👋 Welcome to SF Connect!

Hi everyone,

Welcome to the June edition of SF Connect! As we head into the summer months, we’re excited to share the latest updates, helpful resources, and key reminders from SF Support to keep things running smoothly. As always, our goal is to keep you informed, supported, and set up for successso take a moment to explore what’s new and what’s coming next.

📢General SF Updates

• FY Year-End SJS Item Type Updates
  • Second Journal Set (SJS) item types are open for college staff to make updates.
  • Security roles for those currently with access to view SJS item types via the role ZD_SAR_2ND_JRNL_SETUP can now make updates.
  • Access will last from Wednesday, June 17^th through Monday, July 20^th.
  • Please note that after the update ability has been removed, all SJS item type updates will require a SW ticket and item type form.
    • QRG = Update and Review the Second Journal Set (SJS)
• 1098-T Statements & signing up for IRIS
  • FIRE System Retirement and Transition to IRIS
    • The FIRE System has been retired, and the IRS is transitioning fully to the Information Returns Intake System (IRIS).
  • Beginning with Filing Season 2027, IRIS will be the only intake system available for filing information returns.
  • Existing FIRE users are strongly encouraged to apply for a new Transmitter Control Code (TCC) through IRIS to ensure continued electronic filing capability.
  • Please find the attached email with additional information from the State Board and view the following IRS link on how to set it up.
    • https://www.irs.gov/pub/irs-pdf/p5717.pdf
• TPC invoice template updates:
  • There has been an update to the invoice template being used by the Third Party Invoice Query per multiple college requests. If you want to produce a TPC Invoice using the previous template, enter a "Template as of Date" of 6/1/2026 on Step 11 of the (https://ctclinkreferencecenter.ctclink.us/m/92559/l/1337789-third-party-contract-invoice-query) QRG.
• BankMobile bio-demo file update
  • On June 10^th, the BankMobile bio-demo file began to include the student mobile phone # per new vendor requirement.
  • Please note that BM indicated that students with current/active eRefund profiles will not be impacted; however, students that sign up for new accounts after June 10^th, will be expected to satisfy the mobile # requirement of having the same number in ctcLink & BankMobile.
  • Communications were sent to the SF, BAR, FA, and POC e-lists with additional detail with BankMobile Refund Selection in the subject line.
• CyberSource
  • CyberSource (ctcLink student online payment system) is retiring the current Secure Acceptance checkout experience in favor of the new Unified Checkout platform.
  • The SF Team is finalizing a detailed update to send out next week, please keep an eye out for it in the POC, SF, and BAR e-lists.
• 1% interest on past due student balances
  • The State Board is continuing to review the policy and assess how it can be operationalized within ctcLink. We will share additional information, guidance, and implementation details as they become available.
• The penny and Cashiering
  • The State Board will provide ctcLink functional cashiering guidance to support implementation of the recently enacted House Bill 2334 and related federal guidance regarding the discontinuation of penny production and circulation.
    • Find more via the State Administrative & Accounting Manual in 85.20.15.
  • We anticipate reviewing the legislation, discussing associated business processes, and presenting proposed ctcLink functionality during an upcoming ctcLink College Collaboration Group meeting. Additional guidance and implementation details will be provided as they become available.
• Service Accounts and Job Recurrence
  • The use of service accounts in conjunction with job recurrences is a recommended best practice for scheduled processing within ctcLink. Service accounts provide continuity by ensuring critical processes are not dependent on an individual employee's account, reducing risks associated with staff turnover or account changes. When combined with recurring job schedules, they support secure, reliable, and efficient processing while minimizing manual effort and promoting consistent system operations.
    • A few examples of jobs to consider: Past due balance holds, SFRA Communications...
    • Set Up Recurrences for Jobs = https://ctclinkreferencecenter.ctclink.us/m/fundamentals/l/1740009-set-up-recurrences-for-jobs
    • ctcLink Institution Level Service Accounts = https://ctclinkreferencecenter.ctclink.us/m/56084/l/1803119-ctclink-institution-level-service-accounts

⚙️Maintaining Student Financials Configuration Knowledge

• We encourage institutions, whenever possible, to review and update their internal processes for managing Student Financials configurations during periods of staff transition or turnover.
• Colleges should also ensure that item type approvers and other impacted staff are informed whenever changes are made to item types, payment priorities, waivers, or other Student Financials configurations. Maintaining awareness of configuration changes can help preserve institutional knowledge, support business process alignment, and reduce unintended impacts to student accounts.

😎PCD Environment & SF Testing:

• Testing environments are crucial for changes, updates, or new features. Use ctcLink environment markers to help highlight which environment you’re working in...and don’t forget - 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

🖥️System Environment Summary

PCD Data Refresh

• Typically occurs monthly
• ❗ No refresh in June❗
• Next refresh: July 13

HCX

• Current version: 25.2
• Next update: Planned for Fall 2026

Campus Solutions

• Current image: Image 35
• Next update: Planned for Fall 2026

PeopleTools

• Current version: 8.61.17
• Last update: May 16, 2026

📚SF Resource Updates 

Have a suggestion or found something that needs updating? Submit via: SolarWinds → ctcLink Support → Training → Reference Center → SF  Reference Center

We always appreciate your input!

Updated QRGs-

• BFET in ctcLink -updated incorrect query
• Student Statement Report - updated incorrect queries
• Tuition Due Reminder Notice - Communications -NEW, process to send the Tuition Due Reminder via the 3C's communications process

🎓Learning Opportunities 

Recent

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

June 8, SF Work Session: WWSFD -AR Series #2

Upcoming

June 22, 1pm, WWSFD Live!

July 20, 1pm, SF Work Session: WWSDF AR Series #2

🤓Today I learned 

I love researching these fun facts to share with you all, for June I learned that the longest baseball game in Major League history was played in June 1984, taking a staggering 25 innings and 8 hours and 6 minutes between the Chicago White Sox and the Milwaukee Brewers.

Thanks for taking the time to stay connected and informed.

We appreciate all that you do!

- Your State Board SF Team