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

QRG Updates

• Understanding Item Types
  • Formatting changes have been made to reduce scrolling.
• Copy/Update 1098-T Table/Template
  • The Address Usage field has been added to the processing steps and no-audio video to reflect the encouraged use of SF_1098T.
• Create or Copy a Payment Plan
  • Under the Payment Plan Fee Tab section, an alert has been added that states: “If you want the Assessment Fee to be paid first, either that item type must be in a separate node than the Payment Plan Charge if numerically greater so it can be made higher priority in the CPL on the node level, or the item type must be numerically smaller than the Payment Plan Charge when in the same node so it can by higher priority within the node level on the CPL. Submit a ticket to SF Support for Tree Node changes and Item Type creation.”
• Student Self Service Select Charges to Pay Information
  • An alert has been added under the Payment by Charge (New Optional) section which states: “PAYALL CPL may be used with any SF Term Default. PAYNOFUT CPL, if used, should be used in combination with a SF Term Default Effective Date of the day Enrollment begins for that term.”
• Assign a Waiver for Multiple Students
  • An alert has been updated to reflect that this process only works with waivers that have no criteria.
• Enrollment Cancellation Population (aka Drop for Non-Payment)
  • The Aging Criteria step has been updated to reflect more information regarding the By Days radio button. “The By Days radio button can be used to pull students with balances a certain number of days past due based on their unique due dates, instead of a specific static date.”
• Request Missing Student National ID (SSN) Communications
  • Step 10 has been updated to indicate that the Check Duplicate Communication checkbox should be unchecked.
  • Step 18.C.III has been updated to the following information:
    • “Letter Code: B*3 (can be locally defined)
      • Note: We have localized the Letter Code so that the first letter will always be the letter 'B' and will end in the number '3'. The global Letter Code is B03. The asterisk above refers to your local, 1 Letter School Abbreviation.
• Term Rollover Checklist
  • Under Term Default, the Effective Date step has been updated to provide an updated example which states:
    • Enter the Effective Date.
      • This date must match the date that registration opens for the Term that you are adding.
        • Example: Winter 2024 registration at my college opens November 15th. I will enter 11/15/2023 for the Winter 2024 Term.

Canvas Updates

• Work is continuously being done on the SF100 and SF106 Canvas Courses.
• Please refer to the Accessing ctcLink Courses on Canvas page for more information regarding Canvas, including registration.

Previous 30 Days of Learning Opportunities

• January 8^th  CS Core and Student Financials Training: Enrollment Cancellation
• January 8^th  SF Work Session: 2024 1098-T Processing
• January 13^th  SF Work Session: 2024 1098-T Processing

Upcoming 30 Days of Learning Opportunities

• February 10^th - SF Work Session: 2024 1098-T Processing
• February 24^th - SF Training: Collections and Write-Off's

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 Russian history…

Grigori Rasputin was born.

Please review the below updates from your State Board Student Financials Support Team and let us know of any questions/concerns.

• Tuition Rates
  • Thank you for submitting your preferred meeting times for updating and rolling the 25/26 amounts in ctcLink. We are now creating tickets to track the required work and setting up February meeting invites. The scheduling calendar has been deactivated, so if any changes to your meeting dates are needed, please let us know through the ticket.
• Student Financial Responsibility Agreement (SFRA)
  • The SF Team is finalizing the configuration and continuing to test the new process. We will be sending out news in the upcoming week regarding the two days of User Acceptance Testing Q&A will be offered  we anticipate the last week of February and first week of March.(SFRA Quick Reference Guide)
• Nelnet
  • For those working with Nelnet payment plans, keep an eye out for additional details from your Relationship Manager, Cheryl Davis, regarding the upcoming connector upgrade. Please note that Nelnet plans will be paused from June 5th to June 30th, with the new connector (interface) expected to go live on June 17th. The SF Team is pleased with the testing results and overall experience with this vendor.
• Test Account Balances
  • We’ve identified that some production test accounts used by colleges need attention to reduce account balances. Please take a moment to discuss this with your team and ensure that all users at your institution remember to properly reverse and clear out balances as needed. Testing in PCD and Production QRG
• Survey Results
  • This past November/December we surveyed the colleges regarding a range of Student Financial training related questions and would like to offer the answers to the community. The results will be available via this link.

- Your State Board SF Team

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

QRG Updates

• Item Type Security
  • A tip has been added that states: “Each individual Item Type can only exist on this page once, whether called by individual Item Type number or under a specific Tree Node. The query QCS_SF_ITEM_TYPE_TREE_NODE can be utilized to see what Item Types fall under each Tree Node.”
• Process Student Write-Offs
  • The global Item Type 800000007500 has been added to the QRG.
  • A tip has been added that states: “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.”
• Post and Review a Corporate Payment (Cashier)
  • The warning message at the top has been updated and states: “There is the potential for payment swapping when posting a corporate payment through the cashiering office. SBCTC recommends processing corporate payments utilizing the steps provided in the Post and Review a Corporate Payment (Non-Cashier) QRG. If you encounter payment swapping due to utilizing this corporate payment method, you will need to reverse the original payment and then re-post utilizing the non-cashier method linked above. Please follow the steps on the Reverse a Corporate Payment/Charge QRG for processing steps.”
• Process Batch Collections
  • Information has been added that states: “This process may take some time and must run to 'Success' in the Process Monitor prior to running other processes. Otherwise, it may cause unexpected results.”
• Assigning and Sending SF Collections Communications
  • The Query CTC_SF_PS has been replaced by QCS_SF_PS.
  • The Selection Parameters tab for Communication Generation has updates including the query, a note about Letter Codes, and selecting Specified instead of Preferred in certain situations.
  • The Video and Links have been updated to reflect the processing changes.
• Create/Update an Adjustment Calendar
  • A Warning has been added that states: “When creating an Adjustment Calendar for dynamically dated classes utilizing the By Class Length % Adjustment Option, please title name it STD_DYN. This ensures that Equations are not impacted and prevents excessive clean-up. It is encouraged to submit a SBCTC Support Ticket when creating a new Adjustment Calendar.”
• Process Running Start
  • The Adjust Billing Units foldable title has been changed to Self Pay vs. School Pay.

Canvas Updates

• Work is continuously being done on the SF100 and SF106 Canvas Courses.
• Please refer to the Accessing ctcLink Courses on Canvas page for more information regarding Canvas, including registration.

Previous 30 Days of Learning Opportunities

• February 10^th - SF Work Session: 2024 1098-T Processing
• February 19^th - Running Start Series

Upcoming 30 Days of Learning Opportunities

• February 24^th - SF Training: Collections and Write-Off's
• March 3^rd - ER 266: Student Financial Responsibility Agreement Q&A Session
• March 5^th - ER 266: Student Financial Responsibility Agreement Q&A Session
• March 17^th  SF Work Session: 2024 1098-T Processing

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 Literature history…

The Communist Manifesto was published.

