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Spring 2015 Cashier Training Talking Points Interpreting bills Financial aid review and bookstore & REFUNDS Running bills for CE students ***NEW*** Payment plans

Tuition estimate template Reprinting receipts Test-out procedure Interpreting Bills Interpreting bills Interpreting bills is one of the most important functions for which we are responsible.

When interpreting bills, there are four primary categories to evaluate: Fixed fees Variable fees Course/modality-specific fees Adjustments Interpreting bills Fixed fees

Fixed fees are fees that are charged a specific amount, typically once per semester. This type of fee is not subject to the refund schedule published in our catalog once classes have begun. Exceptions would be for complete drops and/or drops for nonpayment. Examples of fixed fees: Registration fee - $48 charged once per semester Dorm rent - $900 charged once per semester Meal plan fee - Varies based on type of meal plan

Interpreting bills Variable fees Variable fees are fees that are charged based on the enrollment of a student, or how many credit hours a student is taking. These fees are subject to the refund schedule published in the catalog. Examples of variable fees: Tuition - $70 per semester credit hour

Out of district - $62 per semester credit hour General use fee - $15 per semester credit hour Interpreting bills Course/modality-specific fees These types of fees are tied to either the mode of delivery of the course or the course itself. They are refundable according to the schedule published in the catalog. Examples of course/modality-specific fees:

Health science program fee - $250 once per semester Internet fee - $53 per course taken via Internet Distance learning fee - $50 per course taken via distance Course fee - varies by course Interpreting bills Adjustments Adjustments are entries made to prior charges. They use identical transaction codes and depending on the date will

credit in the amount according to the refund schedule. Examples of adjustments you may see: Four hours of tuition at 70% = 280 (70 x 4) x 70% = 196.00 Health science fee at 70% = 250 x 70% = 175.00 Internet fee at 25% = 53 x 25% = 13.25 Interpreting bills Interpreting bills

Billing activity can be viewed within the RECEIPT menu Entries are in date order and include all debits and credits Can be tough to follow The STATUS option may be your best friend Interpreting bills Accessible from the main menu, the STATUS

option is a helpful tool for breaking down activity by its respective semester. STATUS can be used to view term (semester) activity or all activity for a student. The option is available to either display your results to the screen or print them to a defined printer. Interpreting bills

Interpreting bills 1. Press enter once if you want to display your results to your screen. 2. At Status: Option?, use term to view only transactions for a specific term. 3. At the next prompt,

input your desired termcode. 4. Last, enter the ID number you wish to view. Interpreting bills Interpreting bills

The results of the STATUS report can be printed in addition to being displayed on screen You must define your printer name Create a new version when prompted, and choose paper type Normal Go through the process and print Financial Aid Review

Financial aid review Fun fact Did you know that state, federal, and local financial aid awards accounted for $5.8 million of our tuition and auxiliary revenue in FY14? This doesnt even include loans! Financial aid review

You can view a students financial aid information via the RECEIPT menu You can view information for the entire academic year To view a prior academic year, change the termcode when you enter the RECEIPT menu Use /rev command once in students account

Financial aid review Financial aid review Financial aid review Financial aid review The first two columns are descriptions of the fund ID and the semester awarded

The Disperse column (aka Net) displays how much aid is eligible for transmittal The award column is the gross amount Transmitted is how much has posted to account Remaining is the difference of the Disperse minus the Transmitted Financial aid review For some awards, the Disperse column adjusts based

on the enrollment of a student This student is enrolled time and is eligible for of the award amount ($2,865 x = 2,149 rounded up) Not all awards adjust in this fashion Loans do not adjust (student must be in 6 hours) TPEG only requires 9 hours to receive the full award See Financial Aid Billing Definitions file for further info Financial aid review

Financial aid review Loans require special handling All Direct Loans require two disbursements A student with a loan in fall and spring will receive one disbursement in each semester A student with a single-term-only loan (example) will receive two disbursements 30 days apart Take award amount less 1% origination fee and divide by 2 to estimate

each disbursement ($1,500 1% ($15.00) = $1,485 / 2 = $742 Financial aid review At the beginning of the semester, the Disperse amount is always zero THIS DOES NOT MEAN THE STUDENT HAS NO LOAN AVAILABLE The funds are available for use at the bookstore and will be applied toward bill after the disbursement process has

been completed by the business and financial aid offices Be sure to factor in estimated loans (award amount minus 1%) when working up installment plans for students Financial aid review If a student has a zero balance, the amounts displayed in the remaining column can be used to provide an estimate for the refund the student will receive

Do not include workstudy awards in any estimates (FCWS, TCWS, CWSP, etc) Be sure to check the Financial Aid Billing Definitions file if providing an estimate for a student enrolled less than full time Financial aid review If a student DOES NOT have a zero balance, the amounts displayed in the remaining column can be

used to provide an estimate for the refund the student will receive. Example: Student has $600 balance and zero in remaining columns. However, he does still have the second disbursement of his loan, or $742. $600 balance less $742 loan will create a credit of $142 on his account. This is the estimated refund amount. Financial aid review

Financial aid review We no longer have to provide validated statements for bookstore charging (Hooray!) The Texas Book Co system interfaces with POISE each morning with updated financial aid balances A student who is awarded after this process will not have available funds in the TBC system Pay close attention to the award dates before

sending a student to the bookstore Financial aid review Refunds Refunds of financial aid are part of a multi-step process completed by our two departments Learn the lingo to better understand the process and convey the information to our students

Financial aid review REFUND FLOW CHART AWARD ORIGINATION DISBURSEMEN T

REFUND Financial aid review REFUND FLOW CHART AWARD The process starts when Financial Aid awards students based on the results of their FAFSA. No financial aid will be awarded without a completed

