SF DL Blast Archive

2024

2/15/2024

SF DL Blast 2/15/2024

WHAT’S NEW:

  • SJS
    • Second Journal Set enhancement deployed to production on 2/12/2024.
    • Action is required from all colleges on this enhancement prior to February 20th.
    • Please visit the Canvas Work Session page or contact the SF Team with any questions.
    • The item type form has been updated and now includes the second journal set activity field.
      • All CTCs can update their own SJS item types through 2/20, after that, this new item type form is required for submittal.
  • 24-25 Tuition Rates
    • Rates have been approved by the S.B.C.T.C.
    • Working from last year’s success, the State Board SF Team will again ask to meet with colleges to assist with updating ctcLink with these new fees. We anticipate these meetings to begin in March, please keep an eye out for additional information.
    • You are welcome to roll or copy fees as needed; this step is the responsibility of the CTCs.
  • B06 & B09 Service Indicators & in person payments
    • The possibility exists that accounts with the B06 and/or B09 Service Indicators can receive in person payments through the Cashier’s Office.
    • To rectify this, attach the NOCHK, NOCSH, NOCRD, and NOEFT Service Impact to the B06 & B09 Service Indicators.
  • View Payments page and security
    • Student Financials>Charges & Payments>View Payments
    • There was a change made to one role regarding the below navigation (View Payments). This access has been added to the ZD SF Customer Accounts role.

PLEASE KEEP IN MIND:

  • 1098T Tax Statements
    • Please be sure to mark your calendar with the March 31st deadline for uploading to the IRS Fire Account.
  • Term Roll
    • General
      • Prepare for the Spring/Summer/Fall terms. Ensure fees are rolled, and payment plans are set up.
      • Utilize the Reference Center's Term Rollover Checklist.
      • ***Submit a ticket when Spring, Summer, & Fall terms are ready for nightly tuition calculation jobs.***
  • Cashiering & Tender Keys
    • Please take a moment to discuss and review who has access to your Cashiering Tender Keys.
    • The State Auditors would prefer not to see former staff member names there.
    • Please visit the following QRG to update/remove former staff members that may still have access. QRG Add/Update a Cashier Configuration
  • Alternative/Private Loans processing reminder:
    • Per the State Board’s Education & Business Operations divisions, Alternative/Private Loans must be disbursed via the Financial Aid Office.
  • Outside Vendors (NelNET, CyberSource, BankMobile)
    • When was the last time you checked that your vendor needs are up to date & ready for next term…? Please remember to keep a thumb on this task and confirm staff access/update ability and any upcoming needs.
  • Please remember to always work within the systematically defined menu options when making student adjustments within ctcLink.
    • One example is using the Reverse Charge/Reverse Payment pages instead of what should be accomplished within the Assign page.
    • The time/value cost of working outside of the proper Menu items in ctcLink is great and the impact severe.
  • S.F. Training/Work/Info Sessions:

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].)

3/25/2024

SF DL Blast 3/25/2024

WHAT’S NEW:

  • 2024/2025 Tuition Rate Updates
    • Kudos to those who have reached out to set up a time to work with the SF Team on this important annual update! We are tracking these updates better, finding EVEN more to validate, and enjoying the sleuthing time with you all during these meetings.
    • As a reminder, this meeting with the SF Team is to validate that all facets of the tuition rate update process have been reviewed & touched. We offer the additional ability to copy in the new year’s fee to the fall term  but you still may update fees manually if you wish.
      • We would like to hear from the following CTCs to set up a meeting time: WA040, WA090, WA120, WA171/172, WA190, WA200, WA210, WA220, WA240, WA280, & WA300
      • To initiate this discussion and schedule this meeting, please submit a ticket with the subject line "2425 Rate Rollover  WAxxx," using the request type of "ctcLink Support > Student Financials > SF: Turn on Tuition Calc."
  • 1098T Statement Federal Deadline Reminder
    • March 31st is the final day to electronically upload student 1098T data into the Federal FIRE System
    • AND  when creating your transmittal files, please select the “Print & Transmit” option so as to include students who did not consent in self-service.
  • Keywords (item type field config update)
    • The SF and FA support teams are collaborating to enhance the Keyword 1 field with placeholder values to improve transparency in IPEDS reporting.
    • Keyword 3 is also undergoing updates to include Global/Local/DoNotUse/SBCTC values, aiding in the identification of a global list of item types and standardizing descriptions.
    • Kindly note that the homework is due by March 29.

PLEASE KEEP IN MIND:

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].)