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

QRG Updates

• Running Start Queries
  • Screenshots have been updated to reflect the correct Query Name.
• The following QRG’s have had this warning statement added to them:
  • “When utilizing the Maximum Amount field, limit to only 13 characters. More than 13 characters will cause Tuition Calculation to fail.
  • When you input a value in the Minimum Amount field, the amount will be forced to continue to apply despite a student being eligible for a refund. It is recommended to not enter a value in the Minimum Amount field for any fee that should be able to be fully refunded.”
    • Adding Course Fees Via Course Catalog
    • Add a Course Fee through Student Financials
    • Add a Class Fee through Student Financials
    • Adding a Class Fee Via Maintain Schedule of Classes
    • Create Course List Fees
    • Maintain/Update BEdA Course Lists and Course List Fees
• Reverse a Corporate Payment/Charge
  • The Purpose statement has been updated to state: “Use this document as a reference for reversing Corporate Payments that have been posted using the Cashier or Non-Cashier methods. Also use this document as a reference for reversing Corporate Charges.”
  • A tip has been added that states: “If you would like to Void a payment that has been processed through your Open Cashier Office, please refer to the Void a Receipt QRG.

Canvas Updates

• Work is continuously being done on all Canvas Courses.
• Please refer to the Accessing ctcLink Courses on Canvas page for more information regarding Canvas, including registration.

Previous 30 Days of Learning Opportunities

• February 24^th - SF Training: Collections and Write-Off’s
• March 3^rd and 5^th - ER266: Student Financial Responsibility Agreement Q&A Sessions
• Marth 17^th - SF Work Session: 2024 1098-T Processing
  • We value your feedback on this annual process to help us enhance future trainings and resources  a survey can be accessed here.

Upcoming 30(ish) Days of Learning Opportunities

• March 24^th - SF Training: Term Roll
• March 25^th and 27^th - CS/HCM/SF Cross-Pillar Workshop: End-to-End Class Building Day 1 and Day 2
• April 14^th - SF Training: Item Types 101
• April 21^st - SF Training: Item Types 102

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 Nevada history…

Nevada legalizes gambling.

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

Canvas Updates

• Work is continuously being done on all Canvas Courses.
• Please refer to the Accessing ctcLink Courses on Canvas page for more information regarding Canvas, including registration.

Previous 30ish day of Learning Opportunities

• March 24^th - SF Training: Term Roll
• March 25^th and 27^th - CS/HCM/SF Cross-Pillar Workshop: End-to-End Class Building Day 1 and Day 2
• April 14^th - SF Training: Item Types 101

Upcoming 30ish day of Learning Opportunities

• April 21^st - SF Training: Item Types 102
• April 22^nd - SF Information Session: SFRA Updates/Q&A
• April 24^th  SF Work Session: Applying Credits to Charges
• April 29^th  SF Information Session: Apprenticeship NEW Waiver Configuration Drop-in
• May 5^th  FA/SF/FIN Cross-Pillar Training: End to End Reconciliation
• May 22^nd  SF Work Session: The Great Ledger Migration  Student Financials to the General Ledger

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.

Fun fact of the day (not brought to you by Snapple):

• A caterpillar has more muscles than a human.

We want to update you with the recent news that our SF Trainer Alec will be moving over to be the Finance Trainer, and we want to wish him all the best with this new opportunity. We’re thankful for all the work he’s accomplished and know that he will continue to be a positive part of the CTC & SF Community  congrats and best of luckAlec!

Please note the below important updates from your SF Team at the State Board.

Tuition

• Is it Summer or Fall Tuition Calculation time yet?
• When ready, please submit a ticket to turn on 2255 or 2257 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 2255 Summer Term
• Tuition Rate Update Meetings
• Did you meet with the team and still have Board of Trustee meetings pending to confirm S&A or Athletic Waiver or other fee/waiver adjustment that would impact your Fall fees?If those questions have been answered, please add a note to your ticket.
• Waiver Form in Solar Winds
• The State Board teams made a few updates to the form used when requesting new or changes to waivers and adjustments. Please note the following changes:
• Title change to “CtcLink Waiver/Adjustment Request Form”
• Links to the State Board Policy and ctcLink Accounting Manuals
• Inclusion of an “Attestation” section

Enhancement Request Updates

• ER#266  Student Financial Responsibility Agreement (SFRA)
• Testing will remain available for this enhancement in PCD through 4/28/2025 and the UAT Survey should be submitted by April 30^th.
• Don’t forget about the SFRA info session happening 1:00pm tomorrow!
• ER#999  OAAP Residency & Citizenship
• The SF Team is continuing to develop considerations on how this enhancement will impact 1098-T Statement processing. Expect additional updates to facilitate the exchange of ideas for appropriate steps to ensure minimal staff/student impact.

SF to GL Reconciliation

• SF and Accounting Support teams recommend reviewing the following accounts to help with year-end cleanup:
• Internal Cash (1000199)
• SMARTer Errors
• Student Liability accounts (2000030 & 2000015)

Upcoming SF Work Sessions  MARK YOUR CALENDARS!

• April 24 @ 1:00pm “Applying Credits to Charges”
• Join us to learn more on the following: item type classification, item type trees, charge priority list basics & resources, SF Term Default, payment priority numbers, payment overall priority and common application issues.
• May 22 @ 1:00pm “The Great Ledger Migration: Student Financials to the General Ledger”
• Join us to learn more on the following: a general overview on how SF transactions jump over the fence into the Finance pillar/General Ledger, focus on specific SF related fiscal year end considerations, and review how Second Journal Set item types may be updated locally instead of via State Board ticket.
• June 2 @ 1:00pm “Washington Waives: Updating your Athletic, Apprenticeship, State Employee, and Senior Tuition Waivers”
• Join us to learn more on the following: Reviewing specific updates to the named waivers, learning more about waiver reporting, and State Board resource updates.

1098-T 2024 Processing Survey - This information will be collected each year to help inform us how the previous year went and how to improve in future years. Please submit your response by May 2^nd.

-Your State Board SF Team

Please take a moment to review the following updates from your State Board Student Financials Team:

Cashiering Receipts Bug

• We are continuing to work towards resolving the bug that is plaguing cashier’s offices with the inability to print receipts. Currently, we are testing the fix as it impacts all 3 pillars in ctcLink. We will continue to provide updates. The workaround has been attached to this message.

Applying Credits to Charges (held 4/24/25)

• This session covers some of the most pertinent components of Student Financials ctcLink configuration and is a must watch if you need a reminder on the following topics: item type classification, item type trees, charge priority list basics & resources, SF Term Default, payment overall priority and common application issues.
• Link to Canvas Pillar Work Sessions (in the Student Financials 2025)

Pay Plans & Third-Party Contracts

• Please take care & attention when rolling plans/contracts to new terms and to consider the following points & fields:
  • Do the plan/contract descriptions accurately reflect the term and/or external orgs?
  • Were all the fields associated with the term properly updated?
  • For payment plans active in self-service, were the start and end dates commensurate with the other pertinent dates within the set-up tabs 1 & 2?

Nelnet

• It’s about time to update the interface (connector) between Nelnet & ctcLink.
  • We’ve successfully worked 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”. Please submit a ticket so we can track this important work. ctcLink Support > Student Financials > SF: NELNET
• Nelnetexperienced a disruption of connectivity this past week and we’re pleased to announce that all services appear to be working properly again. Thank you to the members of the State Board & Nelnet Teams that stayedon late to resolve the issue.

