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.

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.

1098-T.2025 introduces campus-level security for the Import Collections process so that the History tab displays only records specific to the logged-in user.

This enhancement requires the following configuration:

In Settings > System > Campuses > Campus Groups, select a Campus Group (or create one) that only has the campus that the user needs permission for.
In Settings > System > Staff, select your Staff member, and on the General tile, ensure the Campus Group for the user is the Campus Group from step 1.

Access Method

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

Procedure to Import Collections

Process Tab

Select the Tax Year.
Select the TCC Number.
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.
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.
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

When the Enable Campus Level Security On Batches Select "Yes" if you want Anthology Student to enable campus-level security for batches based on the logged-in user’s permissions for the session default campus. The user will only be able to access batches created for campuses that they can access. If a batch has been created for multiple campuses and the user cannot access at least one of the campuses, the batch will NOT be visible to the user. If you select "No," the logged-in user can view batches from multiple campuses, even if they do not have permission to access the batch details for some students. This setting is enabled by default. A script ensures that batches on the History tab that were created before the implementation of the campus-level security are also filtered based on the new campus-level security. feature is enabled, the records on the History tab will be filtered based on the logged-in user and the set of campuses from campus groups associated with this user. Record filtering on the History tab is based on the SyCampusId.

If a batch contains data from multiple campuses and the user doesn't have access to at least one of the campuses in the batch, the batch will not be visible to the user. For users who do not have access, the system displays the message, "You do not have access to this batch based on the Campus TCC number. Contact your system administrator."

The Import Collections page will not allow users to select a TCC number and import a file if they do not have access to all the campuses for that TCC number. If the TCC is shared between campuses, the user will not see the TCC number to select in the drop-down, unless they have access to all campuses for that TCC.

Records with a NULL value in the CampusID field will be visible to all users. CampusID = NULL is assigned to records that are not in Succeeded status (e.g., Completed, Enqueued).

A clean-up script ensures that batches on the History tab that were created before the implementation of the campus-level security feature are also filtered based on the new campus-level security. The script runs at the batch level per process and assigns SyCampusId values to the records in the batch.

If the registry key setting "Enable Campus Level Security on Batches" is turned off under Settings > System > General, the History tab will load the records based on the default campus setting (Session Defaults).

Review the results of import jobs on the History tab.

The grid columns are:

Batch Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Regulatory Job ID 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 Identifier 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 Date The date when the file or record was imported, the batch job succeeded, or the transmission file was received.

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

Import File Name Indicates the name of the generated file.

Started The date and time when the first job within the batch started executing.

Status 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 statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

Duration The amount of time it took to process the job or batch.

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

Tax Year The year used for the report.

TCC The Transmitter Control Code (TCC) Number (five alphanumeric characters) assigned to your school by the Internal Revenue Service (IRS) for filing 1098-T forms electronically.

Import File Path The file path for a generated file, the location where an export file is stored, or the path for internal and external transfers for both Azure Cloud and FTP.

For jobs with a status of Succeeded, the collections records will be added to the Other Payments section of the 1098-T. Refer to 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.

This feature applies to U.S. compliance only.