9.2 SF/FIN Split Payment for ESSER

Purpose:  Use this document as a reference for entering a split payment in ctcLink.

Audience:  ESSER Payment Processors (SF and FIN).

Student Financials

Depending on your business practice, you can process payments utilizing the Post Corporate Transaction or Post Corporate Payment pages. Each option is listed below for EFT wires.

Post Corporate (Third Party) Transaction

Navigation:  NavBar > Navigator > Student Financials > Charges and Payments > Post Corporation Transaction

  1. The Corporate Post Add a New Value page displays.
  2. Enter Business Unit.
  3. Enter the External Org ID 202858520.
  4. Select Account Type = "TPC".
  5. Enter the payment TPC EFT Wire Transfer Payment Item Type.
  6. Select Add.
Corporate Post page
  1. The Corporate Post page displays.
  2. Enter the Amount.
  3. Enter the Term.
  4. Enter additional information in the Reference Number is an optional field.
  5. Choose Select Charges to Pay, Select Students to Pay, or Third Party Information (depending on your business practice).

Depending on how many students, how much the payment is for, and if any adjustments to the Third Party process have been made, the Select Charges to Pay, Select Students to Pay, and Third Party Information hyperlinks all have their advantages and disadvantages.

NOTE: It is essential that either the student or contract is entered into this payment (by selecting one of the three hyperlinks) which prohibits payments from posting towards future charges. It is important to tie the payment to either the student or contract.

Corproate Post page where amount and term are entered
  1. Enter the student or contract information. Select OK.
  2. Select the Post button to finalize the transaction.
Corporate post page with Post selected
  1. Student Financials payment processing complete.
Post Corporate (Third Party) Payment

Navigation: NavBar > Navigator > Student Financials > Cashiering > Post Corporate Payments

  1. The Corporate Payments search page displays.
  2. Enter or select Business Unit.
  3. Enter or select Cashier’s Office.
  4. Leave the Receipt Number as the defaulted value; ctcLink will auto-assign a receipt number.
  5. Enter or select External Org ID 202858520.
  6. Select Add.  
Corporate Payments Add a New Value page
  1. The Corporate Payments page displays.
  2. Enter Ref Nbr if needed. This field is optional.
  3. In the Target Detail section, enter or select the Target.
  4. Enter the Amount of the payment.
  5. Enter or select the Term in which the payment should be applied to the corporate account.
  6. In the Tender Detail section, enter the type of payment in Tender.  
  7. Select the Tender Details link to enter additional information if required by institutional policy.
  8. Enter the Amount of the payment.
  9. Choose Select Charges to Pay, Select Students to Pay, or Third Party Information (depending on your business practice).

Depending on how many students, how much the payment is for, and if any adjustments to the Third Party process have been made, the Select Charges to Pay, Third Party Info, and Select Students to Pay hyperlinks all have their advantages and disadvantages.

NOTE: It is essential that either the student or contract is entered into this payment (by selecting one of the three hyperlinks) which prohibits payments from posting towards future charges. It is important to tie the payment to either the student or contract.

Corporate Payments page where target and tender detail is entered.
  1. Enter the student or contract information. Select OK.
  2. Select Create Receipt.
Corporate Payments page with create receipt selected.
  1. Student Financials payment processing complete.
Finance

When splitting a payment between SF and FIN areas, use the available description field to add more information and the attachment feature to upload supporting documents. Hint - the more information that is added at this step will help with month end reconciliation.

Enter Regular Deposit and Apply Payment

A Regular Deposit commonly referred as AR REG Deposit, is a deposit that is attached to an invoice or an item. This is the recommended option to process Grant and/or Project related payments.

9.2 Entering a Regular Deposit - Receives the deposit. For over/short payments please see the following QRGs on Over Payments or Under Payments.

9.2 Entering a Deposit and Applying Using a Worksheet - Receive the deposit and apply payment to customer's account.

9.2 Entering an Express Deposit - This option is for a payment that equals the Invoice/Bill exactly. This option receives the deposit, applies the payment, and posts the payment to the customers account (recommended to select Batch Standard to post the transaction on the next scheduled AR Update).

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