4/23/2024

SF DL Blast 4/23/2024

WHAT’S NEW:

  • ctcLink upgrade and Cashiers Office closing
    • PeopleTools 8.59.21 upgrade this Saturday, April 27 (ctcLink will be unavailable during the updating process.)
    • Cancel all jobs (See the Process Take-Down Instruction QRG) and nightly reports in advance of the system take down.
    • Cashier’s Offices must be closed by noon on Friday the 26th.
    • State Board SF Support will run Student and Cashiering Fund Balance Jobs at 1:00p, sharp Friday afternoon (4/26/24).
  • BAR meeting & 1098T survey
    • The Spring 2024 meeting is taking place at Big Bend Community college April 25th and 26th, we look forward to seeing you there!
    • We're collecting information for a presentation specifically addressing the processing of 1098T statements in ctcLink.
      • If you are involved, we want to hear from you - please take the survey: 1098T Survey
        • Big thanks and kudos to those of you who already responded!
  • CyberSource
    • Updating security keys
      • CyberSource security keys must be updated every 2 years or payments cannot be made.
      • To update keys, let us know via a ticket as SF Support owns that config page.
      • Campus CE payment keys need to be updated directly with the CE Team.
    • Repeated payment attempts
      • Kindly remind students to avoid repeatedly attempting multiple payments in CyberSource, especially if they encounter an error message. This will help prevent further complications and ensure smoother processing of their transactions.
  • Missing journal I.D.s
    • If you don’t see your journals by 9am, feel free to reach out to the State Board via the BAR listserv or [email protected].

PLEASE KEEP IN MIND:

  • Turn on Tuition Calculation
    • When ready, please submit a ticket to turn on Summer & Fall nightly tuition calculation jobs. This should be prior to your registration opening for the term(s).
    • Ticket request type = ctcLink Support > Student Financials > SF: Turn on Tuition Calc with the Subject: WA### Tuition Calc for 224X Fall Term
  • Key Words:
    • The SF and FA support teams are collaborating to enhance the Keyword fields with placeholder values to improve transparency for reporting.
    • Please confirm that your institution has reviewed and submitted the requested homework.
  • Item type form & approving
    • Please use the active link in the Solar Winds item type ticket to ensure that you have the latest version needed to request accurate updates to your item types. This sheet has been updated quite frequently lately.
    • When item types need to be approved, please make sure staff with that responsibility have appropriate Solar Winds access so that validation of approval can be made quickly/efficiently.
  • NelNET plans
    • Please consider if next term's NelNET payment plan is ready for prime time.  Any/all new plan information should be shared with the SF Team for configuration updates prior to activity.
    • AND  when experiencing issues with NelNET, please open tickets with both the NelNET team and the SF Team so that we can track and assist when appropriate.
  • Alternative Loan processing
    • When payments from loan processors are received, please utilize the CS Pillar Collect Department Receipt process using the Speed Types cashiering process to ensure proper posting in the General Ledger.
    • Please remember not to directly post Alternative Loans to student accounts; they should be disbursed through Financial Aid.
    • Awarding and Processing Alternative Loans (FA-SF)

SF TRAININGS & WORK SESSIONS (Recording/meeting links):

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].)

5/9/2024

SF DL Blast 5/9/2024

WHATS NEW

  • BAR (Budget, Accounting, and Reporting)meeting on April 25 & 26
  • Third Party Contracts
    • Refrain from using the following Tree Nodes when creating/rolling contracts:
      • ALL, ALL_CHARGES, ALL_CREDITS, FINANCIAL_AID_ADJUST, REFUNDS, or Conversion Nodes
        • TPCs should be monitored to pay specific fees as designated by the External Organization/Third Party. The use of nodes that allow for broad payment is a security threat and should be reviewed and discontinued.
  • Key Words & Solar Winds Item Type Form
    • New drop-down options have been added onto the item type form to accommodate the ongoing work regarding key words.

PLEASE KEEP IN MIND

  • WHO is watching your vendors?
    • Please take time to review/update the main point of contact & communications for all your 3rd party vendors...especially ones that impact cash flow!
    • In addition, make sure that any outstanding important dates are “calendared” and shared between more than 1 person as assurance. Setting an Outlook reminder to avoid students not being able to pay online!
    • Consider including more staff and/or a distribution list on 3rd party software update/communication emails.
  • 1098T Statements
    • Reminder (from BAR presentation) to regularly ask students for any missing SSNs and to ask students to consent to electronic notification!!
    • Last call to volunteer for the 24’ 1098T Work Group  focus this year on the Process Guide  send Brandon an email if interested.
  • Cashier Office closing & template reminder (PLEASE REVIEW YOUR RUN CONTROLS)
    • The new template, CASHIER/GL, was created a year and a half ago to help eliminate some common reconciliation issues we noticed.
    • Using the wrong template causes numerous errors between the CS and Finance pillars, including transactions not being sent, fund balancing issues, and incorrect balances with accounts.

