BFET in ctcLink
Purpose: Use this document as a guide to set up and manage the BFET Reimbursement Program in ctcLink.
Audience: FA/SF/Finance Staff/Supervisors
For additional information, please see the SBCTC Basic Food, Employment and Training (BFET) web page for program details, important dates, and contact information. Please see below for direct links:
Effective October 1st, 2022, colleges offering BFET programs will follow a global process for the set up in PeopleSoft for leveraging BFET reimbursement on administrative costs which include staff salaries, benefits, travel, goods/services, and F&A/indirect. This global process requires the use of the program chartfield value in budgets and expenses and does not require changes for student expenses.
Note: SBCTC Education Division Policy requires colleges to refrain from setting up BFET-related funding sources within the Grants Module.
BFET Process Flow
The initial setup begins in Finance with a locally defined Program Code and BFET-related Budgets in Commitment Control. Then the finalized ChartStrings are used to create payroll-related speed types called Combo Codes for college employee salaries and benefits. SF and FA will also use the finalized ChartStrings to create tuition-related speed types called Item Types to process student awards and transactions.
Finance Pre-Processing Set-Up
These processes are completed annually as the reimbursement program is renewed each year.
Use the following QRG as a guide to create your locally defined Program Code.
Video Tutorial
The video below demonstrates the Create a BFET Program Code process. There is no audio included with this video. Select the play button to start the video.
Create combo codes using the new ChartStrings that include the locally defined ‘BFET’ Program Code for any staff time leveraged for BFET. Use the following QRGs as a reference:
Video Tutorial
The video below demonstrates the Create a BFET Combo Code process. There is no audio included with this video. Select the play button to start the video.
Campus Solutions Configuration Set-Up
- SF Configuration (Item Types, Tuition Calculation)
- FA Configuration (Item Types)
The global BFET items types listed below. *The available item types may vary per institution.*
| Global Non-Disbursable Item | Description (PH = Placeholder, ND = Non-Disbursable) |
|---|---|
| 912000001410 | BFET Books Placeholder |
| 912000001420 | BFET Equipment Placeholder |
| 912000001430 | BFET Transportation PH |
| 912000001440 | BFET Childcare Placeholder |
| 912000001443 | BFET Digital Supports ND |
| 912000001446 | BFET Phone & Internet ND |
| 912000001470 | BFET Testing Placeholder |
| 912000001480 | BFET Housing Placeholder |
| 912000001490 | BFET Clothing Placeholder |
| 912000001497 | BFET Vision/Dental Placeholder |
| 912000001498 | BFET Personal Hygiene PH |
| Global Disbursable Item Types | Description |
|---|---|
| 912000000400 | BFET Tuition |
| 912000000410 | BFET Books |
| 912000000420 | BFET Equipment |
| 912000000430 | BFET Transportation |
| 912000000440 | BFET Childcare |
| 912000000443 | BFET Digital Supports |
| 912000000446 | BFET Phone and Internet |
| 912000000470 | BFET Testing |
| 912000000480 | BFET Housing |
| 912000000490 | BFET Clothing |
| 912000000497 | BFET Vision & Dental |
| 912000000498 | BFET Personal Hygiene |
In the Financial Aid Module, the BFET Item Types will start your journey to billable items generating from CS: FA-SF and into FIN-GL. A student will have an award, which then posts to SF, and then posts to the GL.
Before awarding, and preferably at the time of identifying your BFET students, always work with your Student Records to post the appropriate BFET student group: SBFT.
Next, you add BFET award(s) in the Financial Aid Assign Awards to a Student page, using the BFET Item Types.
It is typical BFET recipients will not yet have their FAFSA completed at the time of awarding the first term BFET awards. Follow the QRG below:
QRG: Manually Awarding Aid without a FAFSA
In the event a BFET student does have their FAFSA completed/award package offered, follow this QRG to award BFET:
The awards must then be Authorized and Disbursed before the awards are able to be posted in the SF View Customer Accounts page.