Collections

• How well are you working past due student account balances?
  • The ctcLink collections processes will help to bring in past due monies. Please submit a ticket (ctcLink Support > Student Financials > SF: Collections and we can assist with either setting you up or reviewing your processing.
• If you haven’t heard  we can also work with you to establish a job recurrence that will look for null/blank due date values (01/01/2500 is the null date) and update the due date to match the effective date (including refund lines). This helps to make sure all charges are included in those important past due notifications. If you’re interested, check out/test in PCD the query QCS_SF_ITEM_CHARGE_NO_DUE_DATE (SF charges without a due date.)
  • Pop in a ticket and we’ll help/answer any questions on this task.
• 1% past due interest
  • The functionality and configuration have not yet been finalized, and we’ll be gathering additional input from both colleges and State Board business operations before moving forward.

Item Type Request Note/Reminder

• Make the best use of the item type spreadsheet available in Solar Winds. If you have a large number of item types that need to be created or updated, please submit one ticket with one spreadsheet containing all requested updates.
• If you have any questions or unique circumstances, please reach out to the SF Team to discuss your needs. This will help us support your college while maximizing the use of systematic updates in ctcLink.

BAR Meeting

Thursday, May 15

• Mark your calendars!

Ticket Punch Down Meetings

• The SF Team would like to offer time to work together on stubborn tickets and processes in ctcLink to your SF Team. Please send a message to [email protected] and we’ll find time to give you undivided attention to venture through any stubborn problems in ctcLink.

College Contacts

• Please take a moment to review whether recent staff turnover has affected your college’s contacts for the following key responsibilities. If there have been any changes, kindly send updated contact information to [email protected]:
  • Item type approvers (Finance and Financial Aid)
  • Duplicate ID resolution
  • Cybersource payment platform
  • Nelnet payment plan coordination

We appreciate your time and energy in working with us on so so many important issues that impact the students in Washington. As always, if you have any questions or concerns, please don’t hesitate to reach out to us at [email protected].

-Your State Board SF Team

Please take a moment to review the following updates from your State Board Student Financials Team:

Second Journal Sets (SJS) Open for 2026 Fiscal Year Updates

• 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 2nd through Friday July 11^th.
• After access is removed, all SJS item type updates will require a SW ticket & item type form.

Nelnet Connector Upgrade

• The update to Nelnet’s interface (aka connector) is being tested now and should be available in production in the next week. Summer (2255) and Fall (2257) plans will begin to use the new connector.
• The latest version of their connector will include new features like service indicators for terminated agreements, past due balance payment plans, and international student payment plans. Contact your account representative to find out more information.
• In the past we accepted emails for adding new plans to production. 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

25/26 Tuition Rates

• As we wrap up the tuition rate update process, please remember to review and include any outstanding fee or waiver updates for Fall 2025–2026. Be sure to update your 2025–2026 Rate Rollover ticket accordingly.
• Bachelor's Degree Tuition Calculator updated for 25/26 link = https://www.sbctc.edu/colleges-staff/collegeaccess/baccalaureate-tuition-calculator

Cybersource – Reminder: Check Your Keys & Contacts!

• To avoid disruptions to student online payment processing, please review and note the expiration dates of your Cybersource secret keys.
• CyberSource will send out email notifications of soon to expire keys. Keeping contact information up to date will ensure that you are informed about Key Expiry Dates.
• We recommend submitting a ticket to the SF Team at least two weeks in advance so we can support you through the update process and ensure everything continues running smoothly.

1098-T Statements

• Join us on Monday, July 14th at 1pm as we explore the following two pressing topics in-depth:
  • 1098T Prior Year adjustment issues - When activity to a prior calendar year takes place, and a prior year 1098T has not already been generated, it causes an inaccurate current year 1098T.
  • Citizenship Status and ER-999 - Questions related to citizenship have been removed from the Admissions Application.

SF Enhancement Requests

• ER253  Student Self-Service: Make a Payment (Fluid)
  • Accessibility updates to the ctcLink Make a Payment page
  • Going live 6/25/25
  • QRG = Student Self-Service: Make a Payment (Fluid)
• ER266  Student Financial Responsibility Agreement
  • Attached to this email is the most recent update messageto go out on this important mandate. Please review it for additional information.
• ER274  Cashiering Receipts Renovation
  • We will continue testing and look forward to showing these updates to the CTC community very soon.
• ER295  in PRD as of 6/5
  • Previous Behavior: When the Review Credit History process was run, the system displayed the following message under the Credit History and Collections section: “This student is currently in Collections.” This message was misleading for students who were still in the early stages of the collections timeline (e.g., 30-, 60-, or 90-day notices) and had not yet been officially referred to a collection agency. Its visibility caused unnecessary concern and confusion.
  • Updated Message: To improve clarity and better reflect a student’s actual status, the global message has been updated to: “Payment is overdue. The outstanding balance may be sent to a debt collection agency.” This revision more accurately describes the situation without causing undue alarm. The updated message is now in effect for all colleges using the Collections process in ctcLink.

SF Trainings/Work Sessions

• FA/SF/FIN Cross-Pillar Work Session: Reconciliation Show & Tell Bellevue College (6/5/25)
  • This session emphasizes the importance of interdepartmental communication during monthly reconciliation processes and reviews key steps unique to Bellevue College in their local reconciliation business process. (Canvas link & session recording)
• Washington Waives (6/2/25)
  • Updating your Athletic, Apprenticeship, State Employee, and Senior Tuition Waivers (Canvas link & session recording)
• The Great Ledger Migration (5/22/25)
  • An overview on how SF transactions jump over the fence into the Finance pillar/General Ledger, focus on specific SF related fiscal year end considerations, and review how Second Journal Set item types may be updated locally instead of via State Board ticket. (Canvas link & session recording)
• REMINDER on theQRG “SF - Student Financials Resources”
  • Contains the following important links:
    • Previous SF email blasts/notes on updates
    • Resources that fall outside of our other QRG main categories
    • ctcLink Training Recordings Archives

We appreciate your time and energy in working with us on so so many important issues that impact the students in Washington. As always, if you have any questions or concerns, please don’t hesitate to reach out to us at [email protected].

-Your State Board SF Team

Hi everyone!

I’m Pauline Smith, and I’m thrilled to be your new Student Financials Trainer at SBCTC! After spending the last 25 years at Peninsula College in a variety of rolesfrom Student Services to tech wizardrythe past five years were all about ctcLink. I was the Project Manager during our Go-Live in 2020, then shifted into the Business Applications Analyst role working with all three pillars and security.

I’m super excited to hop aboard the SF train with you and help make learning the system as smooth and stress-free as possible. Can’t wait to connect, collaborate, and support you on this journey!

Please take a moment to review the following updates from your State Board Student Financials Team:

General SF Updates

• 1098-T
  • This 1098-T season has several impactful changes to processing, and we thank you for your attention to the upcoming training.
  • Currently, the SF Team is working on the Prior Year Process, please see the 1098-T Business Process Guide 2025 (page 32) for more information.
• Tribal Elder Waiver  
  • Please submit a ticket to the SF Team if you will be using this new optional waiver, more information can be found on the Tuition Waivers & Residency Classifications page (under Optional Waivers).
• Student test accounts in production
  • Do you use student test emplids in the PRD environment?
  • If so, please keep in mind that clearing any student account balances on a regular basis is an appropriate practice and must be done prior to Fiscal Year End.
• CtcLink mobile platform (HCX) & delivered payment plans:
  • We’ve identified an issue where students are enrolled in a Delivered PeopleSoft Payment Plan multiple times if they select the Enroll button more than once in HCX. A ticket has been submitted to HCX for solution/fix.
  • Please ensure your students are aware that they should only press the Enroll button one time during the process while we work towards a solution.
• Student Institution Set reminder
  • Although we are past the majority of new users coming from Legacy, it is still important for first time students to activate their ctcLink account from the web browser (laptop or phone) so that their account is properly assigned a Student Institution Set. Please do not direct first time students to activate their ctcLink login through the HCX mobile app.
  • Please find Bellevue College’s instructions here.

