9.2 Create a Third Party Contract

Purpose: Use this document as a reference for how to create and copy a third party contract in ctcLink.

Audience: All staff

Creating a Third Party Contract

Navigation:  Student Financials > Payment Plans > Third Party Contract > Create

  1. Select the Add a New Value tab
  2. Enter a Business Unit and Contract Number and click the Add button.
    1. Use recommended contract naming convention and creating separate contract for tuition and for Bookstore charges if your college bills for both. Business Unit (underscore) Term (underscore) Sponsor
      1. Examples
        1. WAXXX_2191_L&I
        2. WAXXX_2193_L&I_TUITION
        3. WAXXX_2187_L&I_BOOKS

 

  1. Enter the following information into the Third Party Contract tab.
    1. Enter a Description, Short Description, and Long Description based on institutional naming convention.
    2. Enter or select the External Org ID.
    3. Status: Select from the list of values; typically Active.
    4. Contract Priority is optional; the lower the number, the higher the priority.
      1. A priority should be used if students can be assigned to more than one third party contract.
    5. Enforce Contract Max: Typically leave checked (default).
    6. Contact Type: Select from the list of values, should be PRI
    7. Contract Max: Maximum monetary amount that the sponsor provides for all sponsored students combined. This amount cannot be adjusted after students are assigned to the contract.
    8. Student Max: Enter the maximum the sponsor provides per student. This amount cannot be adjusted after students are assigned to the contract.
    9. Charge Tree: Select Item Security for the applicable business unit.
    10. Last Date: Enter the last date that new charges can be covered or new students can be assigned. Recommend that this date is set out into the future.  This value cannot be adjusted after students area linked to the contract.
    11. Service Impact: Enter the service impact that would prevent students from enrolling in a third party contract.
    12. Select the Cross Reference Student Charge checkbox, this provides student details on the corporate account.
    13. Contract Group: Not used – leave blank.
  1. On the Third Party Contract Detail page tab, the Requisition Number field is a Global Field and is used for the invoice templates.  These other fields are optional and can also be populated by student while assigning students to a contract.   These fields are optional and will be displayed on the invoice.
  2. The Requisition Number field is a Global Field and is used for the invoice templates (will be shown on invoice.)

Note: The available fields will vary depending on the contract type selected. DO NOT populate the invoice layout ID (this can cause unexpected results,) please leave blank.

  1. On the Third Party Item Types tab enter the following:
    1. Account Type: TPC (third party contract)
    2. Charge Item Type: Third Party Charge.
    3. Discount Item Type: Optional to allow discounts to third party sponsors.
    4. Credit Account Type: TPC (Third Party)
    5. Credit Item Type: Enter or look up. This item type is visible on the student account to show what paid the charge.
    6. Contract Type: Select from the list of values, should be specific term
    7. Term: Enter or lookup the term in which the contract applies.
    8. Item Type Group: Not used – leave blank.
Third Party Item Types tab
  1. On the Third Party Charges tab, enter the following:
    1. Tree Node: Select the nodes that can be billed to the third party sponsor.
    2. Max Amount: Enter the maximum amount to to be transferred to the corporate account for the corresponding tree node.
    3. Percentage: Typically 100%.
    4. Charge Item Type:  Should be the same as entered on the Third Party Item Types tab.
    5. Click the Save Button.
Third Party Charges tab

Copy an Individual Third Party Contract

Navigation:  Student Financials > Payment Plans > Third Party Contract > Create

  1. On the Find an Existing Value tab enter the Business Unit and search criteria (Contract Number, External Org ID or Description) to locate a contract to copy.
  2. Click Search.
Find an Existing Value tab
  1. Click the Copy button to display the Copy Contract page.
Third Party Contract
  1. Enter a new, unique contract number in the New Contract Number field and a Description for the new contract.
  2. Check the Copy All Values checkbox.
Copy COntract Information section
  1. Click Next to return to the Third Party Contract page where the contract values can be edited using the instructions at the beginning of this guide. When editing is complete, click Save.

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