Navigation:  Student Financials > Payment Plans > Third Party Contract > Create

1. The Third Party Contract search page displays.
2. Select the Add a New Value tab.
3. Enter the Business Unit and Contract Number, then select the Add button. 
   • Ignore the warning message that "The Business Unit's Payment Plan Auto Numbering is not enabled."
   • SBCTC recommends utilizing specific contract naming conventions. We also encourage creating separate contracts for Tuition and for Bookstore charges if your college bills for both. Contract naming convention example: Business Unit (underscore) Term (underscore) Sponsor (underscore) Types of Charges
     • Examples:
       1. WAXXX_2221_L&I
       2. WAXXX_2233_L&I_TUITION
       3. WAXXX_2237_L&I_BOOKS

4. The Third Party Contract tab page displays.
5. Enter the following based on institutional naming convention:
   1. Description
   2. Short Description
   3. Long Description
6. Enter or search for the External Org ID.

7. Status: Select from the list of values; turn it on with Active.
8. Optional: Contract Priority - the lower the number, the higher the priority.
   • A priority should be used if students can be assigned to more than one third party contract.
9. Enforce Contract Max: Typically leave checked (default).
10. Contact Type: Select from the list of values. Review the external organizations address for type confirmation.
11. Contract Max: The maximum monetary amount that the sponsor provides for all sponsored students combined. This amount cannot be adjusted after students are assigned to the contract.
12. Student Max: Enter the maximum the sponsor provides per student. This amount cannot be adjusted after students are assigned to the contract.
13. Charge Tree: Select the Item Security for the applicable Business Unit.
14. Last Date: Enter the last date that new charges can be covered or new students can be assigned. SBCTC recommends that this date is set out far into the future.  This value cannot be adjusted after students area linked to the contract.
15. Optional: Service Impact - Enter the service impact that would prevent students from enrolling in a third party contract.
18. Select the Cross Reference Student Charge checkbox, this provides student details on the corporate account.
    1. Due Date Tracking:  Not used - leave blank.

19. Select the Third Party Contract Detail tab.
20. The Third Party Contract Detail tab displays.
21. The 5 User Defined fields correspond to the BCS_3PST_IVC invoice report; those rows of data will overwrite the external organization's address on the invoice report IF USED.  If those fields remain blank, the Contact Type address will appear on the invoice report. Please see the QRG Third Party Contract Invoice Query for further instruction.

22. Select the Third Party Item Types tab.
23. The Third Party Item Types tab displays.
24. Complete the following fields:
    1. Account Type: TPC (third party contract)
    2. Charge Item Type: Third Party Charge.
    3. Optional: Discount Item Type - allows discounts to third party sponsors. Ensure you are using a PAYMENT item type code.
    4. Credit Account Type: TPC (Third Party)
    5. Credit Item Type: Enter or look up. This item type is visible on the student account to show what paid the charge.
    6. Contract Type: Select from the list of values, should be specific term
    7. Term: Enter or lookup the term in which the contract applies.
    8. Item Type Group: Not used – leave blank.
25. Select the Third Party Charges tab.

27. The Third Party Charges tab displays. Enter the following:
    1. Tree Node: Select the nodes that can be billed to the third party sponsor.
    2. Max Amount: Enter the maximum amount to to be transferred to the corporate account for the corresponding tree node.
    3. Percentage: Typically 100%.
    4. Charge Item Type:  Should be the same as entered on the Third Party Item Types tab.
28. Select the Add a New Row [+] button to add a new row and repeat steps 27A through 27D.
    1. To remove a row, select the Remove a Row [-] button on the appropriate line.
29. Select the Save Button.

30. Process complete.

Navigation: Student Financials > Payment Plans > Third Party Contract > Create

1. The Third Party Contract search page displays.
2. On the Find an Existing Value tab enter the Business Unit.
3. Enter additional Search Criteria (Contract Number, External Org ID or Description) to locate a contract to copy and select Search.
4. The Third Party Contract tab displays.
5. Select the Copy button and the Copy Contract page displays.
6. Enter a new, unique contract number in the New Contract Number field and enter a Description for the new contract.
7. Check the Copy All Values checkbox.

8. Select the Next button.  
9. The Third Party Contract page displays.
10. Update the contract values using the instructions at the beginning of this guide.
11. When editing is complete, select the Save button.

12. Should students also be copied over in this contract?  If so, refer to the Rollover Third Party Contract QRG.  
13. Process complete.