Collections

Use the Collections page to view and manage collection information for the student.

Students attending an institution are expected to pay for tuition and all other fees and charges. This can be done through financial aid, loans, or student payments. If the student pays the bill and a payment plan is developed between the institution and the student, that plan must be repaid based on the institution's payment schedule. Failure to do so can place a student into a Collections status. Collections can be handled internally by the institution if the student is still active or by outside collections agencies if the student has graduated or dropped.

Once a student is in a collections status, various processes and tasks must be performed by the institution to collect the amount due, commonly referred to as the "dunning process". Typical activities include – sending letters, evaluating whether student account balances are written off, and so on.

Prerequisites

To view the page, you must have:

• Common - Student - View authorization

• Student Accounts - Collection Account - View authorization

To update collection information, you must have Student Accounts - Collection Account - Edit authorization.

To reset collections and cancel payments, you must have Student Accounts - Collection Account - Edit and New authorization

Access Method

Select the Students tile > select the name in the Students list > expand Student Accounts > select the Collections tile.

Procedure to Update Collection Information

1. Review the values of the records in the grid.

   Status Information

   Account Balance The date when the last payment was made. Collections Status The collection status. More than one status can be selected. Dunning Process Off Dunning process indicator. Select to indicate that the dunning process is not taking place. Last Payment Amount The last amount paid by the student.

   Last Payment Date The date when the last payment was made. Last Refund Calculation Date The date when the last Actual refund was calculated for the student. If no refund has been calculated, the field is left blank. Last Refund Date The date of the last paid refund for the student when the student has received all the refunds. For example, if a student has three scheduled refunds, and all three are paid, the latest date is used; however, if no refunds exist or if refunds are still scheduled, the field is left blank. Ready For Collections Date The start date for the collections. When the Ready for Collection Date is populated, and the student’s Account Balance is greater than zero, the system will automatically create a payment plan for the student with the payment plan’s amount equal to the student’s Account Balance. In addition, a red alert icon will be visible in the Collections tile to indicate that the student is in collection status. The payment plan will be created using the fund source that is marked with "Use for Outside Collections" for the campus. If such a fund source is not found, a message is displayed.

   Recent Tasks

   Added By The name or user ID of the person who added the person or item. Assigned To The person assigned to the activity or who sent the item (such as a task, document, or message). For a new task, the default is your user ID. If you have permission in the policy, the names of other staff members are displayed. Due Date The date when the item is due (such as a task, document, or message). For a new task, the default is today. If you are specifying the value, use the format MM/DD/YYYY or select the calendar button and select the date.

   Program Version The program version associated with the student or item. Status The status of the item specified in the record. Subject The subject of the activity.

   Outsourced Status Information

   Block Statement Indicates outsourced statements will be blocked if selected. Last Statement Amount Read-only field that displays the amount included in the last statement.

   Last Statement Date Specifies the date of the last statement. Statement Note Area to specify comments or notes that will appear on the student statement produced by an outside vendor or source.

2. In Status Information, specify the following details.

   Collections Status The collection status. More than one status can be selected. Dunning Process Off Dunning process indicator. Select to indicate that the dunning process is not taking place.

   Ready For Collections Date The start date for the collections. When the Ready for Collection Date is populated, and the student’s Account Balance is greater than zero, the system will automatically create a payment plan for the student with the payment plan’s amount equal to the student’s Account Balance. In addition, a red alert icon will be visible in the Collections tile to indicate that the student is in collection status. The payment plan will be created using the fund source that is marked with "Use for Outside Collections" for the campus. If such a fund source is not found, a message is displayed.

3. In Outsourced Statement Information:

   • Select or clear the check box Block Statement Indicates outsourced statements will be blocked if selected.

   • Specify a Statement Memo Area to specify comments or notes that will appear on the student statement produced by an outside vendor or source..

4. Select Save to save the changes.  

Procedure to Reset Collections

You can reset the collection and cancel all scheduled payments for a student. This process will remove the Ready for Collections Date and will cancel any scheduled payments that are associated with the fund source marked with “Use for Outside Collections” for the campus.

1. Select the Reset Collection Clears the Ready for Collections Date and cancels all collection-related scheduled payments. button.

2. In the dialog, select the Cancel Payments button to confirm.