Term Rollover Checklist 27d

Purpose: Use this document as a reference for Term Rollover for Student Financials in ctcLink.

Audience: Student Financials Staff

SF Term Default Checklist

Use the checklist below to confirm all steps have been completed.

SF Term Default
Setup SACR - Product Related - Student Financials - Charges and Payments -  SF Term Default
Adjustment Calendars
Setup SACR - Product Related - Student Financials - Tuition and Fees - Adjustment Calendars
Billing and Due Calendars
Setup SACR - Product Related - Student Financials - Tuition and Fees - Billing and Due Calendars
Tuition Calculation Controls
Setup SACR - Product Related - Student Financials - Tuition and Fees - Tuition Calculation Controls
Term Fees
Setup SACR - Product Related - Student Financials - Tuition and Fees - Copy Term Fees
Min/Max Fees
Setup SACR - Product Related - Student Financials - Tuition and Fees - Minimum / Maximum Fees
Transaction Setup
Setup SACR - Product Related - Student Financials - Tuition and Fees - Transaction Fees
Class/Course/course List Fees
Setup SACR - Product Related - Student Financials - Course and Class Fees - Class / Course Fees Rollover
*Contact your class builders prior to the rollover process.
Optional Fees
Setup SACR - Product Related - Student Financials - Optional Fees - Optional Fees per term
General Ledger Interface
Setup SACR - Product Related - Student Financials - General Ledger Interface - Copy Term
1098-T Taxes
Setup SACR - Product Related - Student Financials - Taxes - 1098-T TIN Table
Total Tuition Schedule
Setup SACR - Product Related - Student Financials - Tuition and Fees - CTC Custom  - Total Tuition Schedule
Term Default

Navigation: Setup SACR > Product Related > Student Financials > Charges and Payments > SF Term Default

A default term value simplifies data entry. Typically, changing the default term value at the beginning of each term is most beneficial. Using effective dating functionality, you can predefine default term values in advance and have them automatically change on the first day of the term.

  1. On the Find an Existing Value tab, enter Business Unit.
  2. Click the Search button.
  1. Click on the plus sign (+) to insert a new row.  Enter the appropriate information in the following fields:
    • Effective Date
    • Term
    • Term Begin Date
    • Term Ending Date
    • Academic Year
    • Antic Aid Term From
    • Antic Aid Term To
  2. Click the Save button.

Note: Antic Aid Term From and To: Value of the first and last term that you want considered for anticipated financial aid.

Adjustment Calendars

Navigation: Setup SACR > Product Related > Student Financials > Tuition and Fees > Adjustment Calendars

Adjustment calendars determine the refund schedules that you apply to the members of a tuition group. These calendars govern how ctcLink adjusts term and class level fees when a student withdraws or drops a class. ctcLink uses the number of days that a term or class has been in session or the class attendance percentage to determine the percentage of refund due.

Note: Copy one by one if you have multiple adjustment calendars.

  1. On the Find an Existing Value tab, enter SetID.
  2. Click the Search button.
  1. Click on Copy Adjustment Calendar.

Note: Select the Term Withdrawal checkbox if the adjustment code is to be used for term withdrawal.

  1. Fill in appropriate values for the following:
    • From Term
    • Session
    • To Term
    • Session
  2. Click the OK button.
  1. Click Save on Adjustment Calendars page.
Billing and Due Calendars

Navigation: Setup SACR > Product Related >  Student Financials >Tuition and Fees > Billing and Due Calendars

Billing and due date calendars are associated with tuition calculation and are used to determine the percentage of specific fees due to be paid by a particular time. Because a due date calendar is required for the setup of fees, you must define at least one billing and due date calendar for your institution. You can also define additional billing and due date calendars as needed to meet the requirements of your business processes.

Note: Copy one by one if you have multiple Billing and Due Calendars

  1. On the Find an Existing Value tab, enter SetID.
  2. Click the Search button.
  1. Click on Copy Billing and Due Calendar.
  1. Fill in appropriate values for the following:
    • From Term
    • Session
    • To Term
    • Session
  2. Click the OK button.
  1. Update the values on the From Day, To Day and Days fields, if required.
  2. Click Save on the Billing and Due Calendars page.
Tuition Calculation Controls

Navigation: Setup SACR > Product Related >Student Financial > Tuition and Fees > Tuition Calculation Controls

Tuition calculation controls determine the academic careers that are eligible for tuition and fee calculation each term.

Note: Insert a new row under each Academic Calendar using the (+) sign under Term Controls for each new term.

Please submit a ticket to the ctcLink Service desk about when the upcoming term’s tuition should be added to the nightly tuition calculation job

  1. On the Tuition Calculation Controls tab.  For each Academic Career, click on the plus sign (+) to insert a new row for Term Controls.  Enter the highlighted areas.
  2. Click the Save button.
  1. On the Refund Calculation Controls tab, click on plus sign (+) to add more lines.
  2. Enter the term.
  3. Click the Save button.
  1. On the Display Error Warning Controls tab, click on the plus sign (+) to insert a new row.  
  2. Enter the Term and select the check boxes for Include Status of Warning and Include Status of Message.
  3. Click the Save button.
Term Fees

Navigation: Setup SACR > Product Related > Student Financials > Tuition and Fees > Copy Term Fees

Term fee codes are the most generalized method of establishing rates for tuition and fees. Each term fee code comprises one or more term fee definitions. Each term fee definition comprises one or more term sub fee codes and each term sub fee code comprises one or more term sub fees. This multilevel structure provides flexibility and convenience. After you define your term fees for one term, you can copy those same fees forward to subsequent terms. This enables you to set term fees at the start of each term; you do not have to redefine your term fee schedule with each new term, which reduces data entry time.

