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BGSU/PeopleSoft

BGSU/PeopleSoft. Financial Aid Student Financials FMS Accounts Receivables April 2009 Go-Live. Financial Aid, Student Financials, and FMS Accounts Receivables Business Processes - April 6, 2009.

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BGSU/PeopleSoft

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  1. BGSU/PeopleSoft Financial Aid Student Financials FMS Accounts Receivables April 2009 Go-Live Financial Aid, Student Financials, and FMS Accounts Receivables Business Processes - April 6, 2009

  2. Financial Aid, Student Financials, and FMS Accounts Receivables Business Processes - April 6, 2009

  3. Introduction Financial Aid, Student Financials, and FMS Accounts Receivables Business Processes - April 6, 2009

  4. Project Management Team • Project Directors • Bill Gerwin • Chris Cox • Project Manager • Leslie Wilbourn

  5. Admissions (Undergraduate) Team • Admissions Functional Team • Cecilia Castellano, Functional Team Lead • Rich Kasch, Technical Team Lead • Donna Gray, Functional Consultant

  6. Admissions (Graduate) Team • Admissions Functional Team • Eric Zahnle, Functional Team Lead • Rich Kasch, Technical Team Lead • Donna Gray, Functional Consultant

  7. Student Records Team • Student Records Functional Team • Sue Lau, Functional Team Lead • Laura Waggoner, Functional Team Lead • Sue Tomor, Technical Team Lead • Peggy Johnson, Functional Consultant

  8. Financial Aid Team • Financial Aid Functional Team • Tina Coulter, Functional Team Lead • Jerry Ameling, Technical Team Lead • Robbie de Leur, Functional Consultant • Jerry Perez, Functional Consultant • Seneca Johnson, Functional Consultant

  9. Student Financials Team • Student Financials Functional Team • Kate Whitmore, Functional Team Lead • Rhonda Montague, Functional Team Lead • Deb Clink, Technical Team Lead • Karen Hansen, Functional Consultant • Mark Hough, Functional Consultant

  10. Student Financials Team • Student Financials Back Office Staff • Julie Becker • Theresa Boggs • Lisa Calcamuggio • Cindy Cook • Sylvia Cuthbert • Judy Foos • Pam Fortney • Vicky Friedley • Leslie Galan • Janet Hiser • Lynn Huber • Chris Kieffer • Cindy Koontz • Cheryl Kurfess • Sharon Lee • Deb Lowery • Nancy Lynch • Brian Martinez • Lisa Nash • Nancy Posey • Sheila Rahe • Cheryl Reynolds • April Shumaker • Vicki Sulken • Sharon Velliquette • Tawn Williams-Nell

  11. Residence Life Team • Residence Life Functional Team • Jason Dunn, Functional Team Lead • Rich Kasch, Technical Team Lead • Kendra Rowe • Andrea Depinet

  12. Reporting Team New • Reporting Functional Team • Jeff Mangette, Functional Team Lead • Donna Gray, Functional Consultant • Don’t Just Replace Your FOCUS Report • Review and determine What You Need! • Understand the New Data Structure

  13. Agenda • Introduction • April Implementation • Show-N-Tell Moment • Award Letter Overview – Financial Aid • CASHNet Overview – Bursar • Implementation Schedule • Training • Summary Financial Aid, Student Financials, and FMS Accounts Receivables Business Processes - April 6, 2009

  14. April 2009 • Student Records • Open Enrollment for Summer 2009 • Financial Aid • Packaging • Award Letters • Alternative Loans • Award Authorizations • Direct Lending Loan Origination • Summer Aid Applications • Loan Disbursements • Employee / Dependant Fee Waiver • Federal Work Study (FWS)

  15. April 2009 • Student Financials • Tuition Calculation • Billing • Refunds • Cashiering • Installment Payment Plan • Web Payment • Collections • Third-Party Contracts • Parking • ECSI (Student Loans) • My Commuter Meal Plan • FMS Accounts Receivable

  16. April 2009 • Human Resources/Graduate College • Employee/Dependant Fee Waivers • Graduate Fee Waivers • Self Service • Bursar Bill • Student Insurance Requirement • Orientation and Registration

  17. Issue Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • The current process for posting external / private awards involves a paper notification between the Bursar's Office and the Financial Aid Office. • This process is changing with the implementation of PeopleSoft CSS; the Financial Aid Office will enter these awards on the student package and disburse them to the student's Bursar account. • This process provides greater accountability by tracking each award in the system.