TRAININGS/WORK SESSIONS/RESOURCES

Past 30 Days

  • CPL’s Part III (Canvas Link)
    • Held on April 18th
    • The recording is linked above, thank you Training Team!

Upcoming 30 Days

Resources

  • CtcLink Accounting Manual
    • The manual references established accounting policy and presents conventional practices adopted by the colleges to implement those policies. In many instances throughout the manual alternate practices or methods are presented.
  • SF DL Blasts
    • Are you on all the right distribution lists (besides ctcLinkSF & BAR)? Subscribe here!

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

6/21/2024

SF DL Blast 6/21/2024

WHAT’S NEW

  • Fiscal Year End!
    • Make sure your SF internal cash balances to zero and that your Error and Clearing GL Accounts have been cleaned out prior to June 30, 2024
    • Don’t forget that the State Board Business Operations team is offering the Daily Year-end Training/Q&A Sessions through August 2nd from 10:00 to 11:00am at this meeting link.
  • ER224 - Academic Information link
    • Have you noticed the improvement on the Academic Information link via the View Customer Accounts page yet?
    • As of Thursday, June 13th, the information contained within the Academic Information link will be displayed by term in descending order, include the institution field, and only display data relating to your SACR Business Unit Security.
    • Career Term Data will display for students as long as your Business Unit Security includes college codes of the enrollment. If you have multiple colleges listed within your Business Unit Security, you will retain the ability to view enrollment information from each.
  • Do you use CyberSource…how about NelNET? If so, please note the following new Solar Winds request types under ctcLink Support > Student Financials: SF: NelNET & SF: CyberSource
    • Please use these ticket request types for all issues related to either of these important 3rd party vendors.
    • The SF Team will be directing all email correspondence to submit tickets using these new request types.
  • NEW PROMPTS added to SF_PS_COMGEN_LIMIT query

PLEASE KEEP IN MIND

  • Second Journal Sets
    • SJS item type update access in ctcLink is now open so that accounting chart string information may be updated by CTC Staff.
    • Access will be open to staff with the ZD_SAR_2ND_JRNL_SETUP role.
    • Access will be open between the dates of Monday June 3rd through Friday June 28th.
    • After access is removed, all SJS item type updates will require a SW ticket & form.
  • 1098T Statements
    • Don’t forget to consider asking students for any missing SSNs or to consent to electronic 1098Ts.
  • Mass Assign/Release SF Service Indicators Based on Amount Past Due
    • This process utilizes the Mass Assign/Mass Release Service Indicator pages and some flexible queries designed to assign any indicator the user has access to assign, based on the prompted criteria.
  • FARP/FARC note
    • Use the Reversal pages for account cleanup. This will reverse the FARC/FARP item types from the student account. It is recommended to reverse both the charge and the payment when you need to make an adjustment/correction or to allow other forms of aid to apply. This will help with reconciling internal cash each month.

TRAININGS/WORK SESSIONS/RESOURCES

Past 30 Days

Resources

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

8/14/2024

SF DL Blast 8/14/2024

Updates and Reminders

  • Campus CE Descoped & QRG 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?
  • 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

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

9/4/2024

SF DL Blast 9/4/2024

Updates/Reminders

  • Athletic Waiver Policy UPDATE
    • Per the State Board Meeting held on 8/29, “Colleges may waive up to 100% of the established resident student operating fee rate for 15-credits for grant-in-aid eligible student athletes.”
      • Please see page 29 (Tab 3) of State Board Business Meeting Agenda packet.
      • Note: “...college boards of trustees must take formal action to adopt a waiver for this purpose before a grant of the waiver may be provided to students.
    • If your institution would like to take advantage of this new policy, please submit a ticket (ctcLink Support : Student Financials : SF: Waivers) and the subject line of WAxxx Athletic Waiver 8/29 update
      • Include the desired % increase.
      • BOT minutes/documentation is required.
  • New Student Statement
  • BFET
    • Certain BFET item types are now refundable to students!
    • Learn more in the below training link below.
  • Duplicate EMPLIDs for Same Person
    • Please take a moment to review/discuss internal business processes to ensure all staff involved in Search/Match processes have the necessary resources & understanding.
    • Note that a new “Item Reasons” code of DUP has been added (for State Board SF use only) to aid in tracking the tedious task of duplicate account clean up.

Trainings/Work Sessions

Resources

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

 

10/14/2024

SF DL Blast 10/14/2024

Please review the following updates from your State Board Student Financials Team.

