Collection Agreements

Purpose: Use this document as a reference for creating and assigning a student to a collections payment plan in ctcLink.

Audience: Student Financials staff.

You must have at least one of these local college managed security roles:

  • ZZ SF Payment Plan

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Create a Collection Agreement (Payment Plan)

Navigation: Student Financials > Payment Plans > Payment Plan > Create

  1. The Payment Plan Contract search page displays.
  2. Select the Add a New Value tab. Select the OK button when the Error Message appears.
  3. Enter the Business Unit and Contract Number, then select the Add button.
    • Note: A warning message prompt box will appear. Simply select the OK button.

You have the ability to create a broad, all-encompassing, Collection Agreements. A standard naming convention for the Contract Number for a broad Collection Agreement would be similar to WAXXX_COLLECT_AGREEMNT.

You also have the ability to create more specific Collection Agreements such as term-specific and student-specific. A standard naming convention for the Contract Number for a specific Collection Agreement would be similar to WAXXX_*TERM*_COLLECT_AGREEMNT or WAXXX_*STUDENT Initials*_COLLECT_AGREEMNT.

The maximum characters that can be entered in the Contract Number field is 25 (twenty five).

Payment Plan 1 Tab
  1. The Payment Plan 1 tab displays.
  2. Enter a Description, Short Description, and Long Description based on local naming convention.
  3. Enter, select, or search for the following:
    1. Pay Plan Type: Select "Credit Original Account".
    2. Status: Select from the list of values; typically Active.
    3. Total Budget Amt: Enter the maximum amount of student account charges for the payment plan to apply to. It is encouraged to be higher than $10,000.
    4. First Bill Date:  Enter the day payments can begin. Students can only make payments after this date. It must be the current date or future and may not be backdated.
    5. Payment Due Days: Enter the number of days after the bill date that the payment is due.
    6. Number of Payments: Enter the number of payments in this plan.
    7. Term: Enter the academic term this payment plan applies to. It does not have to be populated.
    8. Last Date: Enter the last date that charges can be added or adjusted and still be picked up by the plan. It is encouraged to be many years in the future.
    9. Billing Cycle: Enter the billing frequency.
    10. Service Impact: Enter the service impact that would prevent a student from enrollment in the payment plan.
Payment Plan 1 tab with default data entered

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Collection Agreement Payment Plan 1 Tab. This link will open in a new tab/window.

Payment Plan 2 Tab
  1. Select the Payment Plan 2 tab and the Payment Plan 2 tab displays.
  2. Select the Plan Type:
    1. Existing Charges Only:  Select to manually choose which charges to include in each student's payment plan at the time you add the student to the plan.  (Not available for Student Self Service.)

The use of the Existing Charges Only Plan Type allows for you to identify specific charges that may be eligible for the Collection Agreement. This also ensures that students are unable to enroll via Self-Service Collection Agreements (Payment Plans).

Payment Plan 2 tab with default data populated
Payment Plan Item Type Tab
  1. Select the Payment Plan Item Type tab and the Payment Plan Item Type tab displays.
  2. Enter, select, or search for the following:
    1. Adjustment Option: Select from the list of values.
    2. Extra Payments Option: Select how payment over the agreed amount are disbursed.
    3. Account Type: PPL (Payment Plan)
    4. Charge Item Type: Collection Agreement Charge
    5. Payment Item Type: Collection Agreement
Payment Plan Item Type tab with PPL entered in Account Type, 39XXX Item Type in Charge Item Type field, and 69XXX item type in Payment Item Type field.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Collection Agreement Payment Plan Item Type Tab. This link will open in a new tab/window.

Self Service Options Tab
  1. This tab is not used and should remain blank.
(Optional) Payment Plan Fee Tab

Collection Agreement Fee Item Type: If you assess an additional fee for your in-house collection payment plan, please log a ticket with SF Support requesting a new Item Type, 300000xxx250, where 'xxx' is your college code.

  1. Select the Payment Plan Fee tab and the Payment Plan Fee tab displays.
  2. Enter the:
    1. Type of Assessment: Payment Plan Fee is typical. Other options are "Percentage of Payment Plan" or "Monthly Interest Rate"
      1. Payment Plan Fee: Enter a dollar amount OR
      2. Percentage of Payment Plan: Enter the percent to charge based on the dollar amount of the payment plan OR
      3. Monthly Interest Rate: Enter the monthly interest rate.
    2. Assessment Fee Split: Select an option from the drop down.
    3. Assessment Item Type: Collection Agreement Fee

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Collection Agreement Payment Plan Fee Tab. This link will open in a new tab/window.

  1. Select the Save button.
  2. Process complete.
Copy an Existing Collection Agreement Payment Plan

Navigation: Student Financials > Payment Plans > Payment Plan > Create

  1. The Payment Plan Contract search page displays.
  2. Enter the Business Unit, Contract Number, and Term. Then, select the Search button.
    • Or you may enter the Business Unit and then select the Search button. The search results will populate at the bottom of the page. Select the appropriate Contract Number hyperlink.
  3. The Payment Plan 1 tab displays.
  4. Select the Copy button and the Copy Contract page displays.
  5. Enter the New Contract Number and Description.
  6. Select Copy All Values checkbox to copy all related contract information from the previous contract, then select the Next button.
  7. The Payment Plan 1 tab displays.
  8. Edit the payment plan as needed. Review each tab to confirm and edit contract parameters.
  9. Select the Save button.
  10. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Copy an Existing Collection Agreement Payment Plan. This link will open in a new tab/window.

Assign a Student to a Collection Agreement Payment Plan

Navigation: Student Financials > Payment Plans > Payment Plan > Assign

  1. The Payment Plan search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Business Unit.
  4. Enter the student ID.
  5. Enter or search for the Contract Number.
  6. Select the Add button and the Payment Plan 1 tab displays.
  7. Select the Payment Plan 2 tab and the Payment Plan 2 tab displays.
  8. For the Existing Charges Only Plan Type:
    1. Optional: Adjust the First Bill Date.
    2. Optional: Adjust the number of Payments.
    3. Optional: Enter the Reference Number.
    4. Optional: Adjust the Adjustment Option.
    5. Optional: Select the Waive Fee check-box.
    6. Under the Transaction Details section:
      1. Review and select eligible charges listed within the Transaction Details section.
    7. Select the Calculate button.
    8. Select the Post button.
  9. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Assign a Student to a Collection Agreement Payment Plan. This link will open in a new tab/window.

Cancel a Student from a Collection Agreement Payment Plan

Navigation: Student Financials > Payment Plans > Payment Plan > Assign

  1. The Payment Plan search page displays.
  2. Enter the Business Unit.
  3. Enter the student ID.
  4. Enter or search for the Contract Number.
  5. Select the Search button and the Payment Plan 1 tab displays.
  6. Select the Payment Plan 2 tab and the Payment Plan 2 tab displays.
  7. Select the Status field drop-down and select Cancelled.
  8. Select the Post button.
  9. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Cancel a Student from a Collection Agreement Payment Plan. This link will open in a new tab/window.

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