Student Financials Enhancement Requests

• ER266  Student Financial Responsibility Agreement (SFRA)
  • Winter term (Cohort 2) testing is now available in the PCD environment
  • Please update your ticket with any questions/concerns.
  • Find updated resources via the SFRA QRG/Resources link
• ER274  Cashier Receipts renovation work
  • The student cashier receipt has been updated and is available for use in PRD.
  • The corporate cashier receipt is being tested now, and we will notify upon its move to production.
• ER323  Running Start 9-10 Rule Recission
  • Solution is in testing now & will be in production for fall term

SF Resource Updates

• Canvas:
  • The Pillar Work Session Info is now ctcLink Learning Opportunities Information. We have made some helpful updates and you will now find all training and work sessions listed in one area (they are also still listed in respective courses). If you do not have access to this useful resource you can register on the ctcLink Training & Learning Opportunities page.
• QRG Updates:
  • Create or Copy Payment Plan: Information regarding setting up the SF Institution Set was updated; colleges will need to submit a ticket to SF support for any changes.
  • Tuition Calculation After Enrollment Cancellation: Updated information regarding using the correct Run Control ID.
  • Post and Review Student Payment: Updated images and video to reflect ER274 receipt updates.
  • SFRA: Updated 3C Engine steps to include information for both SFRA Letters, added "Signed SFRA Communication” example wording, added BEdA process example.

Learning Opportunities

Recent:

• Fall Back to Basics: Cashiering, Refunds & Payment Plans 9/8/2025

Upcoming:

• September 26  SF Drop-in Session: 1098-T
• October 13  SF Training: Get to know your SF Team & Q&A Follow up from Fall Back to Basics
• October 20  FA/SF Cross Pillar Training: Customer Account Review Basics
• October 16 & 17  BAR in Yakima  SF to Review Past Due Processing/Collections/STARHR
• October 27  SF Work Session: 1098-T Kick off
• October 31  SF Drop-in Session: 1098-T

COMING SOON: SF Training & Work Sessions Survey

Your voice matters. Help shape the future of SF Trainings and Work Sessions by sharing your insights in our upcoming survey. Whether you're passionate about improving processes, enhancing collaboration, or just want to be heardthis is your chance to make a difference.

Today I Learned…

Ironically, the fear of long words is called Hippopotomonstrosesquippedaliophobia. The 36-letter word was first used in the first century BCE to criticize writers with an unreasonable penchant for long words.

Happy Fall! I don’t know about you, but I really love this time of the year, the changing colors are just beautiful and of course, Halloween!

Please take a moment to review the latest updates from your State Board Student Financials Team. If you have any questions or need further clarification, feel free to reach out  we’re happy to assist.

Make sure to check out the SF Training and Learning Opportunities Survey listed below. Your feedback is incredibly valuable and helps us improve future sessions!

General SF Updates

CyberSource Security Update

Washington State Community and Technical Colleges’ (WA CTCs) online payment provider, CyberSource, is implementing mandatory security updates that replace the current SOAP API authentication with a REST API certificate model.

All colleges processing student payments through CyberSource must complete this update by October 21, 2025, to avoid disruption to online payment services. Update meetings are happening this week.

The State Board has developed, implemented, and tested a sustainable solution that adopts the new authentication method and establishes a standardized, systemwide biennial key update schedule, replacing the previous ad hoc process.

Image 35 deployment delay:

The maintenance to deploy Campus Solutions Image 35 & Highpoint updates has been rescheduled for Saturday, November 1.

Sales Tax and CNED classes

The Department of Revenue has issued clarification regarding sales tax on educational presentations such as Continuing Education (CNED) courses. Courses, workshops, and presentations provided by institutions with institutional accreditation will not be considered taxable as live presentations.

The Department has agreed with the public colleges and universities’ interpretation that coursework provided under NWCCU accreditation is not subject to sales tax.

1098T

This year, like in previous years, we will be offering both in depth trainings, drop-in sessions following those trainings, and continue to update/utilize the Business Processing Guide. Find the below sessions & links via the 2025 1098-T Business Processing Guide QRG

2025 Special Considerations - Please see Appendix 1 in the guide for additional detail.

Issue-ER999 and Citizenship Status: Beginning with calendar year 2025, State Board recommends selecting the Override Citizenship validation within their batch processing.

Issue-Prior Year 1098-Ts: When activity to a prior calendar year takes place, and a prior year 1098-T has not already been generated, it causes an inaccurate current year 1098-T.

We look forward to seeing you on the 27th!

Survey

This survey is designed to gather valuable feedback from WACTC colleges on the use and effectiveness of the Student Financials Reference Center (QRGs), Canvas training courses, and Training and Work Sessions. Your insights will play a key role in shaping future student financial training and improving support documentation.

We encourage all Student Financial end-users, as well as members of BAR, to share their experiences and suggestions regarding current training resources and learning opportunities. Your input is essential to ensure that our training tools are relevant, accessible, and impactful.

SF Training & Learning Opportunities Survey 2025

Student Financials Enhancement Requests:

• SFRA #266 =
  • SFRA
    • As of today, 5 of 19 colleges in Cohort 2 have successfully gone live with the SFRA. To date, over 75,000 agreements have been signed.
    • Please direct any questions, concerns, or updates to your go-live ticket. Once go-live support concludes and no further inquiries are pending, the ticket will be marked as resolved.
    • For any new SFRA-related requests moving forward, please use the request type “SF: Communications.”
    • Please note that the SFRA has been translated into 9 languages and those copies are available (via .doc file) in the QRG under “Communications Templates & Agreement Verbiage”
    • QRG = Student Financial Responsibility Agreement
• Running Start #323 = The Running Start 9-10 Waiver rule has been rescinded and is no longer active as of this current Fall Term in ctcLink Production/Test environments.
• Receipts #274 = We are continuing to test the corporate receipt configuration and anticipate completion by the end of October. Please note that this update will also include the addition of “change due” on both corporate and student receipts.

SF Resource Updates

Updated QRGs

Financial Aid Refund Adjustments - Updated file mapping info

Term Rollover Checklist - Added CPL info under term default

Student Financial Responsibility Agreement (SFRA) -Added translated versions

1098-T Prior Year Processing - Updated SBCTC processing/College review and added a new College cleanup section.

Post and Review a Student Payment - Added additional security roles needed

Learning Opportunities:

Recent

Oct 13 SF Training: Get to Know Your SF Team and Welcome Back Follow-up Q&A

There were several questions about the ctcLink duplicate payment plan issue.

Answer: We are testing a fix for the multiple payment plan enrollment issue - Our CS Core team has opened a ticket with HCX, they provided a fix, and it works just need to get it through the stacks. We have been suggesting turning off Self-Service for the time being.