Updates/Reminders

  • Nelnet:
    • It’s about time to update the interface (connector) between Nelnet & ctcLink.
    • We are currently working with Nelnet on testing the latest version of their connector, which will include new features like service indicators for terminated agreements, past due balance payment plans, and international student payment plans.
    • Due to the timing of current image updates along with finding that sweet spot between terms, the upgrade is estimated to be in production in May 2025. For more details, contact your Nelnet account manager in preparation for the May deployment.
    • Nelnet - set up new payment plans - in the past we accepted emails but now we have a SW request type of “Nelnet” submit a ticket so we can track this important work. ctcLink Support > Student Financials > SF: NELNET
  • Is it Winter/Spring Tuition Calculation time yet?
    • When ready, please submit a ticket to turn on 2251 or 2253 terms nightly tuition calculation jobs. This should be prior to your registration opening for the term(s).
    • Ticket request type = ctcLink Support > Student Financials > SF: Turn on Tuition Calc with the Subject: WA### Tuition Calc for 2251 Winter Term
  • 1098-T Statements
  • Queries
    • QCS_SF_CU_MISSING_TERM_FEE
      • This query prompts for two terms and will show term fees that exist for the first prompted term but do not for the second.
    • QCS_SF_CU_FEE_AMT_CHANGED
      • Aims to show discrepancies between term fees from one term to another for two prompted terms.
    • QCS_SR_RSBILLING_HS
      • The new query is designed to simplify the refining of information required for the P223 Running Start invoice process.

Trainings/Work Sessions

Resources

  • Previous SF DL Blasts
  • Feel free to review previous communications all the way back through September of 2020.  

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

11/7/2024

SF Training and Resources Blast 11/7/2024

Good Afternoon,

This is the first edition of the (monthly-ish) Student Financials Training and Resources Blast. In this communication, you will find QRG updates, Canvas Updates, and a 60-day range of SF learning opportunities. Of course, I must add something fun/interesting at the end…

QRG Updates

Canvas Updates

  • Preliminary updates have been made to the SF101 (Cashiering), SF102 (Refunds), SF103 (Payment Plans), and SF104 (Third Party Contracts) Canvas Courses. This is a continuous process with the timeline of preliminary completion for all SF Canvas Courses set for the end of the calendar year.
  • Please refer to the Accessing ctcLink Courses on Canvas page for more information regarding Canvas, including registration.

Previous 30 Days of Learning Opportunities

Upcoming 30 Days of Learning Opportunities

The Student Financials Learning Opportunities Recordings QRG is a comprehensive list of all previous SF-related recordings.

Previous SF DL Blasts can be found within Student Financials Resources.

On this day in Washington State history….

The Tacoma Narrows Bridge collapsed due to high winds in 1940.

Thank you!

12/16/2024

SF Training and Resources Blast 12/16/2024

Happy end of calendar year to you all. I hope the holidays treat you well and you return to the new year renewed.

Please take a moment to review the information below pertaining to SF Updates:

QRG Updates

  • Request Missing Student National ID (SSN) Communications
    • New for 2024, the SF Support Team has created institution-specific 3C Communication setup for 1098-T Electronic Consent Invites and Missing SSN Letters. These institution-specific codes will prevent the prior years' issue of colleges sending out letters to students from different institutions. The previous global setup will still be available but continues to have the risk of mistakenly including students from other colleges. Please submit a ticket asking for these new codes to be “turned on” if you are interested.
  • 1098-T Consent Communication
    • New for 2024, the SF Support Team has created institution-specific 3C Communication setup for 1098-T Electronic Consent Invites and Missing SSN Letters. These institution-specific codes will prevent the prior years' issue of colleges sending out letters to students from different institutions. The previous global setup will still be available but continues to have the risk of mistakenly including students from other colleges. Please submit a ticket asking for these new codes to be “turned on” if you are interested.
  • 1098-T Processing
    • If utilizing multiple Letter Codes to send Missing SSN/ITIN Communications, then the Update 1098-T TIN Request step should be run multiple times, once for each letter code.
  • Assign a Waiver for Multiple Students
    • This process only works with Waivers that have no Criteria.
  • Process Student Write-Offs
    • Formatting updates.
  • SF Security Resources
    • Links to the Local Security Management Overview and Security and the Solution Validation Environment QRG’s have been added.
  • Create/Update an Adjustment Calendar
    • Greater clarification has been updated for the example regarding the Day From and To fields.

Canvas Updates

  • Preliminary updates have been made to the SF105 (Collections) Canvas Course.
  • Please refer to the Accessing ctcLink Courses on Canvas page for more information regarding Canvas, including registration.

