only once per term. Payment plans can also be copied from term to term to ease data entry and to maintain accuracy of data.

Steps

1. Navigate to: Student Financials>Payment Plans>Payment Plan>Create



4. Enter a value for the Contract Number. NOTE: Alphanumeric characters can be used in this field.





9. Select a Plan Type from the Pay Plan Type dropdown menu.


11. Enter the value for the Total Budget Amt.

12. Enter the value for the First Bill Date.

13. Enter the value for the Payment Due Days.

14. Enter the value for the Number of Payments.


16. Enter the value for the Last Date.

17. Select the appropriate billing period from the Billing Cycle dropdown menu.

18. Click the Look up tool to select the appropriate Service Impact.

19. Select the appropriate plan from the Plan Type dropdown menu.

20. Click the Look up tool to select the appropriate Payroll Deduction, if applicable.

21. Click the Payment Plan Item Type tab.


23. Click the Look up tool to select the appropriate Charge Item Type.

24. Click the Look up tool to select the appropriate Payment Item Type.




105

View Payment Plan – Sallie Mae Uses can view the Sallie Mae payment plans via contract number to ensure accuracy and lessen the possibility of errors.

Steps



3. Click the Look up tool to select the appropriate Contract Number.



6. View the value in the Description field.

7. View the value in the Short Description field

8. View the value in the Long Description field

9. View the value for field Pay Plan Type field

10. View the value for field Status field

11. View the value in the Total Budget Mat field

12. View the value in the First Bill Date field

13. View the value in the Payment Due Days field

14. View the value in the Number of Payments field

15. View the value in the Term field

16. View the value in the Last Date field

17. View the value in the Billing Cycle field

18. View the value in the Service Impact field

19. View the Plan Type field

20. View the value in the Payroll Deduction field

21. Click on the Payment Plan 2 tab.

22. View the value for Plan Type field

23. View the value in the Lump Sum Amount field

24. Click on the Payment Plan Item Type tab.

25. View the value in the Adjustment Option field

26. View the Extra Payment Option field

27. View the value in the Account Type field

28. View the value in the Charge Item Type field

29. View the value in the Billing Item Type field

30. View the value in the Payment Item Type field



106

Process Inbound Sallie Mae Interface The inbound interface file from Sallie Mae is imported for the purpose of adding, deleting, and maintaining students enrolled in Sallie Mae payment plans. Sallie Mae sends two files for each institution. A Registration file and a Payment file. The Registration file contains new students to the plan and student accounts to cancel. The Payment file contains regular payments to the plan, changes to plan amount, and cancellations. The interface processes the inbound files and adds students to the plan, cancels students from the plan, adjusts student’s plan amount, and accepts and posts student payments. The Sallie Mae Inbound Interface files will process the following:

new enrollments

cancellations

change of plan amount

change of installment plan (i.e., from a 5 installment to a 4 installment)

payment on existing plans – credits

Behind the scenes, the interface will place students in a payment plan and allocate the payment to the student account.

The interface will be executed as needed and deemed appropriate by the production calendar. Historically, the Registration file is received nightly and the Payments file is received twice a month. Execution of the interface will consist of the necessary processes to fully process the inbound information. It is important to understand that if student payments will be input to the system via External File Load and Group Post, the Group Post process will require user intervention by someone familiar with Student Financials Group Post processing. Additionally, Sallie Mae files contain information for single term only.

Steps

1. Navigate to: CUNY > Campus Solutions > CS Interfaces > Sallie Mae Interface

2. On the Find an Existing Value Tab, click the Search button to find an existing Run Control ID. -or- Click the Add a New Value Tab, to enter add a new Run Control ID.




6. Enter the Term.



9. Confirm a check is in the checkbox next to I-179 Sallie Mae Process.



12. Click the Refresh button until the Run Status Column indicates “Success” and the Distribution Status Column indicates “Posted

13. Select the Go Back to Sallie Mae Interface link.

14. Click the Report Manager link.


107

15. Click the Administration Tab.

16. Click the Details link associated to the Report Description based on the process run.

17. In the File List area, select the applicable files to view.



108

Sallie Mae Suspense File I-709 View the Sallie Mae Suspense page after the Sallie Mae Interface has been run to view students who encountered an error in the inbound interface process. The Sallie Mae Suspense page displays all the suspense transactions for review. CUNY or campus business policy with determine how suspended transactions are handled. Suspended transactions can be deleted manually once issues are resolved.

Steps

1. Navigate to: CUNY>Campus Solutions>CS Interfaces>Sallie Mae Suspense


3. Enter a value for Batch ID.

4. Enter a value for Error Code.


6. Click the SallieMae Suspense 2 tab.

7. Click a Selection Flag checkbox.

8. Select to remove students from the suspense file.

9. End of Procedure

Error Code Error Code Description

CHIN Change indicated, but amount has not changed.

ESTD Existing student indicated as New.

IPLN Inbound indicates existing student, but no plan found for student. Possible manual delete of student from plan.

IVAC Invalid Account Status Code.

NACT Student does not exist on a plan, yet a payment is passed from Sallie Mae and posted to student account. Need to follow up why student is not on the plan.

NAMT Negative amount received, manual intervention needed to maintain student account.

NOCH No change indicated but contract amount is different.

NOSC There are no outstanding charges for the student, Payment Plan can't be adjust downwards. Manual intervention needed to maintain student account.

NPLN Change indicated, but no plan found for student. Possible manual delete of student from plan.

PPC Payment Plan is Cancelled.

PPI Payment Plan is Inactive.

UNDF Unidentified condition found on inbound record.

ZAMT Payment record received with zero Amount Disbursed.


109

Modify Payment Plan – Sallie Mae Users can modify the Sallie Mae payment plans to fit the needs of their business process.

Steps






6. Make the necessary changes to the Sallie Mae payment plan.




110

Copy Payment Plan – Sallie Mae Sallie Mae Payment Plans are created by term. To ease the process of creating the payment plan contracts each term, CUNYfirst offers the ability to copy contract information.

Steps






6. Click the Copy button

7. Enter the value for the New Contract Number.

8. Enter the value for the Description.

9. Select the Copy All Values checkbox.

10. Click the Next button

11. Make the necessary changes to the Sallie Mae payment plan.




111

Recalculate Payment Plan – Sallie Mae When changes are made to Sallie Mae payment plan contracts, recalculation will ensure that any student assigned to that plan will be updated accordingly.

Steps

1. Navigate to: Student Financials>Payment Plans>Payment Plan>Assign and Recalculate





6. Click the Look up tool to select the appropriate Contract Number From.

7. Click the Look up tool to select the appropriate Contract Number To.

8. Click on the Save button

9. Select the Run button

10. Click the Payment Plan Recalculation checkbox.


12. Click the Process Monitor link

13. Click the Refresh button


15. Select the View Log/Trace link to view report /process errors.



112

Link Student to Payment Plan The Inbound Sallie Mae Interface handles the process of adding students to their appropriate payment plan contract. In the event that a student was not added to a contract, the Assign function can be used.

Steps

1. Navigate to: Student Financials>Payment Plans>Payment Plan>Assign



4. Click the Look up tool to select the appropriate Student ID.

5. Click the Look up tool to select the appropriate Contract Number



8. Enter a new First Bill date, if applicable.


10. Click the appropriate checkbox to identify charge items for payment plan.

11. Click on the Calculate button.

12. Click on the Post button.

13. Click on the Payment Distribution tab.




113

Set up Personal Deferment Contract CUNY will add a new Contract for each type of deferment. The deferment is term specific and will need to be re-created for each term. CUNYfirst includes a copy function to ease the process of creating a new Contract each term

Steps

1. Navigate to: Student Financials > Payment Plans > Payment Plan > Create Deferral Contract

2. Click the Add New Value Tab.


4. Enter the Contract Number.




8. Enter the Long Description.

9. Enter the Term.

10. Select the status of Active.

11. Enter the Tree Name. If the Tree Name value is populated with a value, accept the default value if applicable.

12. Enter amount in Student Max field.

13. Enter From Date.

14. Enter To Date.

15. Select Due Date.

16. Enter Defer Days. -OR- Enter Defer Date.

17. Select the Deferral Contract Fee Tab.

18. Enter Assessment Fee.

19. Select the Deferral Contract Charges Tab.

20. Enter a value in the Item Type Group field.

21. Enter a value in the Line # field.

22. Search for and select a Tree Node.

23. Enter the Max Amount.




114

Defer Student Charges Once deferral contracts have been created, they are available to assign to students on an individual basis.

Steps

1. Navigate to: Student Financials > Payment Plans > Payment Plan > Assign Deferral Contract

2. Click the Add New Value tab.

3. Enter ID.

4. Search for and select a Contract Number.

5. If applicable, accept the field default in the TP Sequence Number field.

6. Click Add button.

7. Select the Status of Active.

8. If applicable, accept the Student Max. Note: This amount was established when the contract was initially created.

9. Enter the Reference Number.

10. Click the Calculate button.

11. Select the Defer Student Charges Tab. Note: Review/validate the information in the associated fields was updated.

12. Select the Deferred Charges link to view the deferred charges.



115

Roll Contract Forward Deferment contracts are created by term. To ease the process of creating the deferment contracts each term, CUNYfirst offers the ability to roll contract information forward.

Steps

1. Navigate to: Student Financials > Payment Plans > Payment Plan > Create Deferral Contract

2. On the Find an Existing Value tab, click the Search button.

3. Click the Copy button.

4. Enter the New Contract Number.

5. Enter the Description. Note: If applicable, select the Copy All Values checkbox to copy all the values associated to the contract you are copying from. Selecting this checkbox will copy all values used from the previous contract.

