9.2 Creating a Collection Agreement (OLD)

Purpose: Use this document as a reference for creating, reversing, and communicating collection agreements in ctcLink.

Audience: Student Financials Staff.

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

  • ZZ SF Collections

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

We encourage colleges to use the delivered Payment Plan functionality instead of the Collection Agreement page for students seeking payment agreements on past due balances. The Collection Agreement page has limitations, particularly in reusing agreements for the same school or applying them to different schools. The delivered Payment Plan pages provide greater flexibility, allowing colleges to offer various options for payment agreements.

Creating a Collection Agreement

Navigation:  NavBar > Navigator > Student Financials > Collections > Collection Agreement

  1. The Collection Agreement search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Business Unit and ID.
  4. Contract Number:
    1. If "Auto Numbering" is turned on, leave as NEXT.
    2. If "Auto Numbering" is not utilized, enter a Contract Name specific to the student and your institution number if possible. Something like "WAxxx_CLLPLN_studentlastname."
  5. Select the Add button.

Auto Numbering:  It is rare that ctcLink institutions use this function as it impacts other areas within Student Financials.

Collection Agreement Add a new value tab
  1. The Collection Agreement page displays.
  2. On the Collection Agreement tab, enter the First Bill Date.
  3. Select a billing frequency in the Billing Cycle drop-down.
  4. Enter the number of installments in the Payments field.
  5. Select Credit Original Account from the Pay Plan Type from the drop-down.
  6. In the Account Type field, enter PPL (Payment Plan).
  7. Reference Number is optional.
  8. In the Due after Days field, enter the number of days after the billing date that the installment is due.
  9. The Adjustment Option field determines how to distribute any changes in the installment amount across the remaining installments:
    • Adjust Equally: Distributes increases equally among the unbilled installments.
    • Adjust Last: Adds increases to the last unbilled installment.
    • Adjust First: Adds increases to the first unbilled installment.
    • Do Not Adjust: Does not allow increases.
  10. In the Item Type field, enter or select the item type for the installment charges.
  11. In the Pay Item Type field, enter or select the item type that offsets the student’s existing charges.
  12. Select the charges to be included in the collection agreement by checking the checkbox before each charge indicated on the data sheet. Conversion items will not be eligible for Collection Agreements (but are shown in this example).
  13. Select the Calculate button on the top right of the page.
  14. Select the Collection Agreement Assess tab.
Collection Agreement tab
  1. The Collection Agreement Assess tab displays.  It is used to assess a fee for the agreement (optional).
    1. Type of Assessment: Payment Plan Fee is typical. Other options are Percentage of Payment Plan or Monthly Interest Rate
      • Payment Plan Fee: Enter a dollar amount; or
      • Percentage of Payment Plan: Enter the percent to charge based on the dollar amount of the payment plan; or
      • Monthly Interest Rate: Enter the monthly interest rate.
    2. Assessment Fee Split: Select an option from the drop down.
    3. Assessment Item Type: Select Payment Plan Charge from the list of values.
  2. Select the Payment Distribution tab.
Collection Agreement Assess tab
  1. The Payment Distribution tab displays.
  2. Review the data to see how the amount will be assessed over the time period with the due dates.
  3. Select the Collection Agreement tab.
Payment Distribution tab
  1. On the Collection Agreement tab, select the Post button.
  2. You have successfully created a collection agreement.
Collection agreement tab
Cancel a Collection Agreement

Navigation:  NavBar > Navigator > Student Financials > Collections > Collection Agreement

  1. The Collection Agreement page displays.
  2. After the collection agreement has been posted to the student’s account, the Status drop-down becomes available.
  3. Select the Status drop-down and select Cancelled.
  4. Select the Post buttons to reverse the collection agreement and return the student’s account to its prior condition.

DO NOT utilize the Reverse buttons. You must cancel the plan under the Status field.

Collection agreement tab
  1. You have successfully canceled a collection agreement.
Collection Agreement Communication

This communication process uses the Update Customer Collection page in place of running the 3C Engine.  Therefore, after adding the letter code, proceed to the Communication Generation page in order to print the pdf.