Upcoming

October 15 CyberSource Security Update Session

October 16& 17 Bar in Yakima, SF to Review Past Due Processing/Collections/STARHR

October 17 CyberSource Security Update Session

October 20 Cross-Pillar Training: FA-SF Customer Account Review Basics

October 27 SF Work Session: 1098T Kick-off Meeting

October 31 SF Drop-in Sessions: 1098T

Work Session Volunteers Wanted!

Do you have a Student Finance topic you're passionate about? We'd love for you to share your insights! Partner with the SF team (don’t worryyou won’t be presenting alone!) to lead a work session and share your favorite tips & tricks with fellow SF users.

If you're interested, please reach out to Pauline Smith at [email protected] or Brandon Reed at [email protected] with your topic ideas.

Thank you, we look forward to collaborating with you!

Today I Learned...

Out of the $6.9 billion spent annually in the US alone, $2.08 billion is spent on Halloween candy. How many sweet treats can you buy with that money? Roughly 600 million pounds  which equals about 6 Titanic ships.

Bonus Halloween challenge, let me know if you give it a try 😊 - Try wearing your clothes inside out and walk backwards on Halloween. According to traditions, this will make sure you see a witch at midnight.

-Your State Board SF Team

Can you believe we are halfway through November already!!

Please take a moment to review the latest updates from your State Board Student Financials Team. Please reach out if you have any questions.

The SF Training & Learning Opportunities Survey 2025 is still open until this Friday, November 21.

General SF Updates

• Tuition Calc Turn On Time...?
  • Are you ready for winter term tuition calculation...if you haven’t done so yet, please be sure to log a ticket in Solar Winds using the SF: Turn on Tuition Calc request type and Institution #/Term in the Request Detail field.
• SFRA  Student Financial Responsibility Agreement
  • 25 Colleges are now live with the SFRA configuration  wow! Over 126,000 agreements have been completed as of last Friday  DOUBLE WOW!!

Cohort 3 planning

• We are holding a SFRA drop-in session for Cohort 3 on Thursday, December 11^th (2:00pm) where we will provide a general overview and SFRA communications review.
• We still need go live dates from the following Cohort 3 colleges: WA020, WA040, WA070, WA220, WA280.
• Please check the SFRA QRG under “Implementation Timeline” for more information.

After SFRA go live:

• When needing assistance from the SF Team regarding the SFRA, please use the Solar Winds ticket request type of SF: Communications and be sure to include “SFRA WA###” in the subject line.
• CyberSource online payment provider
  • All is functioning as expected following the recent security updates to production, and we appreciate the extensive work done alongside the SF Support Team to ensure students experienced as little impact as possible.
  • Security key updates are now on a biennial cycle. We will reach out to the Cohort 2 group in March of next year to complete their updates and, in doing so, place all CTCs on a consistent two-year update schedule.
• 1098-T Updates
  • NEW Request Missing National ID (SSN) Communication Video!
    • You can find the video on the ctcLink Learning Opportunities Information canvas page.
    • Navigate to Modules > Student Financials Learning Opportunities > 2025 1098-T's  SF Work Sessions.
  • FIRE Test system closes 11/19/25 and reopens 1/5/2026.
• BAR and continued Collections discussion
  • BAR October Meeting slide decks & recording link
  • Collections November 7^th Drop-In Session!
    • Thank you to all those that attended to provide feedback and to ask questions on available functionality within ctcLink.
  • Don’t FORGET = Submit a ticket for Past Due ctcLink processing questions & set up!
• Athletic Waivers
  • Please note that the following criteria has been removed from resources and queries:
    • Per NWAC, verbiage located in parenthesis within the Waiver Guidance section is not valid/true. “(course number 100 or higher)”.
    • Please visit the updated Waiver Guidance section via the State Boards website.
• ER274 Cashier Receipts renovation work
  • The student and corporate cashier receipts have been updated and are now available for use. A “change due” designation has been added near the bottom of the form when change is entered/provided.

SF Resource Updates

Updated QRGs

• Request Missing National ID (SSN) Communication Updated to include information on running local letter templates
• Athletic Waiver  Updated to include October 2025 changes
• Process Running Start  Updated 9-10 waiver info

Learning Opportunities

Recent:

• October 20 Cross Pillar Training: FA-SF customer Account Review Basics
• October 27 SF Work Session: 1098T Kick-Off Meeting

Upcoming:

• November 17 SF Work Session: 1098-T Communications and Q&A
• November 18 Cross-Pillar Training: Award Adjustments and the FARP/FARC Process Refresher
• November 19 Running Start Series
• November 21 SF Drop-in Session: 1098-T
• December 1 SF Training: 2025 SF Year in Review and Updates
• December 8 SF Work Session: 1098T Prep: Item Type, TIN Table, FIRE, COMMMS Review
• December 11 SF Work Session: SFRA Cohort 3 Kickoff
• December 12 SF Drop-in Session: 1098T

Today I learned...

The bright reds, oranges, and yellows of fall leaves are caused by the creation of sugars that get trapped inside the leaves after they stop producing chlorophyll.

-Your State Board SF Team

As we close out an incredible year, it’s hard to believe that 2026 is right around the corner! December is the perfect time to reflect on the milestones we’ve achieved together and set our sights on the opportunities ahead. The new year brings fresh goals, exciting projects, and a chance to innovate even more. Let’s finish strong and step into 2026 with energy, focus, and optimism!

Please take a moment to review the latest updates from your State Board Student Financials Team. Please reach out if you have any questions.

📢 General SF Updates

• 1098-T
  • The 1/5/2026 deadline for 1098-T Generate Job in Production has been eliminated.
  • The Temporary Lock Out dates restricting access to 1098-T pages have been eliminated.
  • The 2025 Tracking Calendar via the 1098-T QRG has been updated with these changes.
  • Make sure to join the new 1098-T eList.
• Item type approver updates to SF Support
  • 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.
• SFRA Cohort 3 Drop-In meeting scheduled for December 29, 1pm  2:30 pm
  • Cohort 3 colleges, please bring your questions on functionality, communications, and any other SFRA topics.
  • SF Drop-in Session: SFRA Cohort 3 meeting information
• SF Year in Review
  • Coming Soon! We’re preparing our annual recap of all the exciting SF highlights stay tuned!
• Waiver form update in SW
  • Please note that the SolarWinds SF: Waivers ticket request form has been updated to a fillable Microsoft Word document and is no longer a PDF. The requested information and verbiage remain unchanged; only the format has been updated to improve usability.
• Cybersource Updates
  • The second round of our online payment platform updates will take place for the cohort 2 colleges during the month of February. We will reach out to your colleges POC with instructions and for them to select a time to meet with the SF Support Team and we will assist you with updating your Cybersource keys (these new keys will be active for 2 years.)
• Term Rollover
  • The State Board will distribute the approved 202627 rates by early February 2026. Please note that the SF Team will host a term roll and term fee update training on March 9, and colleges will be asked to work with us to update and validate all fee and waiver changes by the end of March. Additional guidance and instructions for this annual process will be shared soon.
• Apprentice BPG updates
  • If you’re one of the 15 colleges that run apprenticeships programs, please note that we’ve updated the Business Process Documentation recently with the latest waiver functionality detail (starting on page 9.)
• New Request Type for QRG updates in SolarWinds
  • Have you spotted a QRG that needs an update? Or do you have an SF topic you’d like to see added? You can now submit these requests directly in SolarWinds!
  • Navigation in SW: ctcLink Support > Training > Reference Center > SF  Reference Center
• Student Log In & Institution Set Issues
  • We recommend that students first activate their account using gateway.ctclink and not HCX to ensure that the Institution Set is populated correctly.
  • You can use the Student Institution Set Override page to update if there are any issues, but this only fixes issues for the Gateway/full site.
  • We also recommend that students use the desktop gateway to do anything Student Financial related.