6. Select the Next button.

7. On the Deferral Contract Tab, if applicable, enter the following:

Long Description

Term

Status

Tree Name

Student Max

From Date

To Date

Due Date/Days or Bill Date/Days

Defer Days

Defer Date

8. Note: On the Deferral Contract Fee Tab, if applicable, validate the fields on the page.

9. On the Deferral Contract Charges Tab, if applicable, enter the following:

Line #

Tree Node

Maximum Amount

Charge %

Charge Item Type Note: In order to add additional rows, select the + button.




116

Create a Third Party Contract Create Third Party contracts to manage contracts with organizations or businesses that will pay part or a student’s entire bill. These contract numbers will be attached to students who qualify. Details about the third party contract should be established with the company or organization receiving and paying the bill.

Steps

1. Navigate to: Student Financials>Payment Plans>Third Party Contract>Create



4. Enter a value for the Contract Number. NOTE: Alphanumeric characters can be used in this field.





9. Click the Look up tool to select the appropriate External Org ID.


11. Click the Look up tool to select the appropriate Contact Type.

12. Click the Look up tool to select the appropriate Charge Tree.

13. Enter the value for Last Date

14. Enter a value for Delivery Code

15. Enter a value for Requisition Nbr

16. Click the Look up tool to select the appropriate Service Impact.

17. Click the Third Party Item Types tab.



20. Click the Look up tool to select the appropriate Discount Item Type.

21. Click the Look up tool to select the appropriate Credit Account Type.

22. Click the Look up tool to select the appropriate Credit Item Type.

23. Select course or time period from the Contract Type dropdown menu.

24. Enter the value for Date Type, if field is enabled.

25. Enter a value for Term if field is enabled.

26. Enter a value for Academic Year if field is enabled.

27. Enter a value for Start Date if field is enabled.

28. Enter a value for End Date if field is enabled.

29. Enter a value for Course List if field is enabled.

30. Click the Third Party Charges tab.

31. Click the Look up tool to select the appropriate Item Type Group.

32. Enter the value for Term From.

33. Enter the value for Term To.

34. Click the Look up tool to select the appropriate Tree Node.

35. Enter a value for Max Amount


117

36. Enter a value for Charge %


38. Enter a value for Discount Item Type.

39. Click the Include Tax checkbox.

40. Click the Look up tool to select the appropriate Tax Item Type.

41. Click the Add Row button, if necessary.

42. Repeat steps 34 – 40.




118

Copy a Third Party Contract CUNYfirst offers the functionality to copy details about a third party contract from a contract that was previously created to ease data entry efforts and ensure quality data.

Steps

1. Navigate to: Student Financials>Payment Plans>Third Party Contract>Create




5. Click the Copy button

6. Enter the value for the New Contract Number.

7. Enter the value for the Description.

8. Select the Copy All Values checkbox.

9. Click the Next button

10. Make the necessary changes to the Third Party Contract payment plan.




119

Assign a Third Party Contract Once third party contracts are created, the contracts can be assigned to individual students or in a group.

Steps

1. Navigate to: Student Financials>Payment Plans>Third Party Contract>Assign




5. Enter the value for Student Max.

6. Select the value from the Status dropdown menu.

7. Enter the value for Priority

8. Enter a value for Reference Number.

9. Enter a value for Course List.

10. Click the Post button.



120

Recalculate a Third Party Contract In order to keep Third Party Contracts up to date, Third Party Contracts should be recalculated periodically throughout the term to reflect adjustments to student charges and especially before invoicing the third party organizations.

Steps

1. Navigate to: Student Financials>Payment Plans>Third Party Contract>Assign and Recalc

2. Click the Add a New Value tab to add a new Run Control ID.

3. Enter a short description for the Run Control ID.



6. Enter a value for Contract Number From

7. Enter a value for Contract Number To

8. Click on the Save button









121

Third Party Contract Report The Third Party Contract report includes summary information about each Third Party Contract at the institution.

Steps

1. Navigate to: Student Financial>Payment Plans>Third Party Contract>Third Party Contract Report


3. Enter a value for Run Control ID


5. Enter a value for Input Business Unit

6. At this point, you would continue to run the Third Party Contract Report process just as you would any other PeopleSoft Enterprise Process Scheduler process.

7. Click on the Notify button

8. Enter an email id (ex. Your own) to check if the email notification works

9. Click on Return to Search button



122

Mass Contract Select

Use the Mass Contract Select component to set up the enrollment of multiple students in a payment plan or third-party contract.

Steps

1. Navigate to: Student Financials>Payment Plans>Mass Contract Select


3. Enter value for Run Control ID field.


5. Select an option from the Selection Tool dropdown field.

6. If Equation is selected above, Enter value for Equation Name by looking through magnifying glass

7. Click the Create Equation link.

8. Close the new window.

9. If External File is selected above in the Selection Tool dropdown, click the Upload File button.


11. Select File

12. Click the Upload button.

13. Click the Create File Mapping link.


15. Click the Edit Prompts link Note: The Edit Prompts link will appear on the page only if there are prompts available for the selected

query in the system. If Edit Prompts link is not displayed, go to step 23


17. Click the Preview Selection Results link


19. Enter value for Business Unit by looking through magnifying glass

20. Enter value for Contract Number by looking through magnifying glass

21. Enter value for Reference Nbr

22. Select Contract Status from the dropdown as Active or Cancelled

23. Click the Review Results by Contract link

24. Click the Assign and Recalc link








123




124

Unit VIII: Cashiering


125

Open Cashiering Office The Cashiering Office is opened and cashiers/tenders are assigned to registers each business date that the registers will be opened. This process can be executed manually or values can be copied from a previous business day to ease data entry and improve accuracy. The Open Offices component includes a three step-process to open offices. A business process should be developed to assure best practices are used in the Cashiering Offices assuring good cash control and low risk exposure.

Steps

1. Navigate to: Student Financials > Cashiering > Cash Management > Open Offices



4. Select the applicable Cashier’s Office.

5. The Current Business Date should display today’s date.

6. Click the Open Cashier Office button.

7. Click the Open Registers tab.

8. Click the Look up tool to list available registers.

9. Select the primary register.

10. Click the Open checkbox.

11. Click the + [Add] button to add another register row, if necessary.

12. Repeat steps 8 – 11 to add additional registers.

13. Click the [Show Previous Row] arrow to navigate back to REG1.

14. Click the Look up tool to list available Tender Keys for the current register.

15. Select the applicable Tender Key.

16. Click the + [Add] button to add a new Tender Key row, if necessary.

17. Continue to add required Tenders to register.

18. Click the [Show Next Row] arrow to navigate to REG2, if necessary.

19. Repeat steps 14 – 18 to setup registers.

20. Click the Open Cashiers tab.

21. Click the Look up tool to list available cashers.

22. Select a cashier.

23. Click the Look up tool to list opened registers.

24. Select register to be assigned to cashier.


26. Click the Look up tool to list available Tender keys.

27. Select Tender key to be assigned to Cashier. Note: When adding the Cash tender, be sure enter the starting balance in the Opening Balance field.


29. Continue to add required Tender Keys to cashier.

30. Repeat steps 21-29 to setup cashiers.

31. Point to the Save button.



126

Copy Registers and Cashiers In CUNYfirst business offices can copy registers and cashiers from a previous business day by clicking ‘Copy Registers and Cashiers’ on the Open Cashier Offices page. Adjustments can be made to registers and cashiers on the Open Registers and Open Cashiers pages, if necessary.

Steps

1. Navigate to: Student Financials > Cashiering > Cash Management > Open Offices




5. The Current Business Date should display today’s date.

6. Click the Open Cashier Office button.

7. Click the Copy Registers and Cashiers Office button.


9. Click the Open Registers tab. If necessary, make adjustments.

10. Click the Open Cashiers tab. Note: Cashiers will already added

11. Click the View All link to list all cashers.

12. Select a cashier.

13. Click the Look up tool to list opened registers.

14. Select register to be assigned to cashier.


16. Click the Look up tool to list available Tender keys.

17. Select Tender key to be assigned to Cashier. Note: When adding the Cash tender, be sure enter the starting balance in the Opening Balance field.


19. Continue to add required Tender Keys to cashier.

20. Repeat steps 21-29 to setup cashiers.

21. Point to the Save button.



127

Review Balance and Close Cashiering Office At the close of each business day, registers, cashiers, and offices should be balanced and closed. Cashiering offices must be closed for a particular business day before the offices can be opened for the next business day. Closing registers in CUNYfirst should be executed in conjunction with CUNY policies and procedures related to depositing cash and checks, and managing credit cards.

Steps

1. Navigate to: Student Financials > Cashiering > Cash Management > Close Offices


3. Click the Search button to list Cashier Offices

4. Select the appropriate Cashier Office.

5. Click the Close checkbox to close REG1.

6. Click the [Show Next Row] arrow to navigate to next register

7. Repeat steps 4 &5 to close all registers.

8. Click the Close Cashiers tab.

9. Enter the closing values for Tender Keys in the Closing Balance field.

10. Click the Close checkbox

11. Click the [Show Next Row] arrow to navigate to next cashier

12. Repeat steps 8-10 to close all cashiers

13. Click the Close Offices tab.

14.

Click the Close button. Note: The system will populate Close By and Close Date/Time fields, recording who closed the cashiering office and when it was closed.