Navigation:  NavBar > Navigator > Student Financials > Collections > Collection Effort > Update Customer Collection

  1. The Customer Collection Update search page displays.
  2. Enter Search Criteria.
  3. Select the Search button.
  4. The Update Customer Collection page displays.
  5. Select the Collection Information tab.
  6. Add a new Activity row by selecting the [+] plus button if necessary, or to go to the most recent one (hit Last).
  7. In the Communication section, Enter the Collection Agreement Letter Code.  Bx7  (BG7 for Clark).  
  8. Select the Save button.
Collection Information tab Letter Code highlighted
  1. The Collection Agreement Letter is assigned. (This bypasses Speedkey/Event ID and assigns based on the Business Unit Collection parameters.)
  2. Continue with using the Communication Generation page as stipulated.
Run the Communication Generation Process

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

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs user

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

Navigation:  NavBar > Navigator > Campus Community > Communications > Communication Generation

  1. The Communication Generation run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID (specific to Collection Agreements)
  4. Select Add.
Communication Generation Add a New Value tab

Selection Parameters Tab

  1. The Selection Parameters tab displays.
  2. ID Selection: Select the appropriate communication recipients.
    1. "Population Selection":  Allows for Selection via external file, equation, or PS Query.
      1. **RECOMMENDED**  For Collections use the PS Query - CTC_SF_PS_COMGEN_LIMIT. With Prompt Values:
        1. Institution: WAxxx
        2. Limit to: (limits number communications to process.)
  3. Letter Code Selection: Pick corresponding Letter code in next section: Example “Bx4”
    1. Letter Code:  Select from the following letter codes, based on which communication you assigned from the 3C Engine process.
      1. "Bx7"

 

Based on the letter code selected the Template selection will display the details for the communication to be generated. The Enclosures Assigned (Soft Copy) will populate if the letter code includes them.  If not, the field remains collapsed.

  1. The No Matching Template Found section:  Select an option to specify what to do if the language and method combination to use for an ID is not listed in the template list for the report name selected.
    1. Use Default Template:  Use the template set as the default inside the report ID.
    2. Do Not Produce Communication:  Not produce the communication for an ID where no template is found.
  2. Communication Language Usage **Alternately used for individual colleges template/verbiage**.
    1. Specified:  Select English Language field.
    2. Preferred:  Will not display a Language (uses the language of selected template).
  3. Communication Method Usage:
    1. Select the Specified method.
    2. Select the desired Method:
      1. "E-Mail"
      2. "Letter"
  4. Select the Process Parameters tab to continue.
Selection Parameters tab

Process Parameters Tab

  1. The Process Parameters tab displays.
  2. Usage Tables section:
    1. Person Communication Usage: These selections are connected to Name/Address Usage rules.
      1. Address:
        • SF Email Campus, Home. Business for E-mails.
        • SF Paper Check Mailing for Letters.
      2. Address Name
        • Full Name- Pri, Prf, Leg
      3. Salutation
        • Full Name- Pri, Prf, Leg
      4. Extra Name:
        • Full Name- Pri, Prf, Leg
    2. Use Preferred Email Address
      • Select if sending via email and leave unselected for letter mailing.
  3. Joint Salutation Usage:  Leave blank.
  4. Org Communication Usage: Leave blank.

Usage selection for address is connected to the method being sent. For example: If the communication method is Email, an Email usage like Student Email should be selected from the drop down menu.

Communication Generation Process Page with the Process Parameters tab displayed
  1. Communication Processing Dates section.
    1. Communication Date Range Selection:
      • From Date: Current Date
      • To Date: 01/01/2500
    2. Update Communication Generation Date With: System Date (default).
    3. Update Communication Completion Date With:System Date (default).
  2. Output Settings section - You do not need to select any output settings for E-Mail.
    1. Sort option: Country, Postal
    2. When you Select Send to File, a field will open where you can enter following file path:
      • /CSTRANSFER/WA***/SFCollections/
        • (where asterisks or *** = your school code #)
  3. Missing Critical Data section:
    1. Select the Produce Communication check box.
    2. Uncheck the Complete Communication check box.
  4. Select the Email Parameters tab to continue.

