Process Student Write-Offs

Purpose: Use this guide to write-off or write-down past due student account balances that have been deemed noncollectable.

Audience: Student Financials staff; College staff working with past due student account balances.

The write-off process works alongside the ctcLink Collection's processing steps. It is dependent on the successful use of the Credit History and Batch Collections processes.

This is a reminder that when auditing student accounts, Payment Plan charges need to be reviewed. If a student has Payment Plan outstanding charges, these will show as "FIX PMTPLAN" on the QCS_SF_EVAL_4_WRITE_OFF query. The students should be canceled from these specific Payment Plans which will allow you to write-off the original tuition and fees on their account.

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

  • ZD_DS_QUERY_VIEWER

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

1. Write-Off Audit

2. Assign Pending Write-Off Service Indicator

Item Type Security will be required for the successful posting of Write-Off item types to the student account. Please refer to the Item Type Security QRG.

3.1. Batch Processing/Posting of Write-Offs

3.2. Individual Processing/Posting of Write-Offs

4. Mass Assign Student Charges Written Off Service Indicator

5. Reverse Write-Off Item Type

You are done. Great job!

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