15. Click the Save button. The office is now closed.



128

Post Student Payments & Print Receipt (One-Button Print) CUNYfirst offers the functionality to take payments from students and post to the student’s account for a specific charge for a current or past term. Students can use a variety of tenders in a single transaction and receive a receipt for the payment. Posting student payments are completed by cashiers in the Cashiering component. After a payment is posted, the Bursar Office can provide a student with a receipt for the posted transaction by selected the Create & Print Receipt Button.

Steps

8. Navigate to: Student Financials > Cashiering > Post Student Payments


10. Click the Look up tool to select appropriate Cashier’s Office.

11. Click the Look up tool next to ID to enter appropriate search criteria. I.E: Empl ID; National ID; or Last Name & First Name

12.

Click the Add button. Note: Please click the Calculate Tuition button If a message box appears stating that tuition calculation needs to be performed.

13. Select the Select Charges to Pay link to view a list of charges totaling the full balance owed by the student.

14. Click the OK button to return to the Post Student Payment page.

15. Click the Look up tool to select appropriate Target key.

16. Enter the target amount.

17. Click the Look up tool to select appropriate Term.

18. Click the Look up tool to select appropriate Tender key.

19. Enter the tender amount.

20.

Click the Create and Print Receipt button. Note: Record the Receipt Number. This number will be used to complete the Review Students Receipts process and re-print a previously printed receipt.



129

Post Student Payments & Print Receipt (Report Manager) CUNYfirst offers the functionality to take payments from students and post to the student’s account for a specific charge for a current or past term. Students can use a variety of tenders in a single transaction and receive a receipt for the payment. Posting student payments are completed by cashiers in the Cashiering component. After a payment is posted, the Bursar Office can provide a student with a receipt for the posted transaction by accessing the Report Manager to receive a PDF receipt for the transaction.

This process is used only when there is an issue with the one-button print functionality.

Steps

22. Navigate to: Student Financials > Cashiering > Post Student Payments



25. Click the Look up tool next to ID to enter appropriate search criteria. I.E: Empl ID; National ID; or Last Name & First Name

26.

Click the Add button. Note: Please click the Calculate Tuition button If a message box appears stating that tuition calculation needs to be performed.

27. Select the Select Charges to Pay link to view a list of charges totaling the full balance owed by the student.

28. Click the OK button to return to the Post Student Payment page.

29. Click the Look up tool to select appropriate Target key.


31. Click the Look up tool to select appropriate Term.


33. Enter the tender amount.

34.

Click the Create and Print Receipt button. Note: Record the Receipt Number. This number will be used to complete the Review Students Receipt. Note: Selecting the Create and Print Receipt button or the Print button does not print a receipt for the posted transaction.

35.

Click the New Window link. Note: This will allow for the remaining screen to remain open in case there is additional information needed.

36. Navigate to: Reporting Tools>Report Manager

37. Click the Administration tab.

38. Select the applicable link in the Description column with the .pdf extension to access the Student Receipt for the most receipt posted transaction for the student.



130

Post Corporate Payments If a student’s tuition, fees or other education expenses are paid by a third party, CUNYfirst offers the functionality to take payments from corporations and post to the student’s account for a specific charge for a current or past term. Students can use a variety of tenders in a single transaction and receive a receipt for the payment. Posting student payments are completed by cashiers in the Cashiering component. When the payment is received by institution, it is processed as a corporate payment. Corporate payments are processed when the physical check is received from the third party.

Steps

1. Navigate to: Student Financials > Cashiering > Post Corporate Payments

2. Click the Lookup tool to select the applicable Business Unit.

3. Click the Lookup tool to select appropriate Cashier’s Office.

4. Click the Lookup tool to select the appropriate External Org ID.


6. Enter a Ref Nbr.

7. Click the Lookup tool to select appropriate Target key.

8. Click the Lookup tool to select appropriate Term.



11. Enter the Deposit ID, if available.

12. Enter the tender amount

13. Select the Select Students to Pay link to specify to which student(s) charges to apply the payment.

14. Enter the Student ID.

15.

Select the All Terms checkbox -OR- Deselect the All Terms checkbox and enter a specific term in the Pay Term field.

16. Click the OK button to return to the Post Corporate Payment page.

17. Select the Third Party Info link to apply the appropriate sponsor contract.

18. Click the Lookup tool to select the contract number

19. Enter the Contract ID. Note: This is the Student ID.


21.

Click the Create and Print Receipt button. Note: Record the Receipt Number. This number will be used to complete the Review Students Receipt and Print Invoice for Individual Student processes. Note: Selecting the Create and Print Receipt button or the Print button does not print an invoice for the individual student in which the payment was posted for. In order to print an invoice for an individual student, refer to the Step Sheet – Print Invoice for an Individual Student.



131

Collect Departmental Receipts Institutions often have offices or departments (such as the housing office, the bookstore, or the athletics office) that take in money on a daily basis or only at certain times of the year. These departments often deposit their funds through the cashiering office to record their accounting information in the institution’s general ledger. Therefore, CUNYfirst offers the functionality to facilitate the transfer of funds from the cashiering office to the department’s general ledger account.

Steps

1. Navigate to: Student Financials > Cashiering > Collect Department Receipts.




5. Enter a description for the transaction in the Reference Nbr field.

6. Enter Target amount.

7. Enter Tender key type

8. Enter Tender amount.

9.

Click the Create and Print Receipt button. Note: Record the Receipt Number. This number will be used to complete the Review Departmental Receipt processes. Note: Selecting the Create and Print Receipt button or the Print button does not print an invoice.



132

Review Departmental Receipts

Every time that you process one of these transactions, the Cashiering feature creates a receipt in the system. These receipts enable you to track and organize your departmental receipt transactions.

1. Navigate to: Student Financials > Cashiering > Review Department Receipts.


3. Click the Search button to list Cashier Offices.

4. Enter Receipt Number, if necessary


6. Click the desired transaction row.



133

Reopen Cashiering Offices, Registers and Cashiers In CUNYfirst business offices can be reopened for a business day that has already been closed. For example, to void a receipt from a closed business day, cashiering offices must be reopened for the business day on which the receipt was generated.

Steps

1. Navigate to: Student Financials > Cashiering > Cash Management > Reopen Offices




5. Select Business Date to be reopened.

6. Click the Reopen Cashier Office button.

7. Click the Reopen Register tab.

8. Click the Open checkbox next to the appropriate register(s).

9. Click the Reopen Cashier tab.

10. Click the Open checkbox next to the appropriate cashier(s).




134

Void Receipts It is possible for a processed or even a posted receipt to become invalid. A cashier could make a mistake when creating a receipt, a student’s check could bounce, or an organization could stop payment on a check. In these cases, the Cashiering feature enables one to void a receipt. Void receipts only for an open business day. To void a receipt for a past business day, reopen the cashiering office for that business day.

Steps

1. Navigate to: Student Financials > Cashiering > Cash Management > Void Receipts- Cashier


3. Enter the Cashier’s Office.


5. Click the Void button next to the appropriate transaction to void.

6. Enter the Void Reason.

7. Click the OK button. Note: Clicking the Ok button will display the Void Receipts page. The transaction selected is indicated with a status of “Voided”.



135

Receipts By Business Date – Run Cashier’s Report CUNYfirst provides a review of Receipts by Business date that lists all information about receipts processed on a specific business date in cashiering.

Steps

1. Navigate to: Student Financials > Cashiering > Balances by Business Day > Receipts By Business Date





6. Click the Look up tool to list the Cashier’s Office.

7. Enter appropriate Business Date.




11. Click the Process Monitor Link.

12.

Click the Refresh button until the Run Status Column indicates Success and the Distribution Status Column indicates Posted.

13. Click the Go back to Receipts by Business Date link.


15. Click the Administration tab.

16. Select the name of the report from the description column to view the report data.



136

Review Receipts by Tender CUNYfirst provides several pages enabling users to view cashiering office’s receipt activities. Receipts can be viewed by tender flow for a particular business unit and office.

Steps

1. Navigate to: Student Financials > Cashiering > Balances by Business Day > Review

Receipt Tender Flow




5. Click the Look up tool to select appropriate Business Date.




137

Review Receipts by Deposit ID CUNYfirst offers the ability to run a report to review totals by a Deposit ID. When cashiers open the register, a Deposit ID is entered on the Open Cashiers page.

Steps


Totals By Deposit ID




5. Enter the Deposit ID.


7. View the results



138

Review Tender by Cashier CUNYfirst offers the ability to review tender by cashier to view the types and amount of tender taken by an individual cashier.

Steps


Tender by Cashier




5. Click the Look up tool to select appropriate Cashier Office Date.




139

Review Tender by Register Similar to the Review Tender by Cashier, CUNYfirst offers the ability to review tender by a single register for a specific business date.

Steps


Tender by Register




5. Click the Look up tool to select appropriate Cashier Office Date.




140

Run Receipts by Number Summary CUNYfirst offers a customized receipt that must be run from the Receipts by Number Summary page. The process executes a run control. When a payment is posted to a student account, a receipt number will be generated. Record this number when posting a payment in order to generate the appropriate receipt on the Receipts by Number Summary page.

Steps

18. Navigate to: Student Financials > Cashiering > Balances by Business Day > Receipts By Number Summary




22. Click the Lookup tool to select appropriate Business Unit.

23. Click the Lookup tool to list the Cashier’s Office.

24. Click the Lookup tool to select appropriate Receipt Number.




28. Click the Process Monitor Link.

29.

Click the Refresh button until the Run Status Column indicates Success and the Distribution Status Column indicates Posted.

30. Click the Go back to Receipts by Receipts Number link.


32. View the report.



141

Review Receipts by Date CUNYfirst enables users to view cashiering office’s receipt activities. The Receipts by Date will report all receipts for a particular business date. Results can be limited by parameters such as the cashier, register, transaction type, or approval status.