Previous 30 Days of Learning Opportunities

Upcoming 30 Days of Learning Opportunities

The Student Financials Learning Opportunities Recordings QRG is a comprehensive list of all previous SF-related recordings.

Previous SF DL Blasts can be found within Student Financials Resources.

On this day in U.S. history…

The Boston Tea Party.

2023

11/27/2023

SF 1098-T Blast 11/27/2023

Good morning everyone  we wanted to put another lil’ 1098-T bug/reminder out =

Thank you,

-Your State Board SF Team

11/17/2023

SF DL Blast 11/17/2023

Please review the latest updates from your State Board Student Financials Support Team:

  1. 1098-T News:
  • UPDATE: Electronic consent is linked to the student ID#, covering all institutions.
  • Next Work Session/Training: 12/4/2023 @ 1:00pm. Please share any 1098-T topics for the agenda.
  • Latest 1098-T Session/Training Recording: Available in the Work Session Information Canvas Course.
  • Status Updates: SF Team will send periodic emails on 1098-T activity until 3/31/2024.
  1. Winter/Spring Term Roll:
  • Prepare for the Winter term. Ensure fees from fall are rolled, and payment plans are set up.
  • Utilize the Reference Center's Term Rollover Checklist.
  • ***Submit a ticket when Winter term is ready for nightly tuition calculation jobs.***
  1. Select Charges to Pay (in Student Self-Service):
  1. 2024-2025 Academic Year Tuition Rates UPDATE:
  • Tuition rates from the State Board expected in February 2024. SF Team to assist with the update.
  1. Item Type Form in Solar Winds:
  • "Product" field now available on the SJS tab.
  1. SFRA (Student Financial Responsibility Authorization):
  • On hold until Spring. Aiming for global terminology impact. State Board Policy and Business Operations developing parameters.
  1. PCD Environment & SF Testing:
  1. View Customer Accounts:
  • ORACLE BUG Alert: Issue with the "View Customer Accounts" page. SR ticket open with Oracle. No fix date yet.
  • When following this navigation: (Navigator > Student Financials > View Customer Accounts > Academic Information link > Enrollment link > show all columns button) a client can view a student′s drop dates and drop reason comments. To recreate the issue, click on Class Info and then close and return to Enrollment Summary screen. The Drop reason comments disappear. When a client navigates out of Academic Information and navigates back in, the Drop Reasons reflect as expected.

For any questions or concerns, contact the SF Team at [email protected].

-Your SF Team

10/31/2023

SF DL Blast 10/31/2023

Please take a moment to review the important updates below from your State Board Student Financials team.

  • 1098T Season has officially started!
    • The first training is already behind us, you can find the recording & slide deck here.
    • Please have your 1098T homework finished prior to the next work/training session.  The homework was running statements in the PCD environment.
    • If you haven’t already, please send out the Electronic Consent to view 1098Ts and the SSN/Tin Request communications today!  If you have any letter template updates, please submit your ticket for us to update those ASAP.
  • Tuition Rates update 2024-2025: Not until February 2024
    • Tuition rates will be released from the State Board (at the earliest) in February 2024, the SF Team is planning on assisting with this tedious update.
  • Winter/Spring Term roll
    • Keep in mind that the Winter term is just around the corner!  Have you rolled your fees from fall…? Are your payment plans ready/set up? Don’t forget, the Reference Center has a Term Rollover Checklist!
    • Please submit a ticket to SF Team when Winter term is ready to be added to your nightly tuition calculation jobs!
  • Third Party Contracts & Payment Plans
    • It is essential to always make adjustments using the provided plan adjustment methods. Please avoid the practice of simply reversing a TPC payment or charge (or the corresponding Payment Plan charge/payment item type).
    • Engaging in activities outside the intended functionality of these features can lead to intricate and costly problem resolution. Moreover, the solution will necessitate the involvement of four teams and an extended time-frame compared to the standard resolution process.
  • Conversion Account/Deployment Issues & clean up
    • For conversion account issues that require more attention than you/your team can allocate, please don't hesitate to submit a ticket. We're here to collaborate with you in resolving any complexities from the go-live terms.
  • Financial Aid Revision Payment & Charge (FARP/FARC)
    • When making Financial Aid Revisions that affect a student's aid refund, it is generally advisable to post the FARP/FARC item types to transfer the balance from the refund line to the relevant charge line. This revision process necessitates prompt communication between the Financial Aid Office and the Student Financials Office. In specific scenarios, there may be a need to reverse the FARP/FARC item types, such as when aid is returned for the corresponding term. We encourage you to establish this as a routine practice within your student services area.
  • Second Journal Set update:
    • The development of the updated SJS process is progressing smoothly, and you can anticipate receiving further communications in the weeks ahead. A new Quick Reference Guide (QRG) and a round of college validation will play a crucial role in this revision. We are enthusiastic about the enhanced automation, improved timeliness, and the introduction of detailed reporting that this revision will bring about.
  • Upcoming Trainings/work sessions - MARK YOUR CALENDARS!!
    • 11/9 CPL presentation FIN AID/SF
      • Important presentation on item types for those who perform any of the following duties:  award/disburse financial aid, troubleshoot/review student accounts, or refund excess aid.
      • This session is a starting point to working with the State Board to ensure that item types have the proper charge priority lists.
    • 1098T Work Session Series
      • Note your calendars that on November 15th, the second session will be held at 1:00pm. Discussion topics will consist of item types, testing in PCD, and a question/answer session.
    • 11/20 SF Term Roll Fundamentals

