AR Student Fee Payment

Overview

The AR Student Fee form allows a department to make payments to an individual student's account. They may make payments associated with multiple indexes to multiple different charges in a given term on a student's account in the same form, or make a "Student Resource Payment" that is not applied to any specific charge. The form allows for easy lookup of a student and their current fees by term, and confirms of index, expense, and activity codes by displaying their descriptions. 

After submission, this form is sent to up to three approvers designated by the form originator before it is reviewed by the Accounts Receivable department. 

This electronic form is available to All University of Idaho Employees.  It is available on this page at the bottom under the "Additional Information" section.

Form

  • Form Originator: Full Name, V#
    • These fields will autofill with the information of the orginal person filling out the form
  • Approvers: Approver #1 Email, Approver #2 Email, Approver #3 Email
    • Approver #1 Email is a required field, with up to two additional approvers optional.
    • Please be careful to enter the desired email correctly, as there is no verification built in to these fields.
  • Student Information: Student V#, Citizenship, Full Name (including legal and preferred first name)
    • Enter Student V# to populate the other fields in this section. This is a required field.
  • Payment Information
    • Form Reference # will be included in foatext and saved with the form for easy reference. This field fills automatically.
    • Payment Type is a dropdown with two options: "Student Fee Payment" and "Student Resource Payment." Choosing "Student Resource Payment" will automatically set applicable charges to a single "Special Award Payment" and remove restrictions on the final payment total.
    • Term is a dropdown offering a selection of term codes including the current term, next term, and three previous terms. Current term is calculated based on the month
      • From January-May, the current term is considered to be Spring
      • From June-August, the current term is considered to be Summer
      • From September-December, the current term is considered to be Fall
    • Tax Rate is filled by the Accounts Receivable Department, if applicable
  • List of Applicable Charges
    • These fields will populate automatically with the applicable charge on a student's account when the Student V# and Term fields are both filled, OR be replaced with the single charge "Special Award Payment" if the Payment Type is set to "Student Resource Payment" Each row contains the following:
      • Checkbox check to indicate you will be paying some or all of this charge. Makes the Amount field editable.
      • Charge autofills with the description of the charge.
      • Total displays the total associated with this charge and the maximum value that can be entered in the amount field.
      • Amount displays the amount of this charge to be paid with this form. It cannot be higher than the total for the given charge and is only submitted if the row has been selected with the corresponding checkbox. 
  • Payments
    • Only one index can be used per form to make a payment. Payments requiring multiple indexes will require multiple forms. All writeable fields are required, except for Activity Code. 
      • Chart of Accounts fills automatically
      • Enter the Amount for the payment
      • When you enter the Index, Expense, Activity Code, the respective description fields will fill automatically with the associated description.
        • If the description does not fill, the code you have entered is not valid.
  • Total Charges automatically displays the sum of the amounts of all selected charges.
  • Difference in Totals automatically displays the difference between the previous two numbers. If the Payment Type is set to "Student Fee Payment", this total must be 0 or the form cannot be submitted. The read-only text field immediately below will indicate whether the form needs to be balanced with the current selections.
  • Originator Comment is intended for initial comments by the originator of the form. This comment will be copied to foatext on form submission. Any further comments between approvers and originator should use the comment options built into the Softodcs workflow. 

Workflow

The Approval Workflow Consists of the following steps:

  • Form is submitted by the Department
  • Form requires at least 1 approver, but up to 2 additional approvers can be added as needed
    • These approvers are entered into the appropriate fields on the form
  • After last departmental approval, form checks if there are Not Sufficient Funds (NSF)
    • If NSF and the fund is a Grant, form is routed to Office of Sponsored Programs (OSP) for review
    • If NSF and the fund is not a Grant, form is routed to Budget Office for Approval
    • If there are sufficient funds, form routed directly to Student Account Approval
  • After NSF review, forms are routed to Student Account Approval
  • If the student is international, form routed to International Approval Step
  • On completion, originator and student are notified.
  • On Denial, originator but not student are notified.

 

Additional Information

Link to the Student Fee Payment Form

 

Additional Images

Uploaded Image (Thumbnail)

 

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