Institution Set

INSTITUTION_SET_01

Set Up SACR, Common Definitions, Self Service, Student Financials, SF Institution Set

Define basic institution set parameters.

Electronic Payments

SSF_INST_SET_03

Set Up SACR, Common Definitions, Self Service, Student Financials, SF Institution Set, Electronic Payments

Define parameters of electronic payments.

Business Units

INSTITUTION_SET_02

Set Up SACR, Common Definitions, Self Service, Student Financials, SF Institution Set, Business Units

Define business unit parameters.

Base Currency

Select the type of currency that you want to use for your credit card transactions. The default value for this field is determined by your selection of a base currency from SF Business Unit setup.

Accept Self Service Payments

Select to accept self-service payments over the internet. This selection is specific to this institution set, not to the SF business units that are attached on the Business Units page. Selecting this option requires that you attach at least one SF business unit that is defined to accept self-service payments.

Accept Miscellaneous Purchases

Check to allow students to select and purchase items or services. This flag controls whether the Accept Miscellaneous Purchases option appears in the other financial dropdown in Student Center and whether the link appears at the bottom of the Account Inquiry page.

Allow Payment Plan Enrollment

Check to allow students to enroll in payment plans. This flag controls whether the Payment Plan option appears in the Other Financial dropdown in Student Center and whether the link appears at the bottom of the Account Inquiry page.

Display 1098–T Self Service

Select to display and to allow access to the 1098-T Self Service option for students in this institution set. This flag controls whether the 1098-T option appears in the other financial dropdown in Student Center and whether the link appears at the bottom of the Account Inquiry page.

Display Student Permissions

U.S. Department of Education regulations require that federal financial aid awards be used to pay only allowable charges for the period of enrollment covered by the aid year in which those funds were awarded. Regulations require schools to collect individual authorization from a student to allow funds to pay for non-allowable charges such as library fines and parking fees or for charges for the prior year immediately preceding the current aid year.

Select this check box to allow access to the Grant Student Permissions option for students in this institution set.

If the student wants to revoke permission, this can only be done by the administrator, not via Self Service by the student.

Grant Student Permissions

Select to display and to allow access to the Grant Permissions option for students in this institution set.

This check box displays only if Display Student Permissions check box is selected.

Display Account Activity

Select to display the Account Activity page, including charges, payments, financial aid, and refunds for the student. The activity is controlled by filter options on the activity page – the system displays 6 months of activity by default.

Display Charges Due

Select to display the Charges Due page. There are four grids displayed on this page, three of which are optional: the Display Due Date Detail grid and the Display Charge Detail grid and Display Invoice Due. The first grid rolls up all charges by unique due date to be presented as a summary to the student.

The Display Due Date Detail grid displays the details of all charges rolled up by unique due date.

The Display Charge Detail grid displays the details of each charge. On this grid, the student has the opportunity to look deeper into charges containing multiple due dates.

Display Invoice Due

Select the Display Invoice Due check box to display details of charges by billing invoice ID/date

Display Payment History

Select to display the Payments page. You can also decide to allow payment drilldown. For any successfully posted payments, the student can see which charges were reduced by those payments if the Allow payment drilldown check box is selected.

Display Pending Payments

Select to display the student's pending payments on the following pages:

Account Inquiry - Account Summary tab: What I Owe grid.

Account Inquiry - Payments tab: Pending Payments grid.

If cleared, then the student's pending payments do not appear anywhere in self-service.

Include Pending Payments

If selected, then the student's balance is reduced by the pending payment amount. This check box must be used in conjunction with the Display Pending Payments check box for the remaining balance amount to be reduced by any pending payments made. If selected, then the reductions are displayed on the following pages:

The Total Due amount is reduced by the Pending Payment amount on the Account Inquiry - Account Summary tab: What I Owe grid.

If cleared, then the Total Due amount is not reduced by the pending payment amount on the Account Inquiry - Account Summary tab: What I Owe grid. The remaining balance amount is not reduced by the pending payment amount.

Display Pending Financial Aid

Select to display anticipated aid as a line item on the Account Inquiry - Account Summary tab: What I Owe grid and the Account Inquiry - Pending Financial Aid page.

If this check box is selected, anticipated aid appears on the pages as a line item only and does not reduce the remaining balance amount. Students are informed of any anticipated aid, but their total charges are not reduced by the anticipated aid.