 

What kind of music do mummies like listening to on Halloween?

    Wrap music

What do you call it, when students are notified that their 1098-T statement is ready to view, but when they go to check it’s actually not ready yet?

    A 1098-Tease

10/13/2023

Please review the below important updates from your friendly State Board Student Financials Team!

 

Reminders:

 

  • Item Type Approver/Signers
    • 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.
  • Winter/Spring Term roll
    • Keep in mind that the Winter term is just around the corner - have you rolled your fees from fall…? Are your payment plans ready/set up? Don’t forget, the Reference Center has a Term Rollover Checklist!
    • Please submit a ticket to SF Team when Winter term is ready to be added to your nightly tuition calculation jobs!
  • 2024-2025 Academic Year Tuition Rates
    • Tuition rates will be released from the State Board by the end of October, keep an eye out for additional information as to how the SF Team will assist with this update.
  • Outside Vendors (NelNET, CyberSource, BankMobile)
    • When was the last time you checked that your vendor needs are up to date & ready for next term…? Please remember to keep a thumb on this task and confirm staff access/update ability and any upcoming needs.
  • Duplicate Account Cleanup
    • If staff at your institution have changed for this task, please let us know who that person is so that we can connect with them as quickly as possible. Send a note to [email protected].

 

Upcoming Trainings - MARK YOUR CALENDARS!!

 

 

New Queries:

 

QCS_SF_TUICALC_AUDIT

How To use/read document may be found here.

This query is aimed at showing colleges a holistic view of tuition calculation scenarios for a prompted term. The idea is that each row will provide a specific scenario of units, charges, and waivers then in the final column display EMPLIDs of students that fall into that exact tuition calculation scenario.

Please only run this in Schedule Mode - it is very large and takes time to complete.

  • QCS_SF_WAIVER_CONFIG_REPORT
    • This configuration report was designed to give a clear view of important aspects of your waivers. Please check it out and confirm that the displayed waiver info is properly configured for your institution.

 

New Features:

 

Select Charges to Pay (in student self service)

Enhancement Request #235 was approved!

A big thank you to the Highline Team for submitting & documenting this new optional feature.

For more information, please review this 2-minute video.

If your institution is interested, we will turn on Select Charges to Pay in the PCD environment for your experience/testing. Submit a request ticket asking via ctcLink Support > Student Financials > SF: Charges and Payments

 

Please let us know of any questions or concerns.

-Your State Board Student Financials Team

6/13/2023

We appreciate you reviewing the entire document as many Student Financial topics are covered.

