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.

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.

1. Write-Off Audit

2. Assign Pending Write-Off Service Indicator

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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