If cleared, then the student's anticipated aid does not appear anywhere in the Account Inquiry component of self-service.

Include Pending Financial Aid

If selected, the student’s balance is reduced by the anticipated aid amount. This check box must be used in conjunction with the Display Pending Financial Aid check box for the remaining balance amount to be reduced by any anticipated aid. If selected, then the reductions are displayed on the following pages:

The Total Due Amount is reduced by the anticipated (or pending financial) aid amount on the Account Inquiry - Account Summary tab: What I Owe grid.

If cleared, then the total due amount will not be reduced by the anticipated aid amount on the Account Inquiry - Account Summary tab: What I Owe grid. The remaining balance amount is not reduced by the pending financial aid amount.

Include Fin Aid in Payments

Select to include financial aid disbursements with all other payments. If this check box is cleared, financial aid disbursements appear in a separate financial aid activity line on the Payment History page. If your institution does not disburse financial aid, select this option to eliminate financial aid activity lines.

Tuition Calc Required

Select to calculate tuition when a student inquires on their account using the Account Summary or Due Charges self-service pages. The system calculates tuition only if required (Calc Required flag set to Y on the STDNT_CAR_TERM table). If this option is not selected and the Calc Required flag is set to Y, the system displays a message on the Total Due Charges page indicating that total due charges may not reflect recent changes to your tuition and fees for a given term. Consider this option carefully. Requiring tuition calculation uses a great deal of system processing resources, but account balances might not otherwise reflect recent changes.

Days in future for 'due now'

Based on the number of days you enter here, the system controls the Due Now and Future Due dollar amounts displayed on the Student Center page as well as on the Account Inquiry - Account Summary page. The formula used to calculate the due now amount is any charges incurred through the current date plus the number of days specified in this field. The formula used to calculate the future due amount is any charges incurred after the current date plus the number of days specified in this field. Any charges incurred through the current date plus the number of future days entered in this field controls both the amount due now and the future due amount. Enter the number of future days.

Tuition

July 1, 2006

1,000.00 USD

Fee

September 5, 2006

50.00 USD

Room

November 1, 2006

500.00 USD

Accept Self Service Payments

This is a display-only field that shows if Accept Self Service Payments has been selected in the General Options setup. This means that web credit card payments are authorized for this business unit.

Accept Miscellaneous Purchases

This is a display-only field that shows if Accept Miscellaneous Purchases has been selected in the General Options setup.

Default Billing Address

Select to make the address fields on the Make a Payment — Specify Payment Details page available for input.

Default Telephone

Select to make the telephone field on the Make a Payment — Specify Payment Details page available for input.

Default Email Address

Select to make the email field on the Make a Payment — Specify Payment Details page available for input.

Enforce Daily Limit and Daily Limit

Select the Enforce Daily Limit check box to limit the number of self-service payments a student can make per day to the value you enter in the Daily Limit field. For example, if you set up and institution set with both a Credit Card Merchant ID and an Electronic Check Merchant ID, and enter a daily limit of 4, this mean that a student can make any combination of eCheck and credit card transactions up to a maximum of 4 total transactions per day.

If a student exceeds the limit, the system prevents them from making additional self-service payments until the following day.

Credit Card Merchant ID and Electronic Check Merchant ID

Select a credit card SF merchant ID, an eCheck SF merchant ID, or both for an institution set. This determines which payment type is supported for this institution set: credit card only, eCheck only, or both.

If you select a value in both theCredit Card Merchant ID and an Electronic Check Merchant ID fields, the Select Payment Method page prompts students to select one of two payment types from the drop down list: Pay by Credit Card or Pay by Electronic Check, before they are permitted to enter self-service payment information. If you select a value in only one of these two fields, then the system takes students directly to the Make a Payment — Specify Payment Details page because there is only one valid tender option for self-service payment.

Note. Depending on the charge priority rules assigned to the ePayment item type, the student may not be presented with all charges to pay – she will only be presented those charges that are a part of the charge priority list that is associated with the ePayment credit card or eCheck item type.

Real-Time Authorization and Real and Real-Time Settlement

These boxes display setup options from the SF merchant IDs you select in the Credit Card Merchant ID and Electronic Check Merchant ID fields. The options are for your information only and cannot be changed on this page. Make sure to confirm the accuracy of the information in this group box before proceeding to set up your institution set.