  18. RA Awards Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • Currently, the Financial Aid Office is notified of Resident Advisor Room/Meals Awards via a spreadsheet received from the Residence Life Office. • Residence Life will begin entering the RA Awards directly on the student's package using Departmental Awards. • This will expedite the process and ensure accurate awarding because the award is posted at the same time as the award decision is made.

  19. Alternative Loans Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • The current practice for alternative loans involves a manual certification by the Financial Aid Office, and manual posting of funds by the Bursar's Office. • With this implementation the Financial Aid Office will automate the certification and disbursement processes. • Funds will be "pushed" through CSS to provide greater accountability and a more integrated process, with audit trails.

  20. Alternative Loans Cont. Financial Aid • Students will be directed to FastChoice (alt. ln comparison tool provided by Great Lakes Higher Ed) to select a lender. • The selected Lender will approve the loan and send a confirmation to BGSU Student Financial Aid using Scholarnet tool for certification. • Student Financial Aid then certifies the loan and disburses funds to student's Bursar account. • Students who chose to use a lender who does not participate in this automated process will be required to sign a paper check to receive their funds.

  21. Federal Perkins Loan Awards Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • Students who receive a Federal Perkins Loan award will be prompted to go online to accept or decline the award through the Student Center. • After accepting the award, students who need a promissory note will be prompted to complete the eMPN. • Students may either complete the promissory note at that time or return to complete the note later. • The system retains the MPN data, which can be updated by the Student Loan Collection Office or the Student Financial Aid staff as appropriate.

  22. Dependant/Employee Fee Waivers Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • The current process for processing dependant & employee fee waivers is all manual for Human Resources, Bursar and Student Financial Aid Offices. • Utilizing the new process, Human Resources will load the fee waiver information received through the Employee/Dependant Fee Waiver Form to the Restricted Aid page in Financial Aid. • Financial Aid will pull this information into the student's package and make adjustments to reflect the actual enrollment/eligibility as necessary.

  23. Dependant/Employee Fee WaiversCont. Financial Aid • Funds will disburse from Financial Aid to Student Financials as part of the normal disbursement schedule.

  24. Federal Work Study Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • Departments will no longer receive Federal Work Study (FWS) allocations to be divided among their student employees; work availability will be based on student's FWS allocations. • Students who have earned at least $1 in the prior aid year through FWS will receive first priority when awarding FWS funds in ‘09-‘10.

  25. PLUS Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • Currently SFA only awards a PLUS if the parent has completed a PLUS Pre-Application and the credit check is approved.   • Beginning in ‘09-‘10; all dependent students who could potentially receive a PLUS will be packaged with an offered amount. • The award will not be official until the Parent completes a PLUS Pre-Application, is credit worthy and has signed a Promissory Note to accept the award.  

  26. Book Scholarships Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • Currently there are no controls over whether or not a book scholarship is used for book/supply expenses. • An interface has been developed to apply book scholarships to the University Bookstore via the Financial Aid and Student Financial accounts.

  27. Fee Specific Awards Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • The current system has no controls on whether a fee specific award is actually applied to the designated fees (ie.., tuition scholarship for tuition charges). • Many manual processes and repackaging has to occur on a regular basis to monitor the awards for potential overawarding. • CSS delivers charge priorities that allow fee specific awards to only pay for corresponding charges. • Automated processes have also been created to monitor for overawarding.