📚SF Resource Updates

Updated QRGs

• Void a Receipt  Updated steps to include “always select a void reason” and added additional information on the QCS_SF_E215_DPT_GL query.
• Financial Aid Refund Adjustments  Updated steps, removed file mapping information and created a new video for group post.
• Assign a Waiver for an Individual Student and Apply/ Update Student Waivers Through Equation Variable and Student Groups  updated navigation paths (Thank you Matt at Whatcom for letting us know).
• 1098-T Resource Updates, continued updates for the 2025 1098-T processing:
  • 2025 1098-T Business Processing Guide
  • 1098-T Guide
  • Added the Request Missing Student National ID (SSN) Communications Video to reference center.

🎓Learning Opportunities

You must be registered and logged into canvas to access these recordings

• November 17 SF Work Session: 1098T Communications & Q&A
• November 18 SF/FA Cross-Pillar Training: Award Adjustments and the FARP/FARC Process Refresher
• November 19 Running Start Series 25-26 with SF Updates
• December 8 SF Work Session: 1098T Prep: Item Types, TIN Table, FIRE, Comm Review

Upcoming

• December 29, 1pm, SF Drop-in Session: SFRA Cohort 3
• December 31, 9am, SF Drop-in Session: 1098T Missing TIN Request/Deadline for Student Communications
• January 7, 9am, SF Work Session: Running 1098T’s to Audit/Validate
• January 9, 9am, SF Drop-in Session: 1098T
• January 12, 1pm, SF Work Session: 1098T Printing and Reconciliation
• January 15, 9am, SF Drop-in Sesson: 1098T

🤓Today I learned

I’m ready for some snow (sorry non snow peeps), so here is a fun snow fact:

Snowflakes have six sides:Due to the hexagonal structure of ice crystals, all snowflakes have six sides, though they have unique patterns;the largest ever recorded was massive, 15 inches wide. (thanks Google)

😂Bonus Dad Joke:

What happens when you cross a snowman and a vampire?

Frostbite!

-Your State Board SF Team

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 theCanvas Work Session pageor 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.
    • Please seeSetting Up Service Indicator Codes and Reasons
• View Payments page and security
  • Student FinancialsCharges  PaymentsView 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 31^stdeadline 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:
  • SF Work Session: 2023 1098Ts (Part 5)
    • Monday, February 12 work session info/recording
  • SF Info Session: Course/Class Fee Update Instruction Mode
    • Tuesday, February 13 work session info/recording
  • SF/FIN Work Session: Second Journal Sets
    • Thursday, February 15 Reconciliation of GL link to SJS Canvas
      • (Awaiting video recording rendering at time of email.)
  • SF/Fin Aid Work Session: R2T4 Part 2
    • Thursday, February 22^nd, Trumba calendar link
  • SF Training: Mass Select Transactions
    • Monday, February 26^thTrumba calendar link
  • SF Info Session: Course/Class Fee Update Instruction Mode
    • Tuesday, March 12 Trumba calendar link

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].)

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 withyou allduring 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 fieldconfigupdate)
  • 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:

• Make sure you can view your item type configuration. The view only security role is ZD_SACR_SF_ITEM_TYPE_CONFIG
• Enhancement Request #230 made it into the Production environment Friday, March 8th and contained two important updates:
  1. "Higher One" nomenclature has been updated to "BankMobile" on student  staff facing ctcLink pages.
     • Please note that these updates are cosmetic and do not affect background processing or Run Control IDs.
  2. The non-functioning “Direct Deposit” button item has been removed from the Financial Account tile.
• Work Sessions/Trainings
  • Past Month
    • FA/SF The Adventures of the R2T4 Worksheet Session 2
      • Held on 2/22/2024
    • Course/Class Fee Update: Instruction Mode
      • Held on 3/12/2024
    • SF/FA Cross-Pillar Info Session: Keywords Update
      • Held on 3/12/2024
    • Tuition Rate Updates
      • Held on 3/15/2024
  • Upcoming Month
    • SF/FA Cross-Pillar Information Session: Drop-In QA for Keywords Update (3/26/2024)
    • SF Training: Term Roll Open QA (4/1/2024)
    • CS Core: Reviewing Enrollment Cancellation (4/3/2024)
    • CANCELED - All-Pillar Learning Opportunity: End of Fiscal Year Prep (4/15/2024)
    • Item Type Charge Priority Lists: Join the SF Team to review functionality and troubleshooting. (4/18/2024)
  • SF Training list depository
    • Student Financials Learning Opportunities Recordings

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].)

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 25^thand 26^th, 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 -pleasetake 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 Calcwith theSubject: 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 withboththe 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):

• Past month:
  • Reviewing Enrollment Cancellation (in Canvas SF100 Tuition Calculation Training Videos module)
    • Held on April 3rd
  • CPL’s Part III(pending video recording blurring/rendering follow up message to go out)
    • Held on April 18^th
• Coming Up:
  • SF Reconciliation
    • May 20^th
  • Write-Off Updates
    • May 23^rdPlease join us to learn about important updates to this process.

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].)

SF DL Blast 5/9/2024

WHATS NEW

• BAR (Budget, Accounting, and Reporting)meeting on April 25 & 26
  • State Board link to presentations
    • AAG’s opinion on S&A Fees & Collections/Fraud/Bankruptcy
    • Funds & Fund Types discussion
    • & more!
  • 1098T Survey Results a la Jackie, Tamara, & Brandon
• 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 theProcess Guidesend 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 18^th
  • The recording is linked above, thank you Training Team!

Upcoming 30 Days

• End of Fiscal Year Prep
  • May 20^th(9-11am)
• Write-Off Updates
  • May 23^rd:Please join us to learn about important updates to this process.
• SF Reconciliation
  • This session has been moved to June 3 (from May 20)

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 onallthe 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

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 theDailyYear-end Training/QA Sessions through August 2nd from 10:00 to 11:00am atthis 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 13^th, 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 underctcLink Support  Student Financials:SF: NelNETSF: CyberSource
  • Please use these ticket request types for all issues related to either of these important 3^rdparty 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 review the “Edit Prompts” link when using this query as additional prompts have been added.
  • The new prompts let you restrict your run to letters assigned during a time period.
  • Additional info =ComGen Limit Update CV.docx
  • Video link =https://drive.google.com/file/d/1z4y71iSE-0Din5JaTo74SORDSfTPzF5V/view?usp=drive_link

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 3^rdthrough Friday June 28^th.
  • 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

• End of Fiscal Year Prep
  • May 20th
• Write-Off Updates
  • May 23^rd
• SF Reconciliation
  • MONDAY June 3^rdat 9am(link to Canvas  recording)
  • ****Updated resource/query on G6 Management Proces slide deck a watchful eye discovered an update needed on the slide deck. Please note the use of queryQCS_FA_DISB_INFO_LIMITED_POP.
• SF Work Session on Second Journal Set (SJS) Updates
  • Thursday, June 20^that 1pm.