FAFSA, so remember to stress its importance when dealing with students asking how to pay for college. Financial aid review REFUND FLOW CHART ORIGINATION On census date, students are locked into their hours. This provides a snapshot for financial aid. This snapshot is used to validate students and

determine their eligibility for state and federal financial aid. Financial aid review REFUND FLOW CHART DISBURSEMENT After students have been verified as eligible, all financial aid awards not yet applied toward student accounts are liquidated. It is at this time that

financial aid requests our Pell and Texas grant funds. Contrary to popular belief, we do not yet have the funds at this point in the process. Financial aid review REFUND FLOW CHART REFUNDS Once funds are available to draw, refunds are worked up for students. Refunds on Cougar Cards

are processed first and are followed by refund checks. Running Bills for CE Students Running bills for CE students This is a new function Students are charged by the course Fees are defined for each course similar to course fees for

SCH students Codes 60000 69998 are used Bills are charged to the students account and then payment can be taken (No more payments in the 9s!) Pay by FACTS available No 1098-T for CE fees Running bills for CE students Use Q instead of S

when running a bill for a CE student. Q is used since CE is on a quarter system instead of a semester system YY1Q First Quarter YY2Q Second Quarter YY3Q Third Quarter YY4Q Fourth Quarter

Running bills for CE students The statement for a CE student looks similar to the bills you are used to You will see the students demographic info and the schedule for the quarter

Running bills for CE students You will see the charges associated with the course, and then the payment activity after it has been made

Running bills for CE students IMPORTANT This procedure will only work if all conditions have been met Course has been created Student is in POISE Student is registered for course Running bills for CE students

If the student is in POISE and needs to be registered for the class, please assist them Contact a CE representative if you need help in determining the correct section to register If the student is not in POISE, please assist them in completing the CBC application https://sis.coastalbend.edu/cc4_scripts/cc4_server.exe

Running bills for CE students If the desired course section is not available, please collect the students contact information so that a CE representative can follow up with them once the course is ready

Katie Sherman, Director Ext 1203 Suzie Gaitan, Allied Health Ext 2549 Jenny Moore, General Industry Ext 1212

Debbie Cadena, CE Assistant Ext 3039 Yvette Hotchkin, CE Assistant Ext 1209 Linda Tyrone-Williams, CE AssistantExt 2310 Payment Plans Payment Plans

Fun fact Did you know that over 300 students took advantage of our flexible in-house payment plans during the Spring 2015 semester? This generated nearly $9,000 in additional revenue (installment fees) These auxiliary fees are part of what funds student activities such as student government, Phi Theta Kappa, and the various clubs at each CBC location

Payment plans Setting up payment plans is an essential job function for a cashier Payment plans allow more students the opportunity to attend classes and pay according to a schedule they can afford A signed installment agreement should be completed for all students participating on a payment plan Allows us to track outstanding payment plans

Provides the specific terms for the payment plan Payment plans Be sure to assess the $25 installment plan fee each time you setup a payment plan Save the completed and signed payment plan to the corresponding folder in Dropbox Give a copy of the plan and the Terms and Conditions to the student

This will help the student and whoever will be taking the future payments Tuition Estimate Worksheet Tuition estimate worksheet A useful tool for providing price quotes for new or current students Estimate can be provided for in-district, out-of-district, out-ofstate and even dual enrollment students

Can be printed out to give students an official, professional looking estimate Can be saved and emailed to students Define number of hours, number of internet courses, and a course fee estimate and the rest is history! Tuition estimate worksheet Reprinting Receipts

Reprinting receipts Receipts for payments that have posted can be reprinted so long as the payments have not been rolled into history This typically only happens every 2-3 years When accessing a students account via the RECEIPT menu, use the /rep command to reprint a receipt Depending on your keyboard, you will hit either End or Home to

reprint the receipt you select Activity detail reports can be printed using the STATUS or BILL options Reprinting receipts Reprinting receipts

Reprinting receipts Test Out Subject Competency Petition Test out subject competency petition A service that is being further developed for students is the option to test out of taking a course.

A student who tests out does not actually take the course A subject test is administered Students earning a grade of C or better are considered to have tested out successfully Test out subject competency petition Students who successfully test out

have two options Receive competency in the subject Receive transcripted college credit for the course equivalent for the test Test out subject competency petition Top two sections should be completed before the student visits

business office Business office will initial and date when testing fee is paid Business office will initial and date when credit by exam fee is paid Test out subject competency petition Student completes initial portion of petition form

and get appropriate approvals Student pays $25 testing fee at business office. Takes receipt to testing center Results for a student choosing competency are sent by testing center to

Registrars office. Student tests. Results are recorded on petition. Competency/Credit Process Flow Chart

Student requesting credit will pay fee of $60 per credit hour, plus any course fees. Business office will forward receipt and results to Registars office.

Test out subject competency petition Taking payment Testing fee Use the following codes Beeville Alice Kingsville

Pleasanton Debit/Credit Card 90048 96048 97048 98048 95048

Test out subject competency petition Taking payment Course credit fee $60 per credit hour, plus any course fees specified by faculty/dean Example: WLDG1307 Intro to Welding Three credit hour course (2nd numeric digit) ($60 x 3) + course fee ($100 in this case)

Test out subject competency petition Taking payment Course credit fee Use the following codes Beeville Alice Kingsville

Pleasanton Debit/Credit Card 90049 96049 97049 98049 95049

Spring 2015 Cashier Training Fun fact CBC cashiers have combined for over $1.3 million in tuition and fee receipts from September 1, 2014 through February 18, 2015. Your efforts are extremely important and very appreciated Call or email me with any comments or questions Ext 2242 [email protected]

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