Configure General Student Accounts Settings for Campuses

You can use the General Settings tab from the Student Accounts tile on the Campuses page to set up information related to student account procedures in Anthology Student. You can also:

• Enable or disable accounting in Anthology Student for the selected campus

• Specify dates related to accounting processes (e.g., Minimum Transaction Date, Last Earn Date, etc.)

• Set up 1098-T processing details

• Specify the Credit Source Order for the campus

• Enable the cashiering feature for the campus to use when posting payments to the student ledger. Select the Students tile > select the name in the Students list > expand Student Accounts > select the Ledger Card tile.

Prerequisites

You must have System - Settings - Campuses - Manage authorization

You should be familiar with: 

• Background for Campuses Student Accounts

• Background for General Ledger

• Background for Release to General Ledger

Access Method

Select the Settings tile > expand System > select Campuses > select the name of an existing campus in the list, or click the New button, specify the required information, and Save the campus > select the Student Accounts tile.

Procedure to Add or Edit Items

1. Click the General tab.

2. Review, specify, or change the following values.

   Allow Accounting Select whether accounting transactions are allowed. Allow Apply Credits Audit Select whether to enable or disable auditing of credits for the campus. This field is available when the How Should Credits be Applied option is set to Auto Apply Using Hierarchy. The default value is set to No. If you set this option to Yes, all changes related to the credits associated with that campus will be audited. To access audit data for credits application for a student, select the Students tile > select the name in the Students list > expand Student Accounts >  select the Audit tile. Allow Credit Source Order Select whether to enable or disable Credit Source Order for the campus. This field is visible when the How Should Credits be Applied option is set to Auto Apply Using Hierarchy. The default value is No. • If set to Yes for the campus, you can configure the order in which credit sources will be applied against debit transactions (regardless of when the credit sources were posted). • If set to No, you cannot configure the credit source order and the system will continue to apply credits using FIFO (first in first out) methodology. Apply Credits Effective Date Indicates the effective date for Apply Credits Source Order configuration so that transactions earlier than the effective date will not be affected. This field is only populated when Allow Credit Source Order option is set to Yes. Allow Transaction Due Dates Select whether to display the Transaction Due Date field while posting charges by campus level. By default the option is disabled. This option is also used to determine whether a due date will be calculated and populated for debit transactions when posted. Currency Symbol Specify the symbol to represent the currency your school accepts. Currency Symbol Position Select the position of the currency symbol to indicate whether you want the symbol to appear before or after the amount. The options are Leading and Trailing. Default Enrollment on Student Ledger Specify the initial default view of a student's ledger card when the Ledger Card is loaded. The options are All Enrollments and Current Enrollment.

   How Should Credits be Applied Select the method in which credits to debit balances on the student's ledger card will be applied. The options are "Auto Apply Using Hierarchy" and "Manual/User Applied". For additional information, see Background for Campuses Student Accounts. Last Earn Date Select the last earn date. Minimum Transaction Date Specify the date before which ledger transactions will not be accepted. The system rejects transactions with dates earlier than this date. This effectively prevents the system from releasing any records to the General Ledger prior to that date. Number of Days following the Graduation Specify the number of days following graduation. This is a school-defined rule for the last day on which users may schedule a payment. Payment form Timeout Value (Minutes) Specify the cashier time-out value for the Post Payment. Prohibit Void of Cleared Refund and Stipend Checks when Select whether users can void a refund or stipend check if the check status is cleared. The options are "Check Cleared Date is not blank", "Check Cleared Date is not blank AND Check Status is Cleared", and "Check Status is Cleared". For additional information, see Background for Campuses Student Accounts. Restrict Scheduled Payments Based on Graduation Date Select the check box to restrict users from scheduling payment plans that end more than a configured period of time past the graduation date. When you select the check box, Number of Days following the Graduation field becomes editable. Use Cashiering Post Payments Select the check box to enable the cashiering functionality. The cashiering function keeps track of money taken in and paid out by various departments or campuses in an institution. It ensures that payments get posted to a student's Ledger Card properly, even if the student made a payment at a campus other than the one in which the student is enrolled. You can also use this option when the Multi Factor Authentication is enabled.

3. In 1098-T Electronic Processing, review, specify, or change the following values.

   1098-T Information Contact Phone/Ext Specify the appropriate phone number of the 1098-T information contact. Extension If needed, the extension for the work phone number. File Electronically Select whetheryour school submits IRS 1098 -T information electronically to the Internal Revenue Service (IRS) using the export file process. File Path Specify the location in which export files will be stored. Reporting Method (This field is not used.)

   Taxpayer Identification Number (TIN) Specify the IRS taxpayer identification number for the institution that will file 1098-Ts. TCC Number Specify the Transmitter Control Code (TCC) Number assigned to your school by the IRS for filing 1098-Ts electronically. This must be five alphanumeric characters. Use Campus Information for TIN Payer Record Select whether to use campus information for the TIN payer record. Use Servicer Select whether your school uses a servicer such as Global Financial Systems.

4. In Automated Month End Process, review, specify, or change the following values.

   Days After Month End to Post Revenue Specify the number of days after month end to post revenue. Release To General Ledger Select whether you want to release to General Ledger as an automated month end process.

   Revenue Recognition Select whether you want to enable revenue recognition as an automated month end process.

Click Save to save the changes.