Steps


Receipts By Date




12. Click the Look up tool to select appropriate Business Date.




142

Setup Cashiering Office Cashiering offices have been setup to meet the current business needs of CUNY campuses; however additional cashiering offices may need to be added to accommodate future business needs. The Cashiering feature provides the flexibility to define different cashiering offices, each with its own set of cashiering rules and requirements.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Cashiering > Cashiering Offices

2. Click Add a New Value tab


4. Enter a name for the new Cashier’s Office


6. Enter the Description field

7. Enter the Short Description field

8. Enter the Long Description field

9. Click the Look up tool to select the Campus.

10. Click the Look up tool to select the Location.

11. Click the Look up tool to select USD as the Base Currency.

12. Select Cashier from the Balance By dropdown menu.

13. Click the Look up tool to select Cash from the Change Due Tender field.

14. Select the checkbox Posted Close Required.

15. Select the checkbox Approved Close Required.

16. Click on the Transaction Setup tab

17. Select Student Financials Data from the Direct Reports dropdown menu.

18. Select No Posting Delay from Posting dropdown menu.




143

Setup Valid Registers CUNYfirst requires that valid registers be available to manage transactions in the cashiering process. CUNY campuses may have a need to add or manage valid registers based on new or changes in business requirements.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Cashiering > Valid Registers



4. Select the appropriate Cashier’s Office

5. Enter the name of the new register in the *Register field.

6. Click the Student Payment checkbox.

7. Click the Corporate Payment checkbox.

8. Click the Department Receipt checkbox.

9. Click the Cash Check checkbox.

10. Click the + [Add] button to add another Register row. Repeat as necessary




144

Setup Valid Cashiers CUNYfirst requires that any staff that will be assigned as a cashier needs to be added as a valid cashier and assigned to tender keys.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Cashiering > Valid Cashiers



4. Click the Look up tool to select appropriate Cashier's Office.

5. Click the Look up tool to select appropriate Cashier.


7. Apply the necessary privileges for the Cashier by clicking the appropriate checkboxes: i.e. Supervisor; Approval Required Switch; Department Only Cashier.

8. Click the appropriate checkboxes to determine Print Receipt Automatically status: i.e. Student Payment; Corporate Payment; Department Receipt; Cash Check.

9. Click the Look up tool to select appropriate Valid Cash Registers.

10. Click the + [Add] button to add additional registers. Repeat as necessary.


12. Repeat steps 1 – 12 to setup additional cashiers.



145

Setup Target Keys Target keys have been setup to meet the current business needs of CUNY campuses; however additional target keys may need to be added to accommodate future business needs.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Cashiering > Target Keys



4. Enter a name for the new Target Key field

5. Click the Add button

6. Enter the Effective Date field


8. Enter the Description field.

9. Enter the Short Description field.

10. Enter the Long Description field.

11. Enter the Minimum Amount field.

12. Enter the Maximum Amount field. Note: This field can be adjusted during peak times.

13. Click the Post checkbox.

14. Click the Look up tool to select TUT for the Account Type.

15. Click the Use Excess Account checkbox.

16. Click the Look up tool to select TUT for the Use Excess Account.


18. Click the Look up tool to select the appropriate Charge Priority.




146

Setup Tender Keys and Tender Key Valid Cashiers CUNYfirst requires that any staff that will be assigned as a cashier needs to be added as a valid cashier and assigned to tender keys. Cashiers who are eligible to handle selected tender keys are added to the tender key.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Cashiering > Tender Keys



4. Enter the value (description) in the Tender Key field


6. Enter the value for Effective Date.


8. Enter the value for Description field

9. Enter the value Short Description field

10. Enter the value Long Description field

11. Select the appropriate category from the Tender Category dropdown menu.

12. Enter the value in the Transaction Amount; Minimum Amount field

13. Enter the value in the Transaction Amount; Maximum Amount field

14. Enter the value in the Out Amount; Minimum Amount field

15. Enter the value in the Out Amount; Maximum Amount field

16. Enter the value in the Drawer Warning Amount; Minimum Amount field

17. Enter the value in the Drawer Warning Amount; Maximum Amount field

18. Enter the value in the Drawer Error Amount; Minimum Amount field

19. Enter the value in the Drawer Error Amount; Maximum Amount field

20. Click on the Tender Key Valid Cashiers tab

21. Click the Lookup tool to select a cashier.

22. Click the In Allowed checkbox.

23. Click the Out Allowed checkbox.

24. Click the + [Add] button to add another cashier row, if necessary.

25. Repeat steps 21 – 24 to add necessary cashiers.




147

Receipt Print Messages CUNYfirst offers the ability to add and edit messages that appear on receipts based on certain criteria. Receipt messages are linked to cashiering offices, target keys, and tender keys.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Cashiering > Receipt Print Messages



4. Select the appropriate Cashier’s Office.

5. Select the Cashier Office Message tab.

6. Enter the Effective date.


8. Enter the message that will appear on all receipts printed by this cashier’s office.

9. Enter an optional, more detailed message.

10. Click the Target Messages tab.

11. Click the Lookup tool to select the appropriate Target.

12. Enter the message that will appear on all receipts associated with the target key.


14. Click the Tender Messages tab.

15. Click the Lookup tool to select the appropriate Tender.

16. Enter the message that will appear on all receipts associated with the tender key.





148

Manage Void Reasons CUNYfirst offers the ability to track void reasons. Void reasons provide brief explanations for voided cashiering receipts. They provide background information for auditors and staff.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Cashiering > Void Reasons



4. Enter an alphanumeric code for the Void Reason.

5. Enter an Effective Date.


7. Long description of the void reason

8. Short description of the void reason.




149

Unit IX: 1098T


150

Generate Form 1098-T The Generate 1098-T process generates a 1098-T for a population of students for a year.

Steps

1. Navigate to: Student Financials > Taxes > Generate 1098-T


3. Enter the value in Run Control ID field.


5. Enter the value in Federal TIN field.

6. Enter the value in Calendar Year field.

7. Select the Student Override option.

8. Select the appropriate options in Bypass Validation Edits section.

9. Enter the value in ID field.

10. Enter the value in National ID field.

11. Select the Force 1098-T option.

12.

Click the Add Row button. [this is the + sign button] to add an additional ID, National ID and Force 1098-T option. Follow steps 12 through 14 else continue to the next step.







19. Select the View Log/Trace link to view report



151

Edit Form 1098-T There will be times when information on a 1098-T form needs to be edited or changed based on a student request or an identified error

Steps

1. Navigate to: Student Financials > Taxes > Edit 1098-T Data

2. Enter a valid ID.


4. Select the Overridden Checkbox in the 1098-T Status section.

5. Select the Correction Checkbox in the 1098-T Status section.

6. Select the Printed Checkbox in the 1098-T Status section.

7. Select appropriate Correction Type

8. Click the Override Data button. [the yellow button]

9. Select the appropriate Validation Status from the drop down list.

10. Enter the value in Payments Received field.

11. Enter the value in Amount Billed field.

12. Click the Reporting Method Change field.

13. Enter the value in Financial Aid field.

14. Enter the value in Prior Year FA Adj field.

15. Select the Includes Future Period option.

16. Select the Half Time option.

17. Select the Graduate option.

18. Click the Student Address link.

19. Click the Edit Address link.





152

Audit Form 1098-T

The 1098-T Audit Report is used to audit any edits made to correct information appearing on the 1098-T Tax Document.

Steps

1. Navigate to: Student Financials > Taxes > Tax Reports > 1098-T Audit Report




5. Select the appropriate option from the Report Mode dropdown list.

6. Select the appropriate option from the Print Selection dropdown list.

7. Select the appropriate value from the Primary Sort drop down list

8. Select the appropriate value from the Secondary Sort drop down list

9. Enter the value in Federal TIN field.


11. Select the Student Override option.


13. Enter the value in ID field.










153

Print Form 1098-T

The steps below are used to print the 1098T Tax Document.

Steps

1. Navigate to: Student Financials > Taxes > Tax Reports > 1098-T Form Print




5. Enter the value in Transmitter's TIN field.


7. Select the appropriate value from the Media drop down list.

8. Select the appropriate value from the Filing Status drop down list.

9. Select the appropriate value from the Primary Sort drop down list

10. Select the appropriate value from the Secondary Sort drop down list

11. Select the Alignment Run check box.

12. Select the Test File check box.

13. Click the File Parameters link

14. Enter the value in File Path field.

15. Enter the value in Transmission File Name field.

16. Enter the value in Extract File Name field.


18. Enter the value in TIN field.


20. Click the Student Override option.










154

Summary of Grants Report The Summary of Grants report is run each academic year, or as required, will generate a dollar amount and head count by item type ranges and/or institution reporting codes. Each item type range and/or institution reporting code will be subtotaled based on career.

Steps

1. Navigate to: Student Financials > CUNY SF Report Menu > Summary of Grants




5. Select a Business Unit.

6. Select an Aid Year.

7. Select Waiver Item Types From

8. Select Waiver Item Types To.

9. Select Conversion Waiver Item Types From and To.

10. Enter a Description for Waiver Items.


12. Click the Run Button.



15. Click the Refresh button until the Run Status Column indicates “Success” and the Distribution Status Column indicates “Posted”.