  • Term Fee Updates
    • Early release of approved tuition rates for 2023/24 in May - awesome! Even better news is that each year going forward, the Legislature will release rates in October for the following Fall term…yes, that means in a few months, we will send out the 2024-25 rates.
    • The State Board SF Team has been diligently meeting with colleges to join in on the fun when updating ctcLink with these new fees. The meetings are going well, the rates are being efficiently entered, and we are reviewing/validating term fees to ensure that students will be charged properly.
    • WARNING -
      • The SF Term Fee Investigative Unit will be reviewing term fees for those CTCs who did not meet with us and we will be reaching out to those with fees that look suspect!
  • Third Party Contracts (TPCs)
    • Please keep TPC payment/charge adjusting within the TPC menu in ctcLink. Do not use the Reverse Charge to adjust external organizations 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.
  • Alternative/Private Loans
    • The SF Team has met with all but two CTCs to bring Alternative (Private) Loans to being a global process. We enjoyed the meetings and appreciated all the open sharing of your business processes.
    • Per the State Board’s Education & Business Operations divisions, Alternative/Private Loans must be disbursed via the Financial Aid Office.
    • Please look for the upcoming Alternative Loan training session!
  • Cybersource
    • REMINDER: Please take time to review/update the main point of contact & communications for all your 3rd party vendors...especially ones that impact cash flow. In addition, make sure that any outstanding important dates are “calendared” and shared between more than 1 person as assurance. Consider adding more staff or a distribution list on 3rd party software update/communication emails.
  • Collections & Write-Offs
    • The SF  Collections reference center page has been updated/reorganized, please look!
    • Please pay particular attention to the Process Student Write-Offs QRG as it is hot off the press and ready to use in the PCD & Production environments.
  • FARP/FARC (Financial Aid Revisions  SF Side)
    • Reminder, after the Financial Aid Office has adjusted a student’s award, if a financial aid refund is owed back to your institution, it is necessary to use the FARP (Financial Aid Revision Payment) item type to clear that balance owed and then create the proper balance again by using the FARC (Financial Aid Revision Charge) item type as the proper charge/receivable.
    • This FARP/FARC process should never be used to pay towards outstanding charges other than refunds. Only refund charges should be included with this process, any other fees outstanding after the revision should be left outstanding (allowing the GL to reflect such.)
    • As the Student Financial side of this process is 100% dependent on the Financial Aid Office adjusting a student’s award, it is crucial that the FARP/FARC process only happens after learning the adjustment is needed.
    • If you haven’t FARP/FARC’d a student’s account and that student asks to pay the refund owed, it is okay to use their payment to pay off that refund charge balance. However, it is college preference if the adjustment should happen for revision tracking in this scenario (we encourage FARP/FARC’s use when possible.)
  • Second Journal Sets (Two happenings!)
    • 1  Second Journal Set processing is changing drastically. Instead of the State Board SF Team emailing files every week or beginning of the month, the files will now be daily for all. In addition, the job is no longer dependent on a State Board staff member manually kick off the process  the task is automated. Also, the file will no longer need to be manually loaded into the General Ledger  that task is also automated. Another new feature is that the “activity” field will be available to populate for each Second Journal Set item type. Lastly, this enhancement will automate the “analysis” type to be included.
    • 2  Second Journal Set item types will be edited and created by the State Board SF Team as of July 1. State Board Accounting/Business Services has asked that CTC’s review and update these item types by June 30th.
  • 1098T Tax Statements
    • It’s never too late to ask students to electronically consent to receiving the 1098T Statement instead of it being printed and mailed. The benchmark to beat is 108,000 printed statements from last year…imagine the cost and enviro savings!

Thank you all for doing such important work!

-Your State Board Student Financials Team

5/1/2023

Afternoon!

I don’t know your thoughts about the month of May, but it tends to be a joyous time of year. We have May Day, we have Cinco de Mayo, and Graduation is right around the corner! Sorry Finance… End of Fiscal Year is right around the corner for you 1

Though I want to keep this short…please take extra note of this and several other communications you will be receiving over the coming weeks because there are lots of “irons in the fire” and we want to ensure you stay up to date on the latest information.

QRG Updates

Upcoming SF Training/Work Sessions

  • SF Work Session: Collections through Write-Off
    • May 17th, 2023 from 1pm to 3pm.
      • The SF Team will review the primary ctcLink processes used to track past due student account balances.Next Training Session
  • SF Training: TBA!!!
    • May 30th from 9am to 11am
    • More information to come shortly!

Other Important Notes

Bad Dad Joke

Our friend joe went on the Dolly Parton diet..... It made Joe Lean, Joe Lean, Joe Lean!

3/28/2023

Spring is here?!?

The birds are chirping, the bees are buzzing, and the days are longer. Time to start prepping those gardens and spending hours at your local lawn and garden center!

With Spring comes excitement and end of the academic year prep. Our Enrollment folks are preparing for Graduation and our Finance colleagues are getting ready for Fiscal Year-End…remember to be patient and understanding as this time of year can be quite daunting!

As for us in SF (the Center of the Universe)…we are here to assist our peers with support and getting those Third Party Payments processed, collecting those Department Receipts, and getting accounts cleaned up for reconciliation.

Here are some items that the SBCTC team has been working on and some stuff for you to look forward to:

Item Type Security

  • The most updated I.T. security configuration is now in PCD for your experience and practice.  We appreciate the questions and look forward to the Q&A on this topic on April 12th at 1pm.
  • A 3rd item type security configuration has been added for staff with the ZC_CM_CLASS_BUILDER role.  Staff with this role and none of the other SF roles listed will be given the Class Fees and Course Fees nodes.  If they also have SF roles, they will get both Course/Class nodes and the other SF nodes. BE AWARE  If you have staff that have current security role access to both Student Financial pages like quick post/group post & that staff also has the Financial Aid roles for Awarding  those staff members will have access to virtually all item types.
  • Last week, we learned more about how the People Tools update will impact our PQA and PRD time frame.  We are looking to open the PQA environment for college UAT and configuration between April 28th and May 9th.  
  • Please be on the lookout for additional emails on this topic.

