Import Collections

You can use the Import Collections process to import records about payments students made to a collection agency and received by an institution for past due tuition and related expenses. The imported collections records are integrated into an unlocked batch for 1098-T processing.

Note: You cannot import collection records into a locked batch.

The import of collections files involves two tabs on the Import Collections page.

  • On the Process tab, specify the data selection criteria and queue the job. The job will run in the background.

  • On the History tab, review the result of the background job.

To view the process report, go to Regulatory Process Results. Find the batch and inspect the records included in the batch.

Prerequisites

You must have the following authorization:

  • Common - Processes - View

  • Regulatory 1098T - Processes - Import Collections - Import Collections File

You should also be familiar with Import File Records.

Before you try to import collections, check the Batches grid on the Manage Batches page. Confirm that a batch for the Calendar Year/TCC combination exists and is unlocked.

Access Method

Select the Processes tile > expand IRS 1098-T > select Import Collections.

Procedure to Import Collections

Process Tab

  1. Select the Tax Year.

  2. Select the TCC Number.

  3. The area below the Tax Year and TCC Number fields displays the default location for import files. This location is configured in the 1098-T Electronic Processing path.

    To configure the path:

    1. Select the Settings tile on the home page.

    2. Locate System.

    3. Select Campuses and select the name of your campus.

    4. Select the Student Accounts tile on the right.

    5. In the 1098-T Electronic Processing section, configure the File Path.

    6. Save your changes.

  4. Select the Choose File button, locate, and select your import file. The file must have a CSV extension.

    An import file will be loaded only if a batch with the same year and TCC number is found and unlocked.

  5. Select the Upload and Queue Import button.

    • If errors are found in the import file, an Import Warning message will list the error details.

      Correct the errors in your XLSX file. Save the corrected file as a CSV file and re-import the CSV file.

    • If no errors are found, continue with the History tab.

History Tab

Review the results of import jobs on the History tab.

  1. The grid columns are:

    Batch NameClosed The name or description of the batch.

    Regulatory Job IDClosed Identifier of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.)

    Job IdentifierClosed GUID of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.)

    Imported DateClosed The date and time when the batch job succeeded.

    Imported ByClosed The name of the staff member who submitted the background job or batch for processing.

    Import File NameClosed File name of the generated file.

    StartedClosed The start time of the background job.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be in Succeeded state, but at least one of the jobs is in Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    DurationClosed The duration of the background job (hours minutes seconds).

    ResultsClosed Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

    Tax YearClosed The Calendar year.

    TCCClosed Transmitter Control Code (TCC) supplied by the Internal Revenue Service (IRS).

    Import File PathClosed File path for the generated file.

  2. For jobs with a status of Succeeded, the collections records will be added to the Other Payments section of the 1098-T. See View/Modify 1098-T Details.

    For jobs with a Status of Completed, select the Details link in the Results column and correct the errors. In-progress or failed batches will not have a Details link.