A/R Term Processes

Create and manage past-due balance holds

When: Prior to registration for an upcoming term, and frequently during registration period to remove holds that are no longer needed

Uses: Balance due hold report

This report should be run once, prior to any registration activity for a term, with the "Re-establish previously cleared holds" option selected. This will create holds for all accounts with a past-due balance, regardless of whether prior holds have been cleared.

During the registration cycle, the report can be run frequently to remove holds from accounts that are no longer past-due. For this use, the "Re-establish previously cleared holds" option should not be selected; this allows students who have had a hold cleared to not have another created for the same term.

Collect and record Registration Fee

When: Before and during registration

Uses: Account by Term form

Students are required to pay a registration fee prior to per-registration period deadlines. When the fee is not paid, their registration is removed.

This fee is eventually assessed with the remainder of each student's fees, but is paid before fee assessment is normally performed, so a manual entry of the REG transaction is recommended, along with the payment itself. When entered like the example above (on the Account by Term form), a reciept printed for the student will indicate the term and payment:

Configure Term Fees

When: Before any fee assessment occurs

Uses: Term Fees form

Fee assessment is based on a set of fees that is specified on the Term Fees form. It is organized by fee type (tuition, activity, registration, etc) and provides detail on how each fee is calculated (flat rate, per credit), the amount of the fee, related rate information (full- or part-time enrollment, staff rate, etc), and how or if each fee is refunded.

The form allows fees from a prior term to be copied forward as a starting point, rather than manually re-creating the fee structure each term. After being copied, the rates should be checked and adjusted as needed.

Assess Fees (for all students)

When: After Regular Registration and Late Registration

Uses: Batch Assess report

Assess Fees (for individual students)

When: Any time verification of current fee assessment is required

Uses: Fee Assessment form

Print Refund Checks

When: After Late Registration, based on posting of Financial Aid to student accounts

Uses: Check Batch form

Check Non-payment status

When: At deadline for fee payment

Uses: Non-Payment report

Check Registration Activity

When: Periodically after Late Registration ends

Uses: Regist. Activity report (Registration/Reports)