Note: Make sure to select Copy All Term Fees from the Copy Options Dropdown.

  1. On the Find an Existing Value tab, enter Run Control ID.
  2. Click the Search button.
  1. On the Copy Term Fees page, enter appropriate value in the following fields:
    • Copy Options - Note: Make sure to select Copy All Term Fees from the Copy Options dropdown.
    • SetID
    • From Term and To Term.
  2. Click the Run button.
Minimum/Maximum Fees

Navigation: Setup SACR > Product Related > Student Financials > Tuition and Fees > Minimum / Maximum Fees

You can define a minimum and maximum range for all of your fees and charges. You can set fee ranges for sessions, terms, academic years, and billing careers so that they build off one another.

  1. In the Find an Existing Value tab, enter SetID.
  2. Click the Search button.
  1. On the Minimum/Maximum Fees 2 tab, click on the plus sign (+) to insert a new row.  Enter Term and Maximum Amount.
  2. Click the Save button.
  1. On the Minimum/Maximum Fees 1 tab, click on the plus sign (+) to insert a new row at the Academic Year Minimum/Maximum level.  Enter the new Academic Year, if applicable, and the Maximum Amount.
Transaction Fees

Navigation: Setup SACR > Product Related > Student Financials > Tuition and Fees >Transaction Fees

Transaction fees are additional fees that are charged to students in the event of an enrollment transaction such as the addition or dropping of a class. You set up transaction fees by term with an effective date for each term.

Note: Copy one by one if you have more than one transaction fee

  1. On the Find an Existing Value tab, enter SetID.
  2. Click the Search button.
  1. Click on Copy Transaction Fee.
  2. Fill in appropriate values for the following:
    • From Term
    • Session
    • To Term
    • Session
  3. Click the OK button.
  4. Update the Effective Date and Amount (if required).
  5. Click the Save button.
Fees/Course Fees/Course List Fees

Navigation: Setup SACR > Product Related > Student Financials > Course and Class Fees > Class /Course Fees Rollover

Work with your class builders to determine if the rollover is necessary  The rollover process can add and/or override any fees that have already been established for the upcoming term schedule.

After term fees, course fees and class fees are the most generalized method of establishing rates for fees.

  1. On the Find an Existing Value, enter Run Control ID.
  2. Click the Search button.
  1. Enter appropriate values for the following fields:
    • SetID
    • From Term
    • To Term
  2. Check boxes for what you would like to roll over:
    • Class Fees: A class is a particular instance or section of a course and the fee will be applied at the class level.
    • Course Fees: A course fee will apply at the course level, that is, all classes will be applied the same course fee.
    • If a class has been configured with both a course and class fee, the class fee supersedes the course fee.
  3. Click the Run button.
  4. Click the OK button on the process scheduler request page.
  5. Click on the Process Monitor and ensure the process runs to success.
General Ledger Interface

Navigation: Setup SACR > Product Related > Student Financials > General Ledger Interface > Copy Term

When you run the GL Term Copy process, it copies all of the ChartField information for all item types within the classification that you select. This process functions even if you previously copied ChartField information for an individual item type using the Copy GL Interface button on the GL Interface page of the Item Types component.

  1. On the Find an Existing Value tab, enter Run Control ID.
  2. Click the Search button.
  1. Enter appropriate values for:
    • SetID
    • To Date
    • From Term
    • To Term

*NOTE:  at least one type from the Select Item Types for Copy must be chosen to Run.

  1. Click the Run button.
  2. Click the OK button on the process scheduler request page.
  3. Click on Process Monitor to ensure the process runs to success.
1098-T Taxes

Navigation: Setup SACR > Product Related > Student Financials >Taxes > 1098-T TIN Table

Click to copy the TIN setup data from a previous year into the TIN that you are creating. When you click this button, ctcLink prompts you to enter the calendar year from which to copy setup data

  1. On the Find an Existing Value tab, enter or search for Federal TIN.
  2. Click the Search button.
  3. Click on Copy TIN Setup.
  4. Click the Save button.
Total Tuition Schedule

Navigation: Setup SACR > Product Related > Student Financials > Tuition and Fees > CTC Custom >Total Tuition Schedule

  1. On Find an Existing Value, enter the applicable Academic Institution and click Search.
  2. Select the Term you wish to copy from.
  3. Click on the Copy to New Term button.
  4. Enter the Term you wish to copy to.
  5. Click the Copy button.
  6. Update the rate schedule per residency per class level, if required.
  7. Click the Save button.

0 Comments

Add your comment

E-Mail me when someone replies to this comment