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Student Financials: Course and Class Fees/1098-T/Third Party Contracts Listen & Learn

Purpose: Remediation WebEx Listen & Learn session for Course and Class Fees/1098-T/Third Party Contracts

Audience: All College Staff

Course and Class Fees/1098-T/Third Party Contracts Meeting Information

Gap Analysis (Listen & Learn)

Topic: Course and Class Fees/1098-T/Third Party Contracts

Meeting Date/Time: March 29, 2017 1:00 - 2:30pm

Meeting Facilitator: Elizabeth Lewandowski

Meeting Information: Course and Class Fees/1098-T/Third Party Contracts WebEx Recording

Meeting Objectives

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  

Key CS Modules Involved

  • Student Financials
    • Third Party Contracts
  • Enrollment Services

Meeting Notes and Decisions

  1. Course & Class Fees
    1. BAS students enrolled in all lower level courses is an issue as the CEMLI only works for a mixture of upper & lower level.
      1. Will look into the CEMLI and see if changes can be made.
    2. Tacoma asked about creating BAS self-support courses.
      1. Will set up a session to discuss BAS self-support further.
  2. 1098Ts
    1. Spokane wants Third Party Contracts in Box 5.
      1. This is a governance issue.  John Ginther and other from the policy side will need to decide this issue.  The system should be configured consistently.
    2. Spokane stated citizenship issues are creating 1098Ts for students who shouldn’t receive them.
      1. Melissa stated that citizenship was brought up in OAA and there is discussion around changing the way it is answered on applications.
    3. Tacoma stated issues with addresses and missing SSN.
      1. Melissa stated there is work on implementing clean address.
      2. More communication training will be available for Message Center.
  3. 3rd Party Billing
    1. Invoice layout is not acceptable for most agencies.  Colleges are creating manual invoices.
      1. Spokane mentioned looking for an outside vendor to produce invoices if the invoice layout change is not approved.
      2. It was recommended that the prior CAB request be pulled and reviewed and see if we need to break up the request into separate requests to put forth for governance consideration and approval.
    2. Printing issues.
    3. Possible Com Gen to produce invoices.

Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets

  • None

Topics and Associated Remediation Tickets

Course & Class Fees/1098Ts/3rd Party Billing

Ticket # Requirement ID Requirement Description Assoc. Topic
21385 SF86-Self-service Allow students and other departments to review and print account information and status online (e.g., select and print receipts for payments; retrieve 1098-T information) in accordance with FERPA regulations.
21360 SF93-Inquiry & Reporting Meet all city, state and federal reporting requirements (e.g., 1098-Ts; 1042-Ss) at both the centralized (i.e., System) and decentralized (i.e., college) levels.
21505 SF69-Waivers, Sponsors and 3rd Party Billing Perform third-party billing based on user-defined criteria (e.g., by student, consolidated).
21477 SF70-Waivers, Sponsors and 3rd Party Billing Generate a consolidated bill for all third-party entities using various user-definable sort criteria.

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