Department/Area: Student Billing

SYSTEM MUST HAVES

MET?

(Place a 0, 1, or 2 in the box next to each item to indicate how the vendor meets the requirement.)

0 = No

1 = Yes - with difficulty

2 = Yes

CONSORTIUM TOP RANKED

User friendly screens

- need comment sections

Provide a place where StuAccounting, Financial Aid, Registrar staff can add and view comments

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Screen and individual records have a comment field the contents of which show on statement and student pre-bill

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Holds, etc. individual comments disappear from statements when condition met or when comment removed from student screen

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Provide a way to schedule task reminders and forward task to another person;

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- expect ease of use

Clearly show FERPA privacy restrictions, also who has permission to see account (parent, guardian,etc.)

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Able to easily jump from student screen to view other records, such as parent demographics, registration records, financial aid records, housing, food plans, campus insurance, hold records;

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Screen easy for student to understand when shown by staff member;

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Display larger than 70x20 characters;

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Easily move to next detail of this student's record or to next student record;

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User can define screen display, cursor movement and field order;

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Provide audit trail of changes to data;

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If history moves to a different subsidiary account, be able to view history for this student on an inactive subsidiary account;

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Provide both Debit/Credit and Cumulative balance views.

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Holds: .

Provide the ability to add and remove either manually or automatically

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Posting:

Post either in real time or batch, such charges as long distance phone calls, computer leases; fines from housing, chapel, parking, library, excess printing charges;

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Able to interface with both general ledger and subsidiary accounts.

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Able to post charges, credits, or financial aid right now or through a scheduled batch;

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Able to post manual charges/credits to student account

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Able to post EFT loans or payments to student account (Must be available both in Financial Aid and Student Accounts application).

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Outside vendor interface:

Electronic interface between outside vendor (payment plan, scholarship funds or lock box operations for student payments) and student accounts.

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Flexible billing options:

Vendor must show methodology for setting up billing rules, to allow flexible billing options for tuition, room, board, for individual class (identified on student record, pre-bill, statement), any student receivable for multiple programs, such as grad and undergrad, alternative education program billing, non-credit, or teacher certification charges.

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Provide differential refund table;

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Provide ability to change interest parameters by program or student type;

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Show detail of charges.

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Complete user-friendly cashier function:

Able to apply payment to chosen or multiple terms;

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Able to easily apply payment to multiple subsidiaries and multiple students (dad sends check for two students, and/or for enrollment/housing deposit and student accounts.) THEN print receipt including student balance after applying payment;

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Cashier function should Include all banking functions: check cashing, deposits;

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Vendor should demonstrate process for closing cash drawer;

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Should be able to easily navigate from cashier screen to student account or other screens

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Flexible student pre-bill and statement output:

Print or email statements by program, produce all statements for statement cycle;

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Provide a simple process to print one statement, allow due date for one statement;

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Provide WEB-BASED statements, allow e-mailing one or many statements, or email with "your statement has now been posted" message, with URL;

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Generate split between paper and electronic preferences in one statement cycle;

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Able to print more than one copy of statement and send to different and/or multiple addresses (mom/dad both need to receive statement);

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Student Account office should be in charge of student billing address (system should provide flexible addressing options, and security of address type so other offices cannot change it.)

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Real-time on-line interface between student billing and other systems such as bookstore, ticketing office, so that charges are immediately posted to student account (to check credit clearance).

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System must provide automatic compliance checking to meet federal and institutional rules for student refunds.

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Identify by status / collections

System should be able to code student account according to their status (Leave, Withdrawn, Graduated, inactive, in collection, with legal) in order to report on them;

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Also show which collection agency, dates, collectability;

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Should be able to easily view details of account.

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Check requesting

System should provide flexible, responsive check requesting for refunds. Batch process or on-demand;

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Provide automatic posting of required transactions

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Must have a ''Do not refund' option flag.

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Multiple subsidiary ledgers

System should provide multiple subsidiary ledgers (such as one for every academic trip: spring break to Florida, Mexico, missions trip…), as well as for enrollment deposits, housing deposits;

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Provide analysis of receivables, interest bearing deposit accounts.

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Student Pre-Bill and/or Statement format:

Should be easy to read and understand, with columns for credits and debits, and pending aid (with conditions to be met, loans, workstudy);

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Include outside vendor credits/debits;

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Able to include multiple subsidiary accounts (housing deposit, enrollment deposit, etc.)

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Include message on statement which Student Account person can add and update text for statement cycle;

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If credit balance, say "no payment due";

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Customizable form (font, graphics, shaded areas).

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Web-based payment options

System should provide web-based payment options: pay all or portion, with credit card or electronic check.

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Payment plan support

System should support payment plans, both internal and third party vendor;

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Should provide payment coupons;

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Should be easy to modify during term;

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Should be able to track payments, balance;

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Should be able to import payments, changes, etc from third party plan.

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Debit card capability: with food plan, cash expenditures integrated into student account (subsidiary account)

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Reminder for staff

System should have a tickler system: so student account staff can schedule and receive a task reminder ("Student promised to pay by end of October. Check on 10/31.")

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Desire automated tickler for reminders of enrollment deposit due, registration clearance, graduation clearance, collections, which includes scheduling a series of 'encouraging' reminders to student.

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On-line access

Desire on-line ability to make donation to student emergency fund or missions trip, or to subscribe to law journal, to be billed to student account

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Reports Provided

System must provide a 1098T reporting program that works, and is updated in time to meet federal regulations. Should be able to print 1098Ts individually or in batch, students should be able to view and print from web, electronic output options including e-mail should be available.

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