Allocation Level

Use the allocation level to define how charges and payments are displayed on a self-service page.

Post Offline Authorization

Select to post transactions in real time, even though you authorize the transactions through a batch process. This field is available only if you do not select the Credit Card Authorization option on the SF Merchants page.

Post Unprocessed Authorization

Select to post credit card transactions that fail while performing real-time authorization due to a connection problem. If you clear this check box, the system only posts transactions with fully processed authorizations.

Note. Consider the implications if transactions posted in real-time fail authorization when processed at a later point in time (such as payment reversals and discharge of service indicators).

Reverse Declined Authorization

Select to automatically reverse a posted transaction when a credit card transaction is declined. This option should always be selected if you choose to post transactions with payments authorized offline (see above).

Display Pending Financial Aid

Select to display anticipated aid as a line item on the Make a Payment - Specify Payment Amount page in the What I Owe grid. With this check box selected, anticipated aid appears on the page as a line item only and does not reduce the remaining balance amount. Students are informed of any anticipated aid, but their total charges are not reduced by the anticipated aid.

If cleared, then the student's anticipated aid does not appear anywhere in the Make a Payment component of self-service.

Include Pending Aid — Payments

Select to use pending financial aid to reduce the remaining balance amounts on the Make a Payment - Specify Payment Amount page. This check box must be used in conjunction with the Display Pending Financial Aid check box for the remaining balance amount to be reduced by anticipated aid.

If this check box is selected, the student's total charges are reduced and they are informed of any anticipated aid.

If Display Pending Financial Aid and this check box are both cleared, then the student's anticipated aid does not appear anywhere in the Make a Payment component of self-service.

Display Pending Payments

Select to display the student's pending payments on the Make a Payment - Payments page and the Make a Payment - Specify Payment Amount page.

If cleared, then the student's pending payments do not appear anywhere in the Make a Payment component.

Include Pending Payments

If selected, then the student's balance is reduced by the payment amount. This check box must be used in conjunction with the Display Pending Payments check box for the remaining balance amount to be reduced by any payments made.

If Display Pending Payments and this check box are both cleared, then the student's pending payments do not appear anywhere in the Make a Payment component of self-service.

Credit Card Merchant ID and Electronic Check Merchant ID

Select a credit card SF merchant ID, an eCheck SF merchant ID, or both for Miscellaneous Fees. This determines which payment type is supported for this institution set: credit card only, eCheck only, or both. If you select a value in both the Credit Card Merchant ID and an Electronic Check Merchant ID fields, the Select Payment Method page prompts students to select one of two payment types from the drop down list: Pay by Credit Card or Pay by Electronic Check, before they are permitted to enter self-service payment information. If you select a value in only one field, the system takes students directly to the Make a Payment - Specify Payment Details page because there is only one valid tender option for self-service payment.

For miscellaneous purchases, the set up on the Purchase Items set up component determine what items will be presented for purchase. Since these are optional purchases, they do not exist until the student (or user) elects to purchase these items. As these are paid for at the time of selection, charge priority rules have nothing to do with miscellaneous purchases.

Business Unit

Enter the business unit that you want to include in this institution set.

Location Code

Select a location code to display a remittance address on the Account Summary and Total Due Charges pages.

Contact

Select the ID of the individual assigned to be the contact person in the event of web credit card transaction problems.

Email ID

Enter the email address of the contact person.

Telephone

Enter the telephone number of the contact person.

Ext (extension)

Enter the telephone extension of the contact person (if applicable).

Disable Internet Payment

Select the negative service impact code that the system uses to disable a customer's ability to pay on the internet using a credit card. If the student has this impact on their account, they will be unable to access the Make a Payment page.

Override Daily Limit

Select the positive service impact code that the system uses to enable customers to bypass the daily limit for credit card payments. If a student has this impact on their account, they will be able to make credit card payments in excess of the daily limit.

Accept Self-Service Payments

This is a display-only field that shows if Accept Self Service Payments has been selected in the General Options setup. This means that web credit card payments are authorized for this business unit.

Credit Card Item Type

Enter the item type that the system uses for self-service credit card transactions entered for this institution set.