16. Select the Go Back to Summary of Grants link.


18. Select the Administration Tab. Note: Search for the Summary of Grants Report.

19. Select the Details link next to the report.

20. Select the View Trace/Log link.

21. Select the report to open and view.



155

Unit X: Past Due Accounts


156

Enrollment Cancellation – Report Mode Enrollment cancellation is used to create an enrollment request that will either term withdraw or class withdraw students who have past due charges. The Enrollment Cancellation will consider charges, payments and anticipated aid on the Student Account. There are two tabs within the Cancel Enrollment component prior to running the report cancellation process. This topic will focus on these two tabs. As a business process, Enrollment Cancellation should always be run in Report Mode to analyze data prior to running the process in non-report mode, or production mode. This process can run by term or by session for all students. Keep in mind that a Service Indicator can be added to a Student’s record in order to prevent their classes from being cancelled by this process. To enter Service Indicators, see the topic on Enrollment Cancellation Service Indicators. The Run Control values in this process can be re-used from term to term by only changing the due date to correspond to the current term’s Billing Due Date. Refer to the CUNY Tuition and Fee manual and campus Business Process when setting criteria for enrollment cancellation. Refer to the Appendix for more information on how to run Reports and Processes.

Steps

1. Navigate to: Student Financials > Tuition and Fees > Cancellation > Cancel Enrollment


3. Enter a value for Run Control ID


5. Click the Enrollment Cancellation 1 tab.


7. Click the Report Only checkbox.

8. Select a Cancellation Type. Note: Depending on the Cancellation Type selected associated fields will become available to enter

data. For example, if Term Cancellation is selected, the Term field is now available to enter a specific term.

9. Enter appropriate Term. -OR- Enter appropriate Session.

10. Select the Selection Criteria. Three are three (3) Selection Criteria options.

All

Tuition Group – If selected, search for and select specific Tuition Groups

Academic Program – If selected, search for and select specific Academic Programs

Note: In order to add additional Tuition Groups or Academic Programs, select the + button.

11. Select Aging Criteria. There are two (2) Aging Criteria options.

By Date – If selected, enter a specific date.

By Days – If selected, enter the specific amount of days. Note: If By Date is selected, a numeric day amount cannot be entered in the By Days field. If By

Days is selected, a date cannot be entered in the date field.

12. Enter the Initial Amount in the Past Due section.


157

13. Click the Enrollment Cancellation 2 tab.

14. Enter the Item Group Selection.

15. Click the Lookup tool to select the appropriate Service Impact, if applicable.






21. Click the Go Back to Enrollment Cancellation link. Note: The Enrollment Cancellation parameters page will display.

22. Click the Display Cancellation link to view the cancellation results.

23. Click the Display Cancellation Messages to view enrollment cancellation warnings and error messages.



158

Enrollment Cancellation – Production Mode As a business process, Enrollment Cancellation should always be run in Report Mode to analyze data prior to running the process in non-report mode, or production mode. This topic will discuss how to run this process in Production Mode. The Request ID must be communicated to the Registrar or Enrollment Manager to continue the cancellation process once run in production mode. They will take this information and run their Enrollment Request processes. Refer to the CUNY Tuition and Fee manual and campus Business Process when setting criteria for enrollment cancellation. Refer to the Appendix for more information on how to run Reports and Processes.

Steps

1. Navigate to: Student Financials > Tuition and Fees > Cancellation > Cancel Enrollment

2. On the Enrollment Cancellation page, in the Find an Existing Value Tab, search for and select the Run Control ID used to complete the process of Enrollment Cancellation-Report Mode.

3. On the Enrollment Cancellation 1 Tab, enter the Business Unit.

4. Deselect the checkbox Report Only.

5. Communicate the Batch ID to the Registrar and/or Enrollment Management Office.






11. Click the Go Back to Enrollment Cancellation link. Note: The Enrollment Cancellation parameters page will display.

12. Click the Display Cancellation link to view the cancellation results.

13. Click the Display Cancellation Messages to view enrollment cancellation warnings and error messages.



159

Enrollment Cancellation Service Indicator CUNY will add service indicators to students that have a “Do Not Cancel” reason associated with them to prevent these students from having their enrollment canceled. For the step by step process please see The Service Indicators Chapter towards the end of this training. For Enrollment Cancellation, typically the Mass Assign process is used to add the Enrollment Cancellation Service Indicator. Service Indicators can be added to individual student’s accounts as well.

Steps

1. Navigate to: Campus Community > Service Indicator > Person > Mass Assign

2. Select the Add New Value Tab.



5. Select PS Query from the Selection Tool drop down menu.

6. Search for and select a Query Name.

7. Select the Institution from the Institution drop down menu.

8. Search for and select the Service Indicator.

9. Search for and select the Reason.

10. If applicable, select the Use System Date checkbox.

11. Enter the Start Term and End Term. -or- Enter the Start Date and End Date.

12. Search and select the Department.

13. If applicable, enter the Reference.

14. Enter the Amount.

15. Search for and select the Contact ID.

16. If applicable, enter Comments.




20. Click the Refresh button until the Run Status indicates “Success” and the Distribution Status indicates “Posted”.

21. Click the Details Link

22. Click the View/Log Trace Link.

23. View the log files. -and/or- View a Student’s Record to identify if the service indicator was applied.



160

Late Fees Billing – Report Mode The Office of the Bursar will run a process that will allow late fees to be assigned to a student’s record. This is a process that will first be run in report mode to validate the data prior to posting the batch in CUNYfirst. This process is typically done after the billing process has been run

Steps

1. Navigate to: Student Financials > Charges and Payments > Late Fees > Late Fees Processing – Billing




5. Check the Report Mode checkbox.


7. Enter the Billing Request Number.

8. Enter Empl ID.

9. Enter Display Fee Code.

10. Enter Posting Term.

11. Enter Payment From Date Range:

Enter From Date

Enter To Date

12. Enter Late Fee Maximum Date Range:

Enter From Date

Enter To Date

13. If applicable, check the following checkboxes:

Include Anticipated Aid?

Maximum Aid Term


15. Check the Late Fee Processing – Billing checkbox.


17. Select the Process Monitor Link.


19. Select the Go Back to Late Fee Processing – Billing link.

20. Select the Report Manger link.

21. Select the Administration Tab.



24. Select the report to open and view.



161

Late Fees Billing – Production Mode The Office of the Bursar will run a process that will allow late fees to be assigned to a student’s record. This is a process that will run after the report mode to post these late fees in batch to the student’s records.

Steps

1. Navigate to: Student Financials > Charges and Payments > Late Fees > Late Fees Processing - Billing

2. On the Find an Existing Value Tab, click the Search button.

3. Select the Run Control ID created to run the Late Fee Billing Process in Report Mode. Note: This will display the Late Fee Billing Parameters page. The criteria entered during the report mode process will populate in the fields on the parameters page.

4. Uncheck the checkbox next to Report Mode. Note: Unchecking this box will allow for processing in Production Mode. Running this process in Production Mode will assign the late fees to the student‘s record.



7. Check the Late Fee Processing – Billing checkbox.


9. Select the Process Monitor Link.

10. Click the Refresh button until the Run Status Column indicates “Success” and the Distribution Status Column indicates “Posted”. Note: Running the process to success in Production Mode will assign a late fee to the student’s record. Note: In order to determine errors in this process, follow steps 11-15.

11. Select the Go Back to Late Fee Processing – Billing link.

12. Select the Report Manger link.

13. Select the Administration Tab.


15. Select the View Log/Trace link. Note: Select the applicable file to view errors encountered during the process.

16. Select the applicable file to open and view.



162

Late Fees Service Indicator Late Fee Service Indicators can be placed on student’s records in batch. This process provides the steps necessary to mass assign the late fess service indicator to a batch of students impacted by the late fee billing process.

Steps

1. Navigate to: Campus Community > Service Indicators > Person > Mass Assign

2. On the Find an Existing Value Tab, click the Search button to search for a Run Control ID. -OR- Click the Add a New Value Tab, to add a new Run Control ID.



5. In the Population Selection area, select the applicable option:

Selection Tool o Equation Engine – If selected, enter the Equation Name o External File – If selected, select the Upload File button, to upload a file. o PS Query – If selected, enter the Query Name.

6. In the Service Indicator Data area, enter the following:

Select the Institution

Enter the Service Indicator Code

Enter the Reason Note: If applicable, check the Use System Date checkbox.

7. In the Effective Period area, enter the following:

Enter the Start Term and End Term – or – Start Date and End Date

8. In the Assignment Details area, if applicable, enter the following;

Department

Reference

Amount

9. In the Contact Information area, if applicable, enter the following:

Contact ID

Contact Person

Placed Person ID

Placed By






15. Select the View Log/Trace link. Note: Select the applicable file to view errors encountered during the process.

16. Select the applicable file to open and view.



163

Process Credit History - Aging Accounts The credit history process, also known as aging of accounts, will assign accounts to various past due categories based on the age of receivables. These categories in CUNYfirst are called Aging sets. This process is typically run for all students for the criteria that is selected on the run control page. The process described below is how the Office of the Bursar sets up this Run Control and runs the process manually.

