Updates and Reminders

• Campus CE Descoped & QRG updates...
  • Campus CE has been updated and is available for use in the PRD and PCD environments. Kudos to all who helped on this challenging project.
  • Please review Understanding Contract Payment Type in CampusCE for updates
• 1098-T Tax Statements
  • We are working to produce a new 1098-T Business Processing Guide (BPG) currently being validated/edited via the 2024 1098-T Working Group Volunteers and anticipate rollout at the end of the month. The intention of the BPG is to contain detailed instructions for all processes 1098-T related.
  • REMINDER! Is it time to send out your missing SSN notification or ask students to agree to the electronic version (paperless) version of the 1098-T?
    • QRG = Request Missing Student National ID (SSN) Communications
    • QRG = 1098-T Consent Communication
• College contacts for Item Type approvers
  • Please remember to notify the State Board SF Team of any changes to staff who approve and sign off on new (or edits) to item types. Send a note to [email protected].
  • The new item type form does not have a field within it for approvers/signers; we ask that approver/signer either submit the form or add a note to the ticket giving final authorization.
• Third Party Contracts
  • When creating or rolling over contracts, avoid using the "All Charges" tree node. Instead, enter more specific parameters within the Third-Party Charges tab to improve the functionality of your contracts. Leaving the "All Charges" node in TPCs can lead to issues and corrections down the road.
  • Keep TPC payment/charge adjusting within the TPC menu in ctcLink. Do not use the Reverse Charge to adjust external organization transactions as this will break the process and require a long/complicated fix. In addition, if an adjustment is needed on the student’s account, use the Assign page to manipulate the dollar amount to change what’s awarded to the student.
• Printing QRGS...?
  • Reference Center QRGs are often updated; avoid printing and instead refer to the latest version online. Periodically review those QRGs most pertinent to you to stay informed of any updates or changes.
• Student Financials in flight Enhancement Requests
  • 1. TouchNET (ER 41)
    • The State Board PMO Team continues to work towards establishing connectivity for a test site that will allow for a proof of concept.
  • 2. Student Financial Responsibility Agreement (SFRA) (ER266)
    • The SFRA enhancement has confirmed that the Attorney General's Office (AGO) will require students to submit the authorization once per academic year. Additionally, the AGO will validate the language to be used for all agreements. We anticipate receiving the approved language within the next two weeks.
  • 3. Make a Payment Page: Classic to Fluid (ER 253)
    • The State Board Application Services Team is facilitating this ER, it is in the queue for development and will begin as soon as resources become available.

Learning Opportunities & Resources

• SF Scheduled trainings/work sessions
  • Previous 30 Days:
    • SF SMORGASBORD (Held on 7/29/2024)
      • We reviewed a variety of topics such as tuition group override, mass assign/release service indicators, Solar Winds/Ticketing practices, and top tools/rules...check out the recording!
  • Next 30 Days
    • Fall Welcome Back to Basics Training (8/22/2024 @ 9:00am)
      • Join us for some Fall SF processing basics including cashiering, refunds, and payment plans.
    • Best Practices for Keeping Your Config Clean Work Session (8/29/2024 @ 1:00pm)
      • This presentation aims to show users how configuration such as term fees, criteria, waivers, and tuition groups should be maintained year over year. Colleges will also be shown new queries to help identify common issues in these areas of configuration to help find and fix issues before they hit your students' accounts.
    • CPL & Item Types in Depth (9/9/2024 @ 1:00pm)
      • In-depth session on item types and their charge priority lists (CPLs.) We'll review payment priority conflicts before diving into detailed CPL data analysis using queries and spreadsheets.
    • Intermediate Cashiering Training (9/12/2024 @ 9:00am)
      • We’ll cover topics such as cashiering set-up, reconciliation, Corrections, Select Charges to Pay (Student View), and the View Customer Accounts page.
• Resources
  • **NEW** - Onboarding Training Materials and Applications
  • SF DL BLAST SIGN UP
    • Subscribe to a list to get involved in conversations with your peers at other CTCs.
    • https://www.sbctc.edu/colleges-staff/it-support/mailman-lists/
  • BAR
  • Conference taking place October 23 & 24 at Centralia College campus
  • SF Training list depository
    • Student Financials Learning Opportunities Recordings
  • Running Start
    • Don’t forget...RS Billing report Grade 10 field added for use
    • RS Youtube Channel = 2024-2025 CTC https://www.youtube.com/playlist?list=PLremT3vkrxVYZvA5Fta69asX28Moz2Qxs
    • Running Start Virtual Series Schedule (mark your calendars:)
    • 10/23 9-11am https://us02web.zoom.us/j/81497951056
    • 11/20 9-11am https://us02web.zoom.us/j/82548189941
    • 12/18 9-11am https://us02web.zoom.us/j/81935739426

Thank you for taking the time to review this information. Please feel free to reach out if you have any questions or need further clarification ([email protected].)

-Your State Board SF Team