Student Financials has a series of queries you can use to track how the BFET item types interface with the General Ledger (GL), their Charge Priorities as to how they apply to charges on the student accounts, and others to assist you in managing charges and balances through the specific SBFT student group.
- Recommended:
- CTC_SF_ACCTNG_LN_WITH_PROMPTS - Student Financials Transactions
- or
- QCS_SF_E214_ACCTG_LN_CF_DTL
- Optional:
- QCS_SF_ITM_TYPE_GL_INTERFACE - This query is quite robust and shows item types and all of their data pertaining to configuration.
- CTC_SF_VAL_CHRG_PRI_B - This BI Publisher Report provides an overview of your Charge Priority List that item types are configured to.
- QCS_SF_STDNT_GRP_PYMNT_DETAIL - This query shows student groups and the payment information for specific quarters.
- QCS_SF_STDNT_ACCOUNT_DTL_BAL - This query provides student account details including term-specific balances.
- QCS_SF_ITEM_TYPE_STDNT_CHARGES - This query shows charge item types applied to student accounts.
- CTC_CS_SF_STDNT_OUTSTDNG_CHRGS - This query provides outstanding charges on student accounts for specific terms.
- QCS_CC_STDNT_GRPS_BALANCES - This query shows outstanding remaining balances ( + / - ) on prompted Student Group and Institution.
- CPL/Configuration:
- QCS_SF_ITEM_TYPE_TREE_NODE
- QCS_SF_ITEMTYPES_TO_CPL
- QCS_SF_CPL_NODE_ITEMTYPES
The BFET Program Code and Budgets are created in Finance, however majority of the transactions occur in HCM or CS Pillars. When expenditures occur, they are integrated or journalized over into the General Ledger in a batch process. Use a variety of queries from HCM, CS, and FIN to identify and reconcile data.
The following steps guides you to analyze transactions, manage indirect cost, and bill for reimbursement.
Finance - Administrative-related Expenses:
- Salaries and Benefits are journalized from the HCM Pillar and posted in GL.
- Goods & Svc, Travel, etc. are posted to the GL from other Finance Modules.
- When processing expenses for BFET administrative costs, use the ChartStrings with the locally defined ‘BFET’ Program Codes.
Student Financials - Student-related Expenses:
- Tuition, books, childcare, transportation, etc. are journalized from CS Pillar through the Second Journal Set process. Transactional details [student IDs, term, amounts] are found on SF-side and the summary expense totals are posted on the GL-side. Student Financial transactions post to the General Ledger in summary data using the Second Journal Set process. For more information, please see the QRG SF-Finance GL Integration for more information.
Query administrative expense data using the QFS_GL_PROGRAM_ACCT_ANALYSIS query (must be run as a Scheduled Query). Use the BFET Program Code in the query prompts.
Calculate and create a manual journal entry for the F&A/Indirect expense using the including the BFET program code. Post the F&A/Indirect "expense" in your college's BFET Reutilized Funding (fund 146) Chartstring.
Use the following QRG as a reference:
Finance - Administrative-related Expenses:
Query admin-related expense data, such as Salaries, Benefits, Goods & Services, use the QFS_GL_PROGRAM_ACCT_ANALYSIS query and payroll details using the QFS_GL_PROGRAM_HR_ACCT_LINE query (must be run as Scheduled Queries). Use the BFET Program Code in the query prompts.
The QFS_GL_PROGRAM_ACCT_ANALYSIS query data can be put into a pivot table to show total funding by funding source as well as funding by budget item which can be used for invoicing in Online Budget and Invoicing System (OBIS) and reporting on the Local Certification Form. When using this data, be sure to filter/sort data for only expense accounts.
Example below displays how to utilize the Search Criteria field values within the QFS_GL_PROGRAM_ACCT_ANALYSIS query and the QFS_GL_PROGRAM_HR_ACCT_LINE. Note: the '5%' entered uses a wildcard '%' sign that pulls all values after 5 or all GL Accounts that begin with 5 - for Expenditures.