Note. The payment item type you select must specify credit card as a tender type.

eCheck Item Type

Enter the item type that the system uses for self-service eCheck transactions entered for this institution set.

Note. The payment item type you select must specify electronic check as a tender type.

See Setting Up Item Types and Item Type Groups.

Deposit Item Type

If you accept web credit card payments for admission deposits, select the item type defined for admission deposits.

Primary Business Unit

Select to designate the business unit as the one to which the system assigns ePayment transaction surcharges.

Note. You can designate only one business unit per institution set as the primary business unit.

Convenience Fee Account Type

If you charge a convenience fee on credit card transactions, select the account to which the system posts charges resulting from a credit card transaction convenience fee.

Note. If you charge a convenience fee, the payment item type used for credit card transactions must include the account type of your convenience fee item type on the account type page.

See Setting Up Item Types and Item Type Groups.

Convenience Fee Item Type

If you charge a convenience fee on credit card transactions, select the item type that the system uses when posting charges resulting from a credit card transaction convenience fee.

Note. If you are charging a convenience fee, the item type specified here must be included in one of the Allowable Charges tree nodes in the charge priority list used by the credit card payment item type. This charge priority list is specified on the item type miscellaneous page.

See Setting Up Item Types and Item Type Groups.

Excess Payment Account

Select the account to which the system posts credit card payments in excess of customer balances. If it is different, this selection overrides the Payment Excess Account that you select in the Posting Setup 1 page of the SF Business Unit component.

Excess Payment Description

Enter the label you want to display for excess payments. This description overrides the description of the credit card payment item type and appears on the Allocate Payment page in the Future Charges section.

Service Indicator CD

Select the negative service indicator code that the system attaches to student records when transaction authorizations fail and payments are reversed.

Credit Card Item Type

Enter the item type that the system uses for self-service credit card transactions entered for this institution set for paying for miscellaneous purchases.

Note. The payment item type you select must specify credit card as a tender type.

eCheck Item Type

Enter the item type that the system uses for self-service eCheck transactions entered for this institution set to pay for miscellaneous purchases.

Note. The payment item type you select must specify electronic check as a tender type.

See Setting Up Item Types and Item Type Groups.

Convenience Fee Account Type

If you are charging a convenience fee on credit card transactions for miscellaneous purchases, select the account to which the system posts charges resulting from a credit card transaction convenience fee.

Note. If you are charging a convenience fee, the payment item type used for credit card transactions must include the account type of your convenience fee item type on the account type page.

See Setting Up Item Types and Item Type Groups.

Convenience Fee Item Type

If you are charging a convenience fee on credit card transactions, select the item type that the system uses when posting charges resulting from a credit card transaction convenience fee.

Note. If you are charging a convenience fee, the item type specified here must be included in one of the Allowable Charges tree nodes in the charge priority list used by the credit card payment item type. This charge priority list is specified on the item type miscellaneous page.

See Setting Up Item Types and Item Type Groups.

SF Self Service Options

SS_SF_OPTIONS

Set Up SACR, Common Definitions, Self Service, Student Financials, SF Self Service Options

Define business unit labels for self-service payment pages. The values you enter here are used in the View By drop downs and in grids on self-service pages.

Purchase Category

SSF_PUR_CATEGORY

Set Up SACR, Common Definitions, Self Service, Student Financials, Purchase Category

Set up purchase category.

Purchase Items

SSF_PUR_ITEM_TBL

Set Up SACR, Common Definitions, Self Service, Student Financials, Purchase Items

Set up fee structure for purchase of miscellaneous items.

Effective Date

The start date. Prior to this date, the item is not eligible for selection in Self Service.

Status

Active or Inactive.

Expiration Date

The end date. The item will is not available for selection via self-service after this date.

Term

Appears only for Students Who Match Attributes and All Term Activated Student selections.

This limits the item to a specific term and is used in conjunction with the Effective Date and Expiration Date which do not fall into the Start and End Dates of the Term. For fees that have overlapping Effective and Expiration Date ranges, for example supplemental Health Insurance, you may add multiple terms to cover the item for purchase.

Purchase Category

Select a purchase category.

Account Type

Use to classify the Charge Item Type.

Item Type

Define an item type for the charge.

Amount

Enter the amount to be charged for the item.