Steps

1. Navigate to: Student Financials > Collections > Credit History > Process Credit History


3. Enter value for Run Control ID


5. Click on radio button in Select Option ALL ID

6. Enter value for Business Unit

7. Enter value for Aging Set

8. Enter the value for ID Switch dropdown

9. Click on Radio button Service Indicator Update

10. Enter value for Service Indicator Set

11. enter value for Placed Person ID

12. Enter value for Exclude Service Impact

13. Click on radio button back date flag and enter back date

14. Click Save

15. Continue to Run Process Scheduler

16. Click on radio button in Select Option Section One ID



19. Enter value for ID Switch dropdown

20. Enter the value for ID






26. Click Save


28. Click on radio button in Select Option Section ID Range




164


32. Enter value for Start ID

33. Enter value for End ID






39. Click Save


41. Click on radio button in Select Option Last Activity Date




45. Enter value for Last Activity Date






51. Click Save


53. Click on radio button in Select Option Temp Table




57. Enter value for Temp Table ID

58. In Last Activity Date Options, click radio button Use this date

59. Enter date value

60. In Last Activity Date Options, click radio button Use last run date

61. In Last Activity Date Options, click radio button User run date minus (days)

62. Enter day value

63. In Process Only Sections, Click radio button Last Activity

64. In Process Only Sections, Click radio button Last Activity and Age History

65. In Process Only Sections, Click radio button To Release Service Indicators

66. Click on radio button Population Selection in Population Selection section.

67. Enter value in Selection Tool


165

68. Enter value for Query Name

69. In Selection Tool sections , enter value for External File

70. Click on Upload file

71. Click on upload

72. Enter file mapping value














166

Aging Report This is a custom aging report developed based on CUNY’s business requirements. The Aging Report gives detail information to help analyze the student account activity. The Aging Report is a tool to help manage the past due accounts within a certain time frame. The complied data can be sorted to help define trends in payments and forecast possible collection accounts. The Aging Report also will identify population of students which will be used in other business processes in managing accounts receivables. The report can be run by the Office of the Bursar at any time however the updates will not be effective until the Credit History (Aging of Accounts) for All Students has been run. The process reviews and places the account in the aging categories. Best practice is to run the process and then run this report, update information as needed and then rerun the process. See the Aging of Accounts Step Sheet for additional information. Refer to the Tuition and Fee manual for additional information. After the report is run, Service Indicators can be updated as well as other processes that are directed by CUNY or Campus business policy.

Steps

1. Navigate to: Student Financials > CUNY SF Report Menu > Aging Report


3. Enter the value for Run Control ID


5. Enter the value for Business Unit

6. Enter the value for As of Date

7. Select the Save button







14. Click on the file link to open report.



167

Run Write-off Process Report Mode CUNY Bursars can write-off any outstanding debt by moving the students receivables from an active receivables or collections account to a Write-off account which is an inactive account. The detail on the General Ledger shows how the outstanding debt is moved from the Student Receivables account to the Write-off account. To ensure that uncollectible monies are written-off timely and expeditiously the CUNYfirst Student Financial write-off component can support CUNY’s need to write-off outstanding Student debt based on various policies and standards. As a business process, the Run Write-off Process should always be run in Report Mode to analyze data prior to running the process in non-report mode, or production mode.

Steps

1. Navigate to: Student Financials > Collections > Write-offs > Run Write-off Process

2. Select Add a New Value tab.

3. Enter Run Control ID value

4. Select Add button.

5. Select By ID or Select By External Org ID

6. Select the checkbox Report Only.

7. Enter Business Unit

8. Enter Aging Set.

9. Enter Aging Category

10. Enter Past Due Amount

11. Enter Last Activity Date

12. Enter Item Type Write-off

13. Enter Service Indicator Cd

14. In group section, select Group Type

15. Enter Origin ID

16. Select Save button.










168

Run Write-off Process Production Mode CUNY Bursars can write-off any outstanding debt by moving the students receivables from an active receivables or collections account to a Write-off account which is an inactive account. The detail on the General Ledger shows how the outstanding debt is moved from the Student Receivables account to the Write-off account. To ensure that uncollectible monies are written-off timely and expeditiously the CUNYfirst Student Financial write-off component can support CUNY’s need to write-off outstanding Student debt based on various policies and standards.

Steps

1. Navigate to: Student Financials > Collections > Write-offs > Run Write-off Process

2. Search for and select the Run Control ID used to complete the process of Run Write-off Process-Report Mode.

3. Select By ID or Select By External Org ID

4. Deselect the Report Only checkbox, if it is checked


6. Enter Aging Set.

7. Enter Aging Category

8. Enter Past Due Amount

9. Enter Last Activity Date

10. Enter Item Type Write-off

11. Enter Service Indicator Cd

12. In group section, select Group Type

13. Enter Origin ID

14. Select Save button.










169

Processing Write-offs Manually - Individual Student Write-offs can also be added to an individual student’s account.

Steps

1. Navigate to: Student Financials>Collections>Write-offs>Post Student Write-offs

2. Enter the "Business Unit".


4. Enter student EmplID.

5. Press Tab.

6. Select appropriate Write-Off radio option.

7. Enter appropriate Service Indicator Code.

8. Enter appropriate Item Type.

9. Enter appropriate Amount Note: Amount field will automatically populate with student’s full balance.

10. Enter Term, if necessary.

11. Click the Post button.



170

Reverse Student Write-off Reversing a student write-off is possible in CUNYfirst. Use caution when reversing anything from CUNYfirst. Bursars or their designees will enter information into the Search Page and click the reverse button next to the row that needs to be reversed.

Steps

1. Navigate to: Student Financials > Collections > Write-offs > Reverse Student Write-off


3. Click Search button

4. Enter ID

5. Click Search button

6. Click Write off Detail link.

7. Click Return link.

8. Click Reverse button.

9. Click OK button.

10. Click Student Accounts link.

11. Click Items by Date link.





171

Manually Assign a Service Indicator Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided.

Steps

16. Navigate to: Campus Community > Service Indicators(Student)> Manage Service Indicators


18. Click Search.

19. Select a value for Effect field. The default All can be retained.

20. Select the appropriate Institution, if necessary.

21. Click the Refresh button.

22. Click the + or the Add Service Indicator link.


24. Select the Service Indicator Code. The viewer will only have access to the specific service indicators associated with their security set-up.

25. Select the relevant Service Indicator Reason Code.

26. Enter Start Term.

27. Enter Start Date, if applicable.

28. Enter the Contact ID.

29. Enter Comment, if applicable.




172

Mass Assign Service Indicators Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided.

Steps

1. Navigate to: Campus Community > Service Indicators(Student)> Mass Assign

2. Click on the Add a New Value tab

3. Enter the Control ID value if provided

4. Click on the Add button

5. Select the appropriate option from the Selection Tool dropdown menu o If Equation Engine option selected, then the Equation Name field and the Create

Equation link appear o If External File option is selected, then the Upload File button, the File Mapping field

and the Create File Mapping link appear o If PS Query option is selected, then the Query Name field and the Launch Query

Manager link appear

6. Select the appropriate campus from the Institution dropdown menu

7. Click the lookup tool to select the appropriate Service Indicator Code

8. Click the lookup tool to select the appropriate Reason

9. Click the lookup tool to select the appropriate Start Term

10. Click the lookup tool to select the appropriate End Term

11. Enter the Start Date

12. Enter the End Date

13. Click the lookup tool to select the appropriate Department

14. Enter an amount, if applicable

15. Click the lookup tool to select the appropriate Contact ID Note: Enter the ID of the person to contact about this service indicator

16. Click the lookup tool to select the appropriate Placed Person ID Note: Enter the ID of the person who placed this service indicator

17. Enter Comment, if applicable


19. Click the Run button





24. Click the View Log/Trace link


173

25. Click the Name link



174

Manually Release a Service Indicator Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided. Service indicators can also be released or removed when appropriate.

Steps

1. Navigate to: Campus Community > Service Indicators(Student)> Mass Release

2. Click on the Add a New Value tab



5. Select the appropriate option from the Selection Tool dropdown menu o If Equation Engine option selected, then the Equation Name field and the

Create Equation link appear o If External File option is selected, then the Upload File button, the File

Mapping field and the Create File Mapping link appear o If PS Query option is selected, then the Query Name field and the Launch

Query Manager link appear

6. Select the appropriate campus from the Institution dropdown menu

7. Click the lookup tool to select the appropriate Service Indicator Code

8. Click the lookup tool to select the appropriate Reason

9. Click the lookup tool to select the appropriate Start Term

10. Click the lookup tool to select the appropriate End Term

11. Enter the Start Date

12. Enter the End Date







19. Click the View Log/Trace link

20. Click the Name link



175

Unit XI: End of Term Activities


176

Copy Adjustment Calendars Adjustment calendars define the refund schedules that are applied to members of a tuition group (group of students who are assessed the same tuition and fees). These calendars govern how the system adjusts term and class level fees when a student withdraws or drops a class. CUNYfirst uses the number of days a term or class has been in session to determine the percentage of refund due.

Steps

1. Navigate to: Set up SACR>Product Related>Student Financials>Tuition and Fees> Adjustment Calendars

2. Enter the "SetID".


4. Select the appropriate Adjustment Code.

5. Click the Copy Adjustment Calendar button.

6. Enter appropriate From Term.

7. Enter appropriate Session.

8. Enter appropriate To Term.



11. Make the necessary changes




177

Copy Billing and Due Date Calendars Billing and due date calendars are associated with tuition calculation and are used to define the percentage of fees due to be paid by a particular time. When creating billing and due date calendars, CUNYfirst offers the flexibility to specify that the payment of a fee is due in full at a particular date, or create a payment schedule. On the Billing and Due Calendars tab, data entry is eased by the ability to copy information from a previous term. CUNY will copy billing and due calendars from the same term the previous year. Copy values from Fall to Fall, Spring to Spring, and Summer to Summer terms.

Steps

1. Navigate to: Set up SACR>Product Related>Student Financials>Tuition and Fees> Billing and Due Date Calendars

2. Enter the SetID.


4. Select the appropriate Due Date Code.

5. Click the Copy Billing and Due Date Calendar button.










178

Copy Term Fees Term Fees must exist in order to charge students accounts. Data values will be copied from a previous term and changed appropriately. The CUNY Tuition & Fee Manual, campus Business Office, and/or Provosts Office needs to be referred to prior to copying term fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check values prior to running the process. While values can be changed, the name of the fee code cannot be changed.