Student Financials - Student-related Expenses:
Query SF-related expense data, such as Tuition, Books, Childcare, etc. Use the SF Query: CTC_SF_ACCTNG_LN_WITH_PROMPTS - Student Financials Transactions with the FIN Query: QFS_GL_ACCOUNT_ANALYSIS. Pivot by GL Account# 1000199 and compare SF detailed transactions with Student ID numbers with the GL Summary data using GL Account# 5XXXXXX.
Additional notes:
SF is looking at internal cash [GL Account 1000199] and GL is looking at expenses [GL Accounts 5XXXXXX] so the two amounts should offset each other to zero. The example above (see period 8 and row 6) and below (Fund 846 Sum Amount $25.00) provides a college that is out of balance by $25 between SF and GL. This would provide them with the ability to drill down to do additional research at the student level. In this case however, the difference was due to a manual entry that happened only on the GL side and did not flow back to SF.
Use the following queries to troubleshoot and dive into details of student expenses for a given period, outstanding charges, etc.
- QCS_SF_STDNT_GRP_PYMNT_DETAIL - This query shows student groups and the payment information for specific quarters (most common and useful).
- QCS_SF_STDNT_ACCOUNT_DTL_BAL - This query provides student account details including term-specific balances.
- CTC_CS_SF_STDNT_OUTSTDNG_CHRGS -This query provides outstanding charges on student accounts for specific terms.
- CQS_SF_ITEM_TYPE_STDNT_CHARGES - This query shows charge item types applied to student accounts.
- QCS_CC_STDNT_GRPS_BALANCES - This query shows outstanding remaining balances ( + / - ) on prompted Student Group and Institution.
Combine the administrative total from the QFS_GL_PROGRAM_ACCT_ANALYSIS query and the student total from the CTC_GL_SF_ACCTNG_LN_WITH_PROMPTS or QCS_SF_STDNT_GRP_PYMNT_DETAIL to get the total up-front funding the college leveraged for BFET administrative and student costs. Depending upon your college business practice decision, your department may already have in place the 50% reimbursement calculation within the Payroll Combo Code and/or Item Types. Check with your local college business practices. If your college does not have it in place, divide that total in half to get the 50% amount the college can invoice SBCTC. This is the amount you will invoice in ctcLink and in OBIS. Please refer to the SBCTC BFET Fiscal Guidelines for detailed budget and invoicing guidelines.
Utilize your college’s BFET Reutilized Funding ChartString (fund 146) on the invoice so that the payment is deposited into that ChartString per BFET policy. Consider setting up a Billing Charge Code for this ChartString to make invoicing faster.
Per SBCTC, please use AR OFFSET or CONTRACT ASSET as the default or GL Account 1010050 for Finance-related billing. If you have questions, please contact the SBCTC Accounting Team.
Please use the AR Customer for the State Board for Comm & Tech Colleges: FIN00107
Use the Billing Prep analysis to create a manual Billing Invoice and use the following QRGs as a guide to create either a Standard or Express Bill in ctcLink:
- QRG: Create a Standard Bill or Create an Express / One-Time Bill - The PeopleSoft invoice will be used for internal purposes for you will create an OBIS Invoice to submit to the State Board. The reimbursement payment will be matched to the PeopleSoft invoice.
- QRG: Creating a Bill Charge Code - Creating a BFET charge code can help expedite when creating an invoice.
- QRG: Copying a Bill - After you've successfully created a BFET PeopleSoft invoice, follow these steps to copy the invoice. Be sure to update the Amounts, Header/Line Notes for the new invoice.
Utilize data from the queries mentioned above to complete the billing and associated reporting (Local Match Certification form).
Enter the PeopleSoft generated Invoice Number as the OBIS Invoice Number. Utilize the Comments section for additional details if needed.
Process complete.
Video Tutorial: BFET Billing and Payment Process in Finance
The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning. Select the play button to start the video.
Video Tutorial Via Panopto: BFET Billing and Payment Process in Finance
View the external link to the BFET Billing and Payment Process in Finance training session. This link will open in a new tab/window.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning. Select the play button to start the video.
Video Tutorial Via Panopto
View the external link to the Introduction to BFET training session. This link will open in a new tab/window.
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