9.2 Creating a New Waiver

Purpose: Use this document as a reference for how to create a new waiver in ctcLink.

Audience: Student Financials staff

Set Up Waiver Item Types

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Financials >  Item Types >  Item Types

  1. The Item Types search page displays.
  2. Select the Add a New Value tab.
  3. Enter SetID.
  4. Enter Item Type.  Refer to the tree manager/viewer for a reference of where each item type fits.
  5. Select Add.
Item Types Add a New Value tab
  1. The Initial Setup tab displays.
  2. Enter the Effective Date, Description, and Short Desc.
  3. Check GL Interface Required checkbox if this waiver feeds the general ledger.
  4. Select Waiver from the Classification section.
  5. Select Accounting Date Control = "Run Date".
  6. Select the Amount Edits tab
Initial Setup tab
  1. The Amounts Edits tab displays.
  2. Select the Do not Offset Reported Tuition checkbox if the waiver should be excluded from 1098-T calculations.
  3. Select the Miscellaneous tab.
Amount Edits tab
  1. The Miscellaneous tab displays.
  2. Enter Charge Priority List.
  3. Enter Payment Overall Priority.
  4. Enter Payment Priority Flag and Priority.
  5. Check the Pick up Receivable from Charge checkbox.
  6. Select the Account Types tab.
Miscellaneous tab
  1. The Account Types tab displays.
  2. Enter SetID.
  3. Enter Account Types.
  4. Select the General Ledger Interface tab.
Account Types tab
  1. The General Ledger Interface tab displays
  2. Enter any GL Interface information if you checked GL Interface Required from the first tab. *NOTE: to add additional debit and credit chart field information, select the Add a New Row [+] icon within the Item Type GL Entry Setup-Journal Sets section.
  3. Select Save.
General Ledger Interface tab
  1. Section complete.

Criteria

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Criteria

  1. The Criteria search page displays.
  2. Select the Add a New Value tab.
  3. Enter Business Unit.
  4. Enter Criteria.
  5. Select Add.
Criteria search page
  1. The Criteria tab displays.
  2. Enter the Effective Date, Description, and Long Description.
  3. Enter Criteria Type = "Trigger Criteria".
  4. Select the Criteria Details tab.
Criteria tab
  1. The Criteria Details tab displays.
  2. Enter Description.
  3. Check the Selected Detail Values checkbox.
  4. Select Operator = "Equal To".
  5. Enter Value/Node.
  6. Select Save.
Criteria Details tab
  1. Section complete.

Set Up Waivers

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Waivers

  1. The Waivers search page displays.
  2. Select the Add a New Value tab.
  3. Enter SetID.
  4. Enter Waiver Code.
  5. Select Add.
Waivers Add a New Value tab
  1. The Waivers page displays.
  2. Enter a Long Description describing the purpose of the waiver
  3. Effective Date should be on or after the effective date of the criteria.  Waivers are NOT term based.
  4. Account Type should match the Item Type that you will select or enter.
  5. Check the Enable Student Override checkbox to allow waivers to be assigned manually.
  6. Select the Criteria of either No Criteria or Use Criteria.   If selecting Use Criteria, enter the criteria created in the previous step.
    1. Ensure Use Excess Account is unselected to keep excess waiver amounts in the same account type.
    2. Waive Percentage:  Use this field if the waiver will be waiving a percentage of charges on the account
    3. Item Type Group field should be left blank.  We attach waivers to the tuition groups to particular term fees not item type groups
    4. Amount/Unit:  Use this field if the waiver will be waiving a certain amount per unit
    5. Flat Amount:  Use this field if the waiver will be waiving a flat amount from the total allowed charges
    6. Maximum Amount:  Set the maximum amount that can be waived for a student.
    7. Adjust Until Date: Tip is to use a date that is way out into the future.  This will help for any waivers that need adjusting for prior terms.
  7. All fields in the to Tax Option section are not being used at this time.
  8. Select Save.
Waivers page
  1. Section complete.

Adding Waivers to Tuition Groups

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Groups

  1. The Tuition Groups search page displays.
  2. Enter Business Unit.
  3. Enter Tuition Group.
  4. Select Search.
Tuition Groups search page
  1. The Definition tab displays.
  2. Select the Term Fees tab.
Definition tab
  1. The Term Fees tab displays.
  2. Select the Waiver link next to each Fee Code the waiver should be applied to.
Term Fees tab
  1. The Term Fee Waivers page displays.
  2. Select the Add a New Row [+] icon and enter the Waiver Code and corresponding Priority.
  3. Select OK.
Term Fee Waivers page
  1. The Term Fees tab displays.
  2. Select Save.
Term Fees tab

Assign the new waiver to a group of students using the Assign a Waiver for Multiple Students QRG or to an individual student using the Assign a Waiver for an Individual Student QRG.

  1. Process complete.

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