Resources

• Running Start Series videos on youtube
  • Please check out the RS channel for news  updates
• Canvas
  • Sign up for SF beginner courses or to access the Pillar Work 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].)

-Your State Board SF Team

SF DL Blast 8/14/2024

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 reviewUnderstanding Contract Payment Type in CampusCEfor 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 Financialsin flightEnhancement 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 CTChttps://www.youtube.com/playlist?list=PLremT3vkrxVYZvA5Fta69asX28Moz2Qxs
    • Running Start Virtual Series Schedule (mark your calendars:)
    • 10/23 9-11amhttps://us02web.zoom.us/j/81497951056
    • 11/20 9-11amhttps://us02web.zoom.us/j/82548189941
    • 12/18 9-11amhttps://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

SF DL Blast 9/4/2024

Updates/Reminders

• Athletic Waiver Policy UPDATE
  • Per the State Board Meeting held on 8/29, “Colleges may waiveup to100% of the established resident student operating fee rate for 15-credits for grant-in-aid eligible student athletes.”
    • Please see page 29 (Tab 3) ofState 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
  • A new optional report to display student billing/account information.
  • Please check out theQRG Student Statement Report for more information.
• 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 inSearch/Matchprocesses 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

• Previous 30 Days
  • Keeping Your SF Config Clean
    • August 29^thCanvas link
  • BFET Item Type Configuration Training
    • August 29^thCanvas link
  • 2024 Fall Welcome Back to Basics
    • August 22^ndRef Center link
• Next 30 Days
  • CPL  Item Types in Depth
    • September 9^thTrumba link
  • Intermediate Cashiering
    • September 12^thTrumba link
  • Refunding Part 1 The Why/When/Who Prior To!
    • September 19^thTrumba link

Resources

• CLAM  Tuition/Fees
  • Posted S.B.C.T.C.definitionof tuition and fees via the ctcLink Accounting Manual (CLAM).Please see “Reporting Class: 4000005-4009999 Student Tuition and Fees”
• Did you know about theStatewide Administrative and Accounting Manual (SAAM)located at the Office of Financial Management web site?
  • It contains a wealth of pertinent information such as state policies on the Chart of Accounts, Higher Ed Enrollment Reporting, Receivables, G.A.A.P., and SO much more!
• The following Student Financials Canvas courses have received a face-lift and are available as a training resource:
  • SF:101 Cashiering
  • SF:102 Refunds
  • Request access to Canvas 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

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/SpringTuition Calculationtime 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 2251WinterTerm
• 1098-T Statements
  • It’s always a good time topromote “paperless” 1098-T statements!
  • NACUBO 1098-T Information Reporting 101Live Training Event (10/17/2024)
  • State Board produced 1098-T Business Processing Guide
  • The SF Team is finalizing plans for the 2024 1098-T training sessions, look for a message on this next week.
• 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

• BAR Budget, Accounting, and Reporting Council Fall meetingtaking place October 23^rdand 24^that Centralia College. I’ve included screenshots of the agenda below.
• Previous 30 Days
  • 10/10/2024 - Intermediate Refunds
    • Link to recording.
  • 9/19/2024 - Refunding Part 1
    • Link to recording  slide deck in Canvas.
  • 9/12/2024 - Intermediate Cashiering
    • Link to recording.
• Next 30 Days
  • 10/14/2024 - Refunding Part 2(TODAY at 1pm!)
    • Link to Trumba calendar/webex link.
  • 10/28/2024 - 2024 1098-T Processing
    • Link to Trumba calendar/webex link.
  • 11/7/2024 - Intermediate Third Party Contracts
    • Link to Trumba calendar/webex link.

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

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

• 2024 1098-T Business Processing Guide
  • This QRG has been created and provides a comprehensive guide to everything 1098-T’s.
• Generate Student Statements
  • Security roles has been updated to reflect the correct role(s) needed.
• Student Statement Report
  • Security roles have been added.

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 theAccessing ctcLink Courses on Canvaspage for more information regarding Canvas, including registration.

Previous 30 Days of Learning Opportunities

• October 10^th- SF Training: Intermediate Refunds
• October 14^th- SF Work Session: Refunding Part 2
• October 28 - SF Work Session: 2024 1098-T
• November 7^thSF Training: Intermediate Third Party Contracts

Upcoming 30 Days of Learning Opportunities

• (Supplemental)November 7^thCS Core Work Session: [Students] Got Bills; They’re Multiplying!
• November 14^thSF Work Session: SF Communications
• November 18^thSF Work Session: 2024 1098-T Processing
• November 21^stSF/FIN BAR Follow-Up: SMARTER Reports QA

TheStudent Financials Learning Opportunities RecordingsQRG is a comprehensive list of all previous SF-related recordings.

PreviousSF DL Blastscan 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!

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 theAccessing ctcLink Courses on Canvaspage for more information regarding Canvas, including registration.

Previous 30 Days of Learning Opportunities

• November 14^th- SF Work Session: SF Communications
• November 18^thSF Work Session: 2024 1098-T Processing
• December 5^thSF Training: Open QA
• December 9^thSF Work Session: 2024 1098-T Processing

Upcoming 30 Days of Learning Opportunities

• January 8^thCS Core and Student Financials Training: Enrollment Cancellation
• January 8^thSF Work Session: 2024 1098-T Processing
• January 13^thSF Work Session: 2024 1098-T Processing

TheStudent Financials Learning Opportunities RecordingsQRG is a comprehensive list of all previous SF-related recordings.

PreviousSF DL Blastscan be found within Student Financials Resources.

On this day in U.S. history…

The Boston Tea Party.

SF 1098-T Blast 11/27/2023

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

• FIRE Account Testing
  • Today bynoonis the last time to transmit a test file until January 3^rd, 2024.
  • A college has reported that their test file came back as bad in their TCC (transmittal code) field; we recommend a small batch test to address this prior to thestatement submittal deadline (3/31/24)to ensure proper file formatting.
  • IRS FIRE link =https://www.irs.gov/e-file-providers/filing-information-returns-electronically-fire
• Next Work Session/Training:12/4/2023 @ 1:00pm.
  • Agenda items = Box 4  6 discussion, FIRE Account testing, 1098t Tracking per SB, QA
• Latest 1098-T Session/Training Recording:Available in thectcLink Pillar Work Session InformationCanvas Course.

Thank you,

-Your State Board SF Team

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 consentislinked 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 WorkSession Information Canvas Course.
• Status Updates:SF Team will send periodic emails on 1098-T activity until 3/31/2024.

2. 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.***

3. Select Charges to Pay (in Student Self-Service):

• Refer to the new QRG for information. Submit a ticket for enabling this feature in the PCD environment.

4. 2024-2025 Academic Year Tuition Rates UPDATE:

• Tuition rates from the State Board expected in February 2024. SF Team to assist with the update.

5. Item Type Form in Solar Winds:

• "Product" field now available on the SJS tab.

6. SFRA (Student Financial Responsibility Authorization):

• On hold until Spring. Aiming for global terminology impact. State Board Policy and Business Operations developing parameters.

