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

Access Method

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

Procedure to Add or Edit Items

1. Select 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 by 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 the 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. Always Update Last Earn Date Select Yes or No in the "Always Update Last Earn Date" field. When set to Yes, the system will update the Last Earn Date for the campus when there's no revenue detail data at all for the campus for the revenue period being recognized. When set to No (default), the system will not update the Last Earn Date for the campus when there's no revenue detail data at all for the campus for the revenue period being recognized. The "Always Update Last Earn Date" option will be audited as part of the campus audit. Auto Reapply Credits When a campus is configured to use the “Auto Apply Using Hierarchy” option, you can specify whether the system should auto-reapply transactions that have already been applied using the “Auto Reapply Credits” option. If “Auto Reapply Credits” is set to: - “Yes” (default), the Apply Credits logic will reapply all transactions (including those that have already been applied) to ensure that the transactions are applied based on the Apply Credits rules configured for the campus. - “No”, the Apply Credits logic will not unapply transactions that have already been applied. The system will only apply the outstanding credit balance to the debit balance based on the Apply Credits rules configured for the campus. Note: This logic can result in credit transactions being applied to debit transactions that are not aligned with the Apply Credits rules configured for the campus (depending on the timing of when the transactions are 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 by 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". Read Note The proper application of payments is important for the correct aging of accounts receivable, calculation of student credit balances, and creation of 1098-T forms by the Payments Received reporting period. For each campus, there are two options to apply payments to charges. Auto Apply Using Hierarchy – Payments (credit transactions) posted to the ledger card are automatically applied to charges (debit transactions) that have not been applied. When the payment is a non-financial aid source, Anthology Student uses the default payment application hierarchy for the campus to apply the payment. If the payment is a fund source payment, the payment application hierarchy for the fund source is used. For details on configuring the hierarchy, refer to Credits Apply Order. Manual/User Applied – This option lets you choose how payments are applied. When you select this option, a pop-up displays the Apply Credit form, where you can specify the amounts from the selected payment to apply to specific charges. 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. The date is automatically updated after the staff member completes the Release to General Ledger process under Processes > Student Accounts. The date can also be updated manually, if needed, by a staff member with proper permissions. 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. • If this field is not populated, users must authenticate each time they post a payment. • The value populated in this field represents the minutes of inactivity before users must enter their credentials again. • The maximum value is 999 minutes. Prohibit Void of Cleared Refund and Stipend Checks when To control whether users can void a refund or stipend check if the check status is "Cleared", select one of the following options: Check Cleared Date is not blank, Check Cleared Date is not blank AND Check Status is "Cleared", or Check Status is "Cleared". When a user highlights a refund or stipend from a student's ledger card and edits the transaction, Anthology Student checks if the check is cleared. The determination of whether the check is cleared is based on the definition assigned in the campus configuration (i.e., the three conditions noted above). If the user chooses to adjust a refund or stipend check that is cleared, the "Void" button, prohibiting the user from voiding the refund or stipend check. Restrict Scheduled Payments Based on Graduation Date Select the check box to restrict users from scheduling payment plans that end more than a configured time past the graduation date. When you select the check box, the 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 Expected Funding, you have the option to configure the fund sources that are to be displayed on the student’s ledger card.

   If the Show Expected Funding check box is:

   • Cleared, the fund sources grids will not be visible

   • Selected, the following grids will be displayed:

     • Grants — Fund source types: PELL, GRANT, SCHOLAR, ACG, SMART, TEACH
     • Loans — Fund source types: LOANNB, LOANNNB, PLUS, SUB, UNSUB, DIRSUB, DIRUNSUB, DIRPLUS, PERKINS
     • Student Payment / Other — Fund source types: CASH, OTHER

     The grids will list only active fund sources. If a fund source was active and configured at one point but then disabled, it will not appear. If the fund source is re-enabled, the last configuration persists.

     You can select whether the ledger card should display the fund sources in Estimated, Approved, or Pending Approval status.

     When you select the Estimated, Approved, and Pending Approval check boxes in line for a specific fund source, the system displays disbursements in Scheduled and Ready To Pay statuses on the ledger.

     You can toggle the grid display using the Expand All/Collapse All link.

     You can clear all previous configurations in the grids by selecting the Clear Selection link. A confirmation dialog will be displayed.

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

   Institutions must provide the tax form 1098-T, Tuition Statement, to students or parents of dependent students each year by January 31 to report payments received and payments due for every student that is currently enrolled and paying qualifying tuition and related expenses. Based on the 1098-T filed with the tax returns, the Internal Revenue Service (IRS) determines educational tax credits, such as the Hope credit or Lifetime Learning credit for eligible students and families.

   Anthology Student determines which students need to be reported on 1098-Ts. The institution must print 1098-Ts to send to the qualified students. The institution can also create an electronic file with 1098-T data to transmit to IRS via the export feature. For more information, refer to 1098-T Forms.

   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 whether your 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 The reporting method for 1098-Ts is based on Payments Received up to the total amount of Qualified Tuition Related Expenses (QTRE). This field cannot be changed.

   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.

5. Select Save to save the changes.