Alternative/Private Loan

  • You may have heard from us on a functional processing review for these types of financial aid. We’re looking to have a global standard process across the board and appreciate all the attention to this topic.
  • Be on the lookout for the updated QRG soon!

QRG Updates

Upcoming SF Training/Work Sessions

Other Important Notes

  • The State Board’s SF and Accounting/Business Services teams will be working to update chart string Fund #’s from 841 to 790.  The Item Type Working Group (from BAR) has a deadline for this task of fiscal year end.
  • Final testing for the last few CTC’s to join the Running Start Enhancement is happening now.  Thank you all for working on this and letting us know your needs!

Bad Dad Joke

With spring coming, I may buy some windchimes. I hear it's a pretty sound investment.

2/17/2023

Dear Reader (summoning my Lady Whistledown voice),

I will be honest…I am heading on vacation for the next two weeks so my brain is nearly on vacation mode. Part of it will be spent in Las Vegas.

I have so much to say, yet, this DL Blast has a BUNCH of important information for you to read over. Thusly, I am going to leave you with this…

Contrary to pop-culture belief…what happens in Vegas does not ALWAYS stay in Vegas….(ooooooh! Cliffhanger….)

Item Type Security

  • Please find the slide deck and video link resources located in the ctcLink Pillar Work Session Information Canvas Course. The resources cover the benefits, function, and rollout of item security are contained.
  • Item Type Security is Enhancement Request #159 for the Campus Solutions Pillar. This enhancement will impact any staff member who has page access that accepts item type as an input value…which we know is a significant number. Please forward, discuss, and prepare for this upcoming enhancement.

New Tuition Group

  • The State Board Student Financials Team is rolling out a NOENRL tuition group that contains the population of students who are term activated but do not have any valid enrollment.
  • Many of the CTC’s have tens of thousands of students within this group and each one has tuition calculation review the account.  As the student is not enrolled, we realized it could be a benefit to not waste tuition calculation’s time/resources just to confirm that they are indeed not enrolled.  
  • The SF Team thanks the State Board CS CORE team for assisting with validating that this new group behaves properly in ctcLink.  Bellevue was the first to be created and we did notice a reduction in time that Tuition Calculation runs to completion (which was the confirmation we needed to move forward with the remaining CTC’s.)  
  • As soon as a student is enrolled or moved off the waitlist, they will no longer be a part of the NOENRL tuition group and then always have tuition calculation take enrollment activity into account.  

Duplicate Cleanup Contacts

  • If your institution is listed below, we do not have a contact for which we can communicate duplicate student account issues.  Please take a moment to send the name & email of the person(s) with this responsibility to [email protected].

WA010 WA070 WA110 WA120 WA171 WA172 WA190 WA230 WA240 WA250 WA270 WA280 WA290

1/20/2023

Did you miss me?? I sure missed you all!

I hope you all had a fantastic Holiday Season and beginning of the Winter Quarter!

The Holidays can be a difficult and stressful time for many reasons. Our thoughts and condolences are with anyone who lost a loved one, friend, mentor, role model, and/or colleague during the last few weeks. It certainly makes things harder during this time of year.

However, it is a new year and we have so much to look forward to! A new year and a new set of goals to strive towards (unless you are like me and those goals begin to start slacking after a couple weeks…)! What goals have you set for yourself both personally and professionally? Remember not to forget about yourself and your well-being!!

As always, let’s take a dive into what changes have occurred, things that are upcoming, and end without a meltdown:

1098-T’s

Congrats on getting 2022 printed 1098s behind you all! Between now and your FIRE upload, be sure to make any corrections/adjustments per our fourth (linked below) presentation.

  • Use the 9.2 Comments and Related Content QRG for your 1098-T adjustments and notating.
  • The SF Work Session: 1098-T’s Part IV (1/19/2023) is now available on the ctcLink Pillar Work Session Information Canvas Course.

QRG Updates

Upcoming SF Training/Work Sessions

Other Important Notes

  • W51 (State Employee) Waiver Process: Did you know there is a new(er) process for this?? Check out the 9.2 Assign a State Employee Waiver (DG5+) QRG and submit a ticket to get more information/configured!!
  • Third Party Contracts: Please make sure you are pushing the Last Date wayyy out when creating a Third Party Contract.

Bad Dad Joke

What do you call it when a snowman throws a temper tantrum?“A meltdown.”

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