7. PCD Environment  SF Testing:

• Test environment crucial for changes, updates, or new features. Use ctcLink environment markers for proper selection. PLEASE DO NOT TEST IN PRODUCTION!
  • Environment Marker info: Chrome:
    • https://chrome.google.com/webstore/detail/environment-marker/ahjhdebcnlgmojdmjnhikhakkghcchkk?hl=en
  • Firefox:
    • This extension adds a color to the top of your browser, you can make it different for each environment.
      • https://addons.mozilla.org/en-US/firefox/addon/envify/
    • This extension is for the ribbon/environment marker.
      • https://addons.mozilla.org/en-US/firefox/addon/environment-marker/
• Here are the environment links to make it a little easier for you 😊
  • PRD:https://csprd.ctclink.us/csprd/signon.html
  • PCD:https://cs-pcd.peoplesoft-nonprod-aws.ctclink.sbctc.edu
  • PQA:https://cs-pqa.peoplesoft-nonprod-aws.ctclink.sbctc.edu

8. 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

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 therecording  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 theElectronic Consent to view 1098Tsand theSSN/Tin Request communicationstoday! If you have any letter template updates, please submit your ticket for us to update those ASAP.
• Tuition Rates update 2024-2025:Not untilFebruary 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 aTerm 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.
• FinancialAidRevisionPayment Charge (FARP/FARC)
  • When makingFinancial Aid Revisionsthat 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
    • Importantpresentation 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

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 aTerm 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!!

• October 16:Collections Basics
• October 23:2023 1098T Work Session
  • If possible,pleasehave representation at this training. We will be reviewing 1098T communications, statement processing, and training material updates.
• If you are not a part of theStudent Financials distribution list, please make it a point to sign up for ours and for theBAR meeting lists.
  • These two list serves are the main avenue for important updates from our team.

New Queries:

QCS_SF_TUICALC_AUDIT

How Touse/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 inSchedule 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 outand 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 newoptionalfeature.

For more information, pleasereview this 2-minute video.

If your institution is interested, we will turn onSelect Charges to Payin the PCD environment for your experience/testing. Submit a request ticket asking viactcLink Support  Student Financials  SF: Charges and Payments

Please let us know of any questions or concerns.

-Your State Board Student Financials Team

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 theReverse Chargeto 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 theAssignpage 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 3^rdparty 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 3^rdparty software update/communication emails.
• Collections  Write-Offs
  • TheSF Collectionsreference center page has been updated/reorganized, please look!
  • Please pay particular attention to theProcess Student Write-Offs QRGas 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 adjustmentshouldhappen 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 30^th.
• 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

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

• Note: We update QRG’s all the time and if you rely on printed copies of QRGs, please review the “Last Updated” date next to the print icon on the left side of the page.
• 9.2 Generate Student Statements
  • Produce multiple billing statements at once
    • Everyone for a term
    • 25 accounts at a time
• 9.2 Term Rollover Checklist
  • The Total Tuition Schedule has been OFFICIALLY REMOVED! You should not be populating the Total Tuition Schedule any longer.
• 9.2 Assign a Waiver for an Individual Student
  • Updated screenshots and steps addressing the Override section.
• 9.2 BankMobile Student Data
  • Updated images and steps to make it more comprehensive. Check it out!!!
• 9.2 Assign a State Employee Waiver (DG5+)
  • Updated information regarding the use of VAR CHAR 9 and 10. Also, information regarding credit bearing versus non-credit bearing class numbers.

Upcoming SF Training/Work Sessions

• SF Work Session: Collections through Write-Off
  • May 17^th,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 30^thfrom 9am to 11am
  • More information to come shortly!

Other Important Notes

• Environment Markers Consider downloading and using environment markers in order to ensure that you are testing in the right place.
  • This extension is for the ribbon/environment marker
    • Chrome =https://chrome.google.com/webstore/detail/environment-marker/ahjhdebcnlgmojdmjnhikhakkghcchkk?hl=en
    • Firefox =https://addons.mozilla.org/en-US/firefox/addon/environment-marker/
  • This extension adds a color to the top of your browser, you can make it different for each environment.
    • Firefox =https://addons.mozilla.org/en-US/firefox/addon/envify/
• 9.2 Comments and Related Content
  • Please consider the use of this valuable resource if you haven’t already!
• Solar Winds/Ticket submissions
  • Please ensure that only one ticket is submitted for an issue.
• CyberSource
  • Please remember that when personnel changes occur, contact SBCTC to ensure we have the most updated/accurate contact information for your institution.

Bad Dad Joke

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

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 QA on this topic on April 12^that 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 28^thand May 9^th.
• 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

• New!9.2 Create an Adjustment Calendar
  • This process shows how to create a new Adjustment Calendar. Check it out!
• 9.2 Item Type Security
  • We have added additional resources.
• 9.2 1098T Processing
  • We have added information regarding failed Validation Statuses and how to identify/resolve them.
• 9.2 1098T FAQs for ctcLink
  • We have added a Validation Status section to assist with understanding different Validation Statuses.
• 9.2 Post a Departmental Receipt
  • Updated steps and images to reflect appropriate processing.
• Third Party Contract Invoice Query
  • Suggested change to leave the Template as of Date blank instead of populated.

Upcoming SF Training/Work Sessions

• SF Work Session: 2022 1098-T Part V
  • March 29^thfrom 1pm to 3pm
• SF Work Session: Item Type Security Open QA
  • April 12^thfrom 1pm to 2pm
• FA/SF/FIN Cross-Pillar Training: End to End Process
  • April 24^thfrom 9am to 11am

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.

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 thectcLink Pillar Work Session InformationCanvas Course. The resources cover the benefits, function, and rollout of item security are contained.
• Item Type Security isEnhancement Request #159for 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.Pleaseforward, 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 indeednot 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

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 thectcLink Pillar Work Session InformationCanvas Course.

QRG Updates

• 9.2 Comments and Related Content
  • NEW! Check it out!
• 9.2 Awarding and Processing Alternative Loans (FA-SF)
  • ***This QRG is actively being updated to provide enhanced guidance on processing Alternative Loans. Please stay tuned while we continue to work on this. There will be a separate email to update you once this is complete!!!
• CampusCE to PeopleSoft Fields
  • A Course/Class Fees in PeopleSoft section added which includes alerts about DYN and OEE sessions.
• 9.2 Individual Student Refund
  • The BankMobile Refund Interface Delivery steps have been added.
• 9.2 1098-T Checklist
  • Updated images.
• 9.2 1098-T Processing
  • Alerts and image updates.
• 9.2 View/Consent 1098-T
  • Due to student requests, an tip has been added to the top of the QRG.
• 9.2 1098-T Set Up and Sending Missing National ID (SSN) Communications
  • Updated images and inclusion of 1098-T Citizenship tab information.
• 9.2 Creating a Collection Agreement
  • Overall updates to steps and images.
• 9.2 D.O.C. Student Group Processing (NEW)
  • Overall updates to steps and images.
• 9.2 Assigning and Sending SF Collections Communications
  • Typos corrected and image updates.

Upcoming SF Training/Work Sessions

• SF/FA Cross Pillar Training: End to End Disbursement to Refunds
  • January 30^thfrom 9:00am-10:30am

Other Important Notes

• W51 (State Employee) Waiver Process: Did you know there is a new(er) process for this?? Check out the9.2 Assign a State Employee Waiver (DG5+)QRG andsubmit a ticketto get more information/configured!!
• Third Party Contracts: Please make sure you are pushing theLast Datewayyy out when creating a Third Party Contract.

Bad Dad Joke

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