Email Parameters tab

  1. The Email Parameters tab displays.
  2. Use only when the communication method selected on the Selection Parameters tab is Email.
    1. From:  Enter the email address of the person or entity that is sending the email. (e.g. [email protected]).
    2. Subject:  Email topic.
    3. Reply to:  If the student clicks Reply, this is the email address that will receive the response email.
    4. Sender:  Enter the email address of the person or entity that is sending the email. (e.g. [email protected]).
    5. Bounce to:  If the email is undeliverable, this is the email address that will receive the email.
    6. In the Importance and Sensitivity group boxes, select the appropriate options.
Email Parameters tab

Run Com Gen and Find the Download URL

  1. Select the Run button.
Email Parameters tab
  1. The Process Scheduler Request page displays next.
  2. Select the SCC_COMMGEN process.
  3. Select OK.
Process Scheduler Request page
  1. The Communication Generation page displays.
  2. Select the Process Monitor link.
  3. The Process List tab displays below.
  4. Select Refresh until Run Status = "Success" and Distribution Status = "Posted".
Process List tab

If the Run Status for the Communication Generation process is Error, review the log file to determine cause of errors. Once the error has been resolved, users DO NOT need to re-assign communications with the 3C Engine process.  Users will want to run the Reset Communications process to clear the errors from the Process Instance and re-run the Communication Generation process to send the communications.  Please refer to the Communications-Using the Reset Communications Process QRG.

  1. Once success/posted displays, the next task will be to find and copy the url that will be used to down load the letters.
  2. Select the Details link.
Process List
  1. The Process Detail page displays.
  2. Select the Message Log link.
Process Detail page
  1. The Message Log page displays.
  2. Scroll through and find the URL within the Message Log where the letter output was sent.  Copy just the portion of the URL that is beyond the 'SFCollections' notation within the URL.

This copied portion of the URL is what will be used to download the file. The below image contains a highlighted example. Make note/copy out in order to paste into the field of the next process.

Message Log
  1. You have successfully run the communication generation process.

Checklist Parameters tab

This tab is not used and should remain blank.

Download File for 90 Day Letters

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

  • ZD FA Director
  • ZD FA FISAP Prcs
  • ZZ FA Aid Year Activation
  • ZZ FA Award Processor
  • ZZ FA CTC Reports
  • ZZ FA College Bound Schlrship
  • ZZ FA Direct Loan Processor
  • ZZ FA Funds Manager
  • ZZ FA ISIR Corrections
  • ZZ FA ISIR Processor
  • ZZ FA NSLDS Prcs
  • ZZ FA Pell Processor
  • ZZ FA SAP Prcs
  • ZZ FA Verification Prcs
  • ZZ FA WCG Eligibility
  • ZZ SF Collections
  • ZZ Upload Doc ADM
  • ZZ Upload Doc ADV
  • ZZ Upload Doc SR

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

Navigation: NavBar > Navigator > PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. The File Upload/Download search page displays.
  2. Enter Academic Institution.
  3. Enter Functional Area = "Student Financials".
  4. Select Search.
File Upload Download search page
  1. The Upload Files tab displays.
  2. Select the Download Files tab.
Upload Files tab
  1. The Download Files tab displays.
  2. Enter the url file name copied out of the message log from the Com Gen process.  
  3. Select the Download File button.
Download Files tab
  1. The file is downloaded.
Collection Agreement Letter
  1. You have successfully downloaded the file.
Check for Success via Student

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

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

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

Navigation:  NavBar > Navigator > Campus Community > Communications > Person Communications > Communication Management

Individual communications can be viewed on the Communication Management page.  It will display as shown in the image below except with the parameters and dates specified based on what was entered in the steps above.

  1. The Communication Management page displays.
  2. The page should contain the data of the communication processed.
  3. To view the message, select the View Generated Communication link.
Person Communication tab

It is recommended that after running the Communication Generation process that users run the query CTC_COMMUNICATION_LIST_BY_DATE to verify communication completion and any unsuccessful communications.

Query page
  1. Section complete.
Error Conditions

After Calculating and Posting leave the page.  If you linger and forget you have calculated and posted, and hit calculate and post again with the same check boxes, it will double post the charge and credit. Which makes the account messy.

If you want to add charges to a collection agreement (Parking Ticket for example), you can leave the page then come back, and charges already in collection agreement should say “Paid”.

Collection Agreement tab with Paid next to account number
  1. If the Collection ID on the Collection agreement Letter did not match, it would mean it was from running a prior Past Due process and a Past Due Letter would be assigned.
Past Due Assigned Run Control
  1. Only 2 results are produced in this example. This process can run for PstDue2 once Tmplt Assign Dt is greater than 30 days ago. (07/27/19)
Business Unit Collection Agreement, Past Due
Person Communicaton tab
  1. Process complete.

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