Steps

1. Navigate to: Set up SACR>Product Related>Student Financials>Tuition and Fees>Term Fees

2. Enter the SetID.


4. Select the appropriate Term Fees Code.

5. Click the Term Fees tab.

6. Click the Copy Term Fees button.










179

Rollover Class/Course Fees Rollovers Course and class fees are charges that are applied to a particular course (every offerings of a course in a term) or a class (a specific offering of a course in a term). For example, CUNY may charge a $50 lab fee to every student in a Chemistry course (course fee). Or, CUNY may charge a $100 travel fee for students enrolled in section 1122 of English 100 because those students will take a field trip. If charged, Course and Class fees are tied to a particular term. They will be copied from a previous term and changed appropriately. The CUNY Tuition & Fee Manual, the campus Business Office, and/or the Provosts Office needs to be referred to prior to copying course and/or class fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check all values prior to run the process.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Course and Class Fees > Class / Course Fees Rollover


3. Enter a descriptive value for the Run Control ID


5. Enter SetID.



8. Click the Class Fees checkbox

9. Click the Course Fees checkbox

10. Click the Course List Fees checkbox




14. Click the Process Monitor



17. Click the applicable PDF link.



180

Copy Transaction Fees Transaction Fees are additional fees charged to students based on registration activity. For example, CUNY charges a fee for students who register late. Values will be copied from a previous term and then values are changed appropriately. CUNY Tuition & Fee Manual, campus Business Office, and/or the Provosts Office needs to be referred to prior to copying transaction fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check all values prior to run the process.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Transaction Fees

1. Enter the SetID.


3. Select the appropriate Transaction Fee Code.

4. Click the Copy Transaction Fee button.










181

Copy Course Fees If charged, Course and Class fees are tied to a particular term. They will be copied from a previous term and changed appropriately. The CUNY Tuition & Fee Manual, the campus Business Office, and/or the Provosts Office needs to be referred to prior to copying course and/or class fees to determine if there are any new fees and/or if a fee(s) amount has changed. It is not possible to reverse this process once it is run. Extra care must be taken to check all values prior to run the process.

1. Navigate to: Set up SACR>Product Related>Student Financials>Course and Class Fees >Course Fees

2. Enter the SetID

3. Click the Lookup tool to select the appropriate Course ID

4. Click Search

5. Click the Copy Course Fee button.






11. Modify the data on the Course Fees page, if necessary

12. Click Course Sub Fees tab

13. Modify the data on the Course Sub Fees pages




182

Modify Course Fees If charged, Course and Class fees are tied to a particular term however instances can occur where fees for a current term must be adjusted or removed. It is not possible to reverse this process once it is run. Extra care must be taken to check all values prior to run the process.

1. Navigate to: Set up SACR>Product Related>Student Financials>Course and Class Fees >Course Fees

2. Enter the SetID

3. Click the Lookup tool to select the appropriate Course ID

4. Click Search

5. Select the Course Sub Fees tab

6. Enter the new amount in Flat Amount Fee field


8. End of Procedure


183

Add SF Term Default CUNY will set the date the term begins to the SF Term Default so that transactions that leave the term field blank will default to the appropriate term. CUNY establishes and publishes term start dates via a process run by the Registrar’s Council. Coordination with Student Records is required when setting SF Term Default date.

Steps

1. Navigate to: Setup SACR > Product Related > Student Financials > Charges and Payments > SF Term Default



4. Click the Add a New Row (+) button.

5. Enter appropriate Effective Date.

6. Enter appropriate Status.

7. Enter appropriate Term.

8. Enter appropriate Term Begin Date.

9. Enter appropriate Term Ending Date.

10. Enter appropriate Academic Year.

11. Enter appropriate Antic Aid Term From.

12. Enter appropriate Antic Aid Term To.




184

Update Calculation Controls Tuition calculation controls determine the academic careers that are eligible for tuition and fee calculation for each term. Tuition calculation controls must be set up in accordance with the CUNY Tuition and Fee Manual.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Calculation Controls

2. Enter the SetID.


4. Verify academic career.

5. Click the Add a New Row (+) button to the Term Row section.

6. Enter the appropriate Term.

7. Enter the appropriate Term Wash Period.

8. Enter the appropriate Transaction Wash Period.

9. Click the Auto Calculate Tuition checkbox, if necessary..

10. Click the Auto Calculate Waivers checkbox, if necessary..

11. Click the Auto Calculate Self Service checkbox, if necessary.

12. Select the appropriate session.




185

Unit XII: General Ledger

Unit XIII: Manage Accounts Manually


186

Post Transaction In some cases, it is necessary to post an individual student transaction through the Student Post process. This manual process is available to Bursar staff when it is necessary to post a charge to a student account that is not posted through Tuition Calculation or Group Post. Charges that are posted through the Post Student Transaction component allow Bursar staff to make manual adjustments to a student account. CUNY or campus business policy will determine when this process is used.

Steps

1. Navigate to: Student Financials>Charges and Payments>Post Student Transaction

2. Enter the "Business Unit" value if provided

3. Enter the "EmplID" value if provided

4. Enter the "Account Type" value if provided

5. Enter the "Item Type" value if provided

6. Click on the "Add" button.

7. Enter the "Amount" value if provided

8. Enter the "Term Code" value if provided

9. Enter the "Item Effective Date" value if provided

10. Enter the "Due Date" value if provided

11. Click on the "Post" button.

12. Click on the "Student Accounts" link.

13. Click on the "Due Charges" link.

14. Click on the "Return" link.

15. Click on the "Return" link.



187

Reverse Payment Bursar staff may need to reverse a student payment, reverse payment waivers, payment plan payments, or other group posted credits that are not calculated through the tuition calculation process. Payments posted through the Cashiering process should not be reversed. Cashiering transactions should be voided through the Cashiering component. CUNY and campus business policy determines when student payments are reversed.

Steps

1. Navigate to: Student Financials>Charges and Payments>Reversals>Reverse Payment


3. Enter ID.

4. Enter Term.

5. Select the Search button. Note: A list of payment transactions will display.

6. Select the Payment Detail link to view additional information about the payment.

7. Select the Return link to return to the Payment Reversal page.

8. Select the Reverse button next to the payment that should be reversed.

9. Enter the Item Effective Date.

10. Enter the Description

11. Select the Look –up icon to select a reason code.

12. Select the Reason Code.

13. Select the Ok button. Note: Selecting the Ok button will return to the Payment Reversal page. The Reverse button is now

unavailable. The payment is now reversed.



188

Reverse Charge CUNY Bursar staff may need to reverse student charges. Reverse Charge is used to reverse Group Post charges or individually posted charges. Bursars should NOT use this function for charges that have been posted with tuition calculation. CUNY and campus business policy determines when student payments are reversed.

Steps

15. Navigate to: Student Financials>Charges and Payments>Reversals>Reverse Charge


17. Enter additional search criteria such as ID, Last Name, and/or First Name.

18. Click on the Search button. Select a student from the search results list.

19. Click on the Account Details link next to the charge to be reversed.

20. Click on the Reverse button of the selected payment.

21. Enter the "Item Effective Date" value if provided

22. Enter the "Reason" value. Enter, “ERR”.

23. Click on the OK button.

24. Click on the Return link to view the Charge Reversal page.



189

Create Business Unit Messages Messages linked to a business unit appear on all bills generated by that business unit.

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Billing Unit Message

2. Find an Existing or Add a New Business Unit Message. Click the Add a New Value tab to add a new Business Unit Message.



5. Search for and select the Message Number/Message Category. Note: Selecting the Message Number/Message Category will populate the Message Text field with the message which was added when the Billing Message was created. The Billing Message is now associated to the Business Unit Message. Note: Click the + button to insert additional Item Type Messages and complete steps 3-4.




190

Create Aging Set Message

When a bill is generated for a customer whose payment is late, the system selects the message to appear on the bill based on the number of days the charge is past due. Attach only one message per aging category. The message associated with the oldest charge on a customer's account is the one that appears on the customer's bill.

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Aging Set Messages

2. Find an Existing or Add a New Aging Set Message. Click the Add a New Value tab to add a new Aging Set Message.

3. Search for and select a value for Aging Set.

4. Search for and select a value for Aging Category.


6. Select a value for Status.

7. Search for and select a value for Message Number/Message Category.

8. Enter Message Text. Note: Click the + button to insert additional Item Type Messages and complete steps 5-7.




191

Create Customer Message

When a bill is generated for a student, the billing message that is linked appears on the bill.

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Customer Message

2. Find an Existing or Add a New Customer Message. Click the Add a New Value tab to add a new Customer Message.


4. Enter ID.




8. Search for and select the Message Number/Message Category. Note: Selecting the Message Number/Message Category will populate the Message Text field with the text associated to the message category. Note: Click the + button to insert additional Item Type Messages and complete steps 5-7.




192

Create Corporate Message

When a bill is generated for a corporate account (external organization), the corporate message that is linked appears on the corporate bill.

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Corporate Messages

2. Find an Existing or Add a New Corporate Message. Click the Add a New Value tab to add a new Corporate Message.

3. Search for and enter the External Org ID.



6. Search for and select the Message Number/Message Category. Note: Selecting the Message Number/Message Category will populate the Message Text field with the text associated to the message category. Note: Click the + button to insert additional Item Type Messages and complete steps 4-5.




