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 along side the ctcLink Collection's processing steps. It is dependent on the successful use of the Credit History and Batch Collections processes.

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

Navigation: Reporting Tools > Query > Query Viewer

  1. The Query Viewer page displays.
  2. Enter or search for the query QCS_SF_EVAL_4_WRITE_OFF.
  3. Select the link for your preferred method of Run option.
  4. Enter the Business Unit.
  5. Enter the Number of days past due.
  6. Select the View Results button.
  7. Section complete.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Write-Off Audit. This link will open in a new tab/window.

2. Assign Pending Write-Off Service Indicator

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

  • ZD CC Service Indicate Student
  • ZD CC Service Indicators
  • ZD CC Super user
  • ZZ CC Service Indicators

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

Navigation: Campus Community > Service Indicators > Person > Manage Service Indicators

  1. The Manage Service Indicators page displays.
  2. Enter the student information (example: ID, Last Name, First Name) and select the Search button.
  3. The student Manage Service Indicator page displays and includes the Service Indicator Summary section.
    • Note: Ensure the appropriate Institution is populated. If not, select the drop-down field and select your institution.
  4. Select the Add Service Indicator link.
  5. The Add Service Indicator page displays.
  6. Enter or search for the Institution.
  7. Enter of search for the Pending Write Off Service Indicator Code and the Reason code of DOUBT.
  8. Enter the Start Term and Start Date.
  9. Enter any comments in the Comments section and then select the OK button.
  10. Section complete.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Assign Pending Write-Off Service Indicator. This link will open in a new tab/window.

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

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

  • ZZ SF Group Processing

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

Navigation: Student Financials > Charges and Payments > Group Processing > Mass Select Transactions

  1. The Mass Select Transactions Run Control ID search page displays.
  2. Select the Add a New Value tab to create a new Run Control ID and select the Add button. It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. Select the Find an Existing Value tab to enter an existing Run Control ID.
  4. Select the Search button.
  5. In the Parameters section, enter the:
    1. Business Unit
    2. Group Type
    3. Origin ID
    4. Type of Group = Student Group
    5. Transaction Type = Person Payments
  6. In the Population Selection section, enter the:
    1. Selection Tool = PS Query
    2. Query Name = QCS_SF_WO_GROUP_POST
    3. Select the Edit Prompts link and enter or search for the Business Unit
    4. Select the Preview Selection Results link to ensure you have students populating, then select the Return button.
  7. In the Line Details section, enter the:
    1. Account Type = TUT
  8. Select the Run button and then select OK.
  9. Section complete.
Mass select transaction page

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Mass Select Transaction. This link will open in a new tab/window.

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

  • ZZ SF Group Processing

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

Navigation: Student Financials > Charges and Payments > Group Processing > Create Group Data Entries

  1. The Group Data Entry search page displays.
  2. Select the Search button and the most recent Group ID will populate at the top of the list.
  3. Select the appropriate Group ID link.
  4. The Group Entry tab displays.
  5. Under the Control Totals section, enter the:
    1. Control Total
    2. Control Count
  6. Under the Effective Status section, select the drop-down field for Posting action and select Available for Posting.
  7. Select the Save button.
  8. Copy the Group ID.
  9. Section complete.

You can select the Group Line Entry tab at the top to verify the Group Line Details section which contains the information pulled from the Mass Select Transactions process.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Create Group Data Entry. This link will open in a new tab/window.

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

  • ZZ SF Group Processing

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

Navigation: Student Financials > Charges and Payments > Group Processing > Post Transactions

  1. The Post Transactions Run Control ID search page displays.
  2. Select the Add a New Value tab to create a new Run Control ID and select the Add button. It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. Select the Find an Existing Value tab to enter an existing Run Control ID.
  4. Select the Search button.
  5. The Post Transactions page displays.
  6. In the Parameters section, enter or search for:
    1. Business Unit
    2. Group Type
    3. Starting Group ID
    4. Ending Group ID
  7. Select the Run button.
  8. Select the Group Posting Process checkbox under the Process List and then select OK.
  9. Section complete.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Post Transaction. This link will open in a new tab/window.

3.2. Individual Processing/Posting of Write-Offs

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

  • ZZ SF Charges and Payments

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

Navigation: Student Financials > Charges and Payments > Post Student Transaction

You will know which item type needs to be posted for the student based on the QCS_SF_EVAL_4_WRITE_OFF query during the Write-Off Audit step in this QRG. Refer to the column labeled WO Item To Use.

  1. The Student Post page Add a New Value page displays.
  2. Enter the:
    1. Student ID
    2. Account Type = TUT
    3. Item Type
  3. Select the Add button.
  4. The Student Post page displays.
  5. Enter the:
    1. Amount
    2. Term
    3. Optional: Reference Number
  6. Select the Post button.
  7. Section complete.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Post Student Transaction. This link will open in a new tab/window.

4. Mass Assign Student Charges Written Off Service Indicator

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

  • ZD CC Service Indicators
  • ZZ CC Service Indicators

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

Navigation: Campus Community > Service Indicators > Person > Mass Assign

  1. The Post Transactions Run Control ID search page displays.
  2. Select the Add a New Value tab to create a new Run Control ID and select the Add button. It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. Select the Find an Existing Value tab to enter an existing Run Control ID.
  4. Select the Search button.
  5. The Mass Assign page displays.
  6. Under the Population Selection section, enter the:
    1. Selection Tool = PS Query
    2. Query Name = QCS_SF_MA_WO_SRV_IND
    3. Select the Edit Prompts link and enter the Business Unit, then select the OK button.
    4. Select the Preview Selection Results link to ensure you have students populating, then select the Return button.
  7. Under the Service Indicator Datasection, enter the:
    1. Institution
    2. Service Indicator Code = Student Charges Written Off
    3. Reason = Student Charges Written Off
    4. Select the checkbox next to Use System Date
  8. Under the Effective Periodsection, enter the:
    1. Start Term
    2. Start Date
  9. Optional: Enter comments under the Comments section.
  10. Select the Run button.
  11. Select the checkbox next to SCC_SI_ASSN under the Process List section, then select the OK button.
  12. Process complete.
Mass assign page

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Mass Assign Student Charges Written Off Service Indicator. This link will open in a new tab/window.

5. Reverse Write-Off Item Type

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

  • ZZ SF Payment Reversals

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

Navigation: Student Financials > Charges and Payments > Reversals > Reverse Payment

  1. The Payment Reversal Find an Existing Value page displays.
  2. Enter the Business Unit and select Search.
  3. The Payment Reversal page displays.
  4. Enter the Student ID and select Search.
  5. In the Payments section, select the Reverse button on the appropriate line(s).
  6. The Reversal Detail page displays.
  7. Select the icon next the the Item Effective Date field and select the Current Date link.
  8. Optional: Enter a Description.
  9. Enter the Reason code of ADM and select the OK button.
  10. Repeat as necessary.
  11. Section complete.

Depending on the circumstances surrounding the reversal of the Write-Off item type, it is important to note that the student has the Student Charges Written Off Service Indicator which has negative service impacts associated with the indicator. Ensure you establish an internal business process which may include the reversal of the Write-Off item type(s) and the removal of the Service Indicator in some instances.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Write Off Reversal. This link will open in a new tab/window.

You are done. Great job!

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