193

Create Billing Standard Request

The Billing Standard Request is the setup of the bill that is sent to student or corporate customers. Messages can be created and attached to the bill for all student and corporate customers if the messages don’t fall into the item type, billing unit, or aging set messages categories.

Steps

1. Navigate to: Set up SACR > Product Related > Student Financials > Billing > Billing Standard Request

2. Find an Existing or Add a New Billing Standard Request. Click the Add a New Value tab to add a new Billing Standard Request.


4. Enter Billing Request ID.


6. Select the Show Following Tabs icon to advance to the Message Tab.

7. Select the Message tab.

8. Verify the Effective Date.

9. Search for and select the Message Number. Note: Selecting the Message Number will populate the Message Text field with the text associated to the message number. Note: Click the + button to insert additional Item Type Messages and complete steps 7-8.




194

Review EFL and Create Group Data Entries After processing an External File Load, navigate to the Create Group Data Entries page to review the results of the load. This page also allows the Office of the Bursar to define source information and control totals for group transactions and student specific details for the payments or charges to be entered if included in the external file and layout. Coordination with the corresponding offices sending the group transactions is required. The main purpose of this page is to review data from the external file load prior to posting. Validate that the information loaded correctly and see if there were errors or if some of the data needs to be edited. Some errors may include entering incorrect Start and Length values in the external file layout.

Steps

1. Navigate to: Student Financials > Charges and Payments > Group Processing > Create Group Data Entries

2. Find an Existing or Add a New value for Group Data Entry. Click the Add a New Value Tab to add a Group Data Entry.


4. Enter Group ID. Enter, “Next”.


6. On the Group Entry Tab, validate and/or enter the following:

Group Type

Origin ID

Posting Action

7. On the Group Entry Line Tab, validate and/or enter the following if applicable:

ID

Account Type

Item Type

Amount

Term

Ref Nbr

Charge Priority




195

Review Student Receipts CUNYfirst provides the functionality for a user to review student receipts by receipt number. After reviewing a receipt by receipt number if a student invoice is requested, refer to the following steps sheets: Create and General Billing Request and Print Invoice for an Individual Student.

1. Navigate to: Student Financials > Cashiering > Review Student Receipts.




5.

Click the Search button. Note: Selecting the Search button will display all the receipt generated/posted for an individual student.

6. Select the Receipt Nbr link to view specific posting details associated to the receipt.

7.

Note: Selecting the Print Receipt button does not print an invoice. In order to print an invoice, refer to the Steps Sheets – Create and Generate Billing Request and Print Invoice for an Individual Student.



196

Cancel and Review Bills CUNYfirst allows users to cancel and review cancelled invoices for students and Third Party organizations.

Steps

1. Navigate to: Student Financials > Bill Customers > Cancel Invoice


3. Enter description for Run Control ID.



6. Select Invoice ID from the Run Option List dropdown menu.


8. Select the appropriate Log action from the Bill Cancellation Log Option list dropdown menu.






14. Navigate to: Student Financials > Bill Customers > Review Invoice Cancellation



17. Select the appropriate Invoice.



197

Review and Print Bill Requests for Students CUNYfirst allows users to review and print invoices for students. Invoices will be printed for students through the established print servers.

Steps

1. Navigate to: Student Financials > Bill Customers >Student Bills > Review Invoice


3.

Click the Look up tool next to ID to enter appropriate search criteria. i.e: Empl ID; National ID; or Last Name & First Name -or- Enter Invoice Specific search criteria


5. Review data for current student by navigating through tabs.

6. Navigate to: Student Financials > Bill Customers >Student Bills > Print Invoice

7.

Click the Search button to list existing Run Control IDs -OR- Click the Add a New Value tab to create a new search criteria




11. Select Customer ID from the Print Invoice By dropdown menu.


13. Click the Look up tool to select the appropriate Invoice Number.

14. Click the Look up tool to select STDNT BILL.

15. Click the Look up tool to select the starting point for the Aid Term From field.

16. Click the Look up tool to select the ending point for the Aid Term To field.



19. Click the checkbox for the Print Non-Jetforms Invoice.






25. Click the PDF file link



198

Viewing Payments by Invoice Information Individual CUNYfirst offers the functionality to view the payment history for students made during their career at CUNY.

Steps

1. Navigate to: Student Financials>Charges and Payments>Payment by Invoice>View Items by Invoice




5. Click the Student Accounts link.



199

Viewing Payments by Invoice Information Organization CUNYfirst offers the functionality to view the payment history for third party organizations such as employees or vocational rehabilitation services as it relates to student accounts.

Steps

1. Navigate to: Student Financials> Charges and Payments>Payment by Invoice>View Corp Items by Invoice


3. Click the Look up tool to select the External Org ID.




200

Post Student Write-off Write-offs can also be added to an individual student’s account.

Steps

1. Navigate to: Student Financials >Collections>Write Offs>Post Student Write Off


3. Select Add button.

4. Enter ID

5. Select Writeoff Balance option or

6. Select Writeoff Account(s) option.

7. Select the checkbox next to the specific accounts to writeoff.

8. Select OK button.

9. Select Writeoff Item(s) option.

10. Select the checkbox next to the specific item type to writeoff.

11. Select OK button.

12. Enter a value for Srv Ind Cd

13. Enter Item Type

14. Enter Term

15. Enter Reference Nbr

16. Enter Effective Date

17. Select Post button.

18. For additional information please detail into the Payment Details, Student Accounts, and Academic Information Link.



201

Daily Activity Report The Daily Activity report is requested through a Run Control and displays the total charges and payments for the selected Business Unit and Date. Results are available in a PDF format. CUNY and campus business policy will determine when the report is requested

Steps

1. Navigate to: Student Financials > Charges and Payments > Posting Reports > Daily Activity


3. Enter value for Run Control ID


5. Enter value for Date Posted







12. Select the View Log/Trace link to view report.



202

Daily Posting Report The Daily Activity report is requested through a Run Control and displays the total charges and payments for the selected Business Unit and Date. Results are available in a PDF format. CUNY and campus business policy will determine when the report is requested

Steps

1. Navigate to: Student Financials > Charges and Payments > Posting Reports > Daily Posting


3. Enter value for Posting Oprid

4. Enter value for Date Posted

5. Select the Save button









203

Account Audit Statement Report The Account Audit Statement Report includes detail transaction listing for an individual student or external organization.

Steps

1. Navigate to: Student Financials > Charges and Payments > Posting Reports > Account Audit Statement Report

2. Click on the Add a New Value tab.



5. Enter the Business Unit value if provided

6. Select the ID Option checkbox if directed

7. Enter the EmplID value if provided

8. Enter the From value if provided. Note, the From value should be a date in the past.

9. Enter the To Date value if provided











204

Tuition Group Tuition groups enable institutions to combine large groups of students who are charged, generally, the same set of fees under the same rules. Within the tuition group definition, use adjustment codes, term fee, course list, and waiver definitions to fine-tune charges and adjustments (refund rules) so that students receive the correct charges for their unique situations. Because there is so much flexibility in the components that comprise the tuition group, it is possible to define relatively few tuition groups to control all tuition calculations. Students might be assigned to a tuition group as they are activated for a term or be automatically assigned to the correct group using criteria defined when tuition is calculated. CUNYfirst also offers the ability to override the system assigned tuition group on an individual student basis.

Steps

1. Navigate to: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Groups



4. Enter the Tuition Group.



7. Select the status of Active.



10. Enter the Long Description.

11. Enter the Priority.

12. If applicable, select the checkbox next to the following:

Tuition Calculation Group

Fin Aid Calculation Group

Lock In Flag

13. Select Adjustment Codes Tab.

14. If applicable, select the appropriate Adjustment Codes. Note: If Adjustment Codes are selected; then, select the Service Indicator and Reason.

15. Select the Criteria Tab.

16. Select the Criteria/Equation. There are two (2) options:

Use Criteria

Use Equation

17. If Use Criteria is selected, search for and select the Criteria in the Criteria/Equation field. -or- If Use Equation is selected, search for and select the Equation in the Criteria/Equation field.

18. Enter the Priority.

19. Select the Term Fees Tab.

20. Search for and select the Fee Code. Note: If applicable, select the checkboxes where appropriate.


205

21. Select the Course List Tab.

22. If applicable, search for and select the appropriate Course Lists. Note: If applicable, select the checkboxes where appropriate.

23. Select the Waivers Tab.

24. Search for and select the appropriate Waiver Code.




206

Minimum/Maximum Fees There is a minimum and maximum range for all fees and charges. Set fee ranges for sessions, terms, academic years, and billing careers so that they build off one another. For example, a minimum/maximum fee code for application fees might require a career limit of $100 while a code for term fees might require a career limit of $60,000. CUNY is not currently using minimum and maximum fees, but may choose to use this feature of CUNYfirst in the future.

Steps

1. Navigate to: Setup SACR > Product Related > Student Financials > Tuition and Fees > Minimum/Maximum Fees


3. Search for and select the Set ID. The Set ID is the Business Unit.

4. Enter Min/Max Fee Code.



7. Enter the Institution.

8. Enter the Career.

9. Enter the Minimum Amount.

10. Enter the Maximum Amount.

11. Enter the Maximum Tuition Residency. Note: This number represents the level of tuition residency, not the dollar amount that is charged

12. Enter the Academic Year. Note: Enter the academic year to which minimum and maximum amounts should be defined.



15. Select the Minimum/Maximum Fees 2 Tab.

16. Enter the Term.



19. Select the Session.



22. Select the Minimum/Maximum Fees 3 Tab.

23. Enter the Admit Term.