  28. Promissory Notes Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • Currently students apply for Student Loans with Student Financial Aid. • Student Financial Aid completes promissory notes and types check the following day that must be signed by the Chief Financial Officer. • Loans are recorded in various places on the system in both SIS/Sam when issued and then when paid off. • Bookkeeping is done using Excel and journal entries.

  29. Promissory Notes Cont. Financial Aid • The following Change Management items will be in place for Financial Aid as a result of the April Go-Live: • With CSS Student Financial Aid will continue to issue Student Loans to students using paper promissory notes. • Funds will be authorized & disbursed to Student Finance for creation of a "refund/STL" check or can be deposited directly into students’ banking accounts. • Reconciliation will occur through delivered reports and fund rosters.

  30. Student Bills Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Student bills will be electronic, on a site hosted by CASHNet and accessible from MyBGSU.   • Current bills will be available through the CASHNet site and archived as they are created.   • Notification will be sent to student BGSU email accounts when a bill is available for viewing.   • Parent and third party access can be granted by the student for viewing and paying bills.

  31. Refunding Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • As much refunding as possible will be handled electronically by the direct deposit feature in CASHNet.   • The Bursar's Office has a marketing campaign in place and is communicating this service to students.

  32. Installment Payment Plan Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Installment Payment Plan will be available electronically via CASHNet beginning July 2009; payment plans will automatically recalculate as classes are added/dropped.

  33. Credit Card Payments Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • The Bursar's Office will change credit card (and IVR) payment processors, the new vendor is CASHNet.

  34. Outsourcing Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Some services currently performed by the bursar staff will be performed by an outside vendor. • Examples of these services include preparing and sending electronic billing notifications, managing guest access to bursar information, preparing and distributing direct deposit financial aid refunds, and preparing and distributing 1098-T tax forms.

  35. Tuition Calculation Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Tuition will be calculated based on student attributes rather than class attributes.   • Student attributes include career, campus, and program.

  36. Non-Students Accounts Receivables Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Non-student accounts receivables (community members, businesses) will move from SIS to FMS.

  37. Reconciliation of Data Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Currently the Bursar's Office reconciles all data coming into SIS from Dining, Residence Life, Bookstore, etc.   • With the implementation of CSS, it will be the responsibility of the sending office to reconcile their data and the money that flows through CSS to FMS.

  38. Departmental Charges Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Departments which are authorized to bill student accounts for fines or fees currently send that information via a spreadsheet to the Bursar's Office for processing. • The new process will entail those departments entering the charges directly into CSS, where possible/practical.

  39. Payroll Deduction Payments Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Currently, some payroll deduction payment arrangements for student bursar accounts that were accepted this past academic year by the Bursar's Office are concluding.   • As a part of the CSS implementation, Payroll will be responsible for all paycheck adjustments.

  40. FERPA Service Indicator Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Currently the Bursar's Office has a method to record and view names of individuals whom students have indicated may inquire about their account.   • In CSS a FERPA service indicator will be in place to track this information.

  41. Graduate Assistant’s Fee Waivers Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • When Graduate Assistant’s fee waivers are moved from funding by one DCC or grant to another, that accounting charge is currently masked from the student in SIS.   • In CSS the Graduate Assistants will see lines on their bills showing the fee waiver moved from one item type to another, netting to zero.   • This may cause confusion, however many graduate assistants are aware when their funding is moved from grant to grant.   • Graduate Student Senate has been asked to help communicate this change.

  42. Meal Plans Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Commuter meal plans and extra meal dollars are currently purchased at the bursar windows or at the BG1 Card Office desk.   • In the future, they will be purchased at the bursar windows, at the Dining Services Accounting Office or from the "My Commuter Meal Plan" link in MyBGSU.

  43. Increase in Meal Plan Student Financials • The following Change Management items will be in place for Student Financials as a result of the April Go-Live: • Currently, students who sign up for a meal plan which costs less than their meal scholarship are routinely "upped" so their meal scholarship is used in full.   • With CSS, Dining Services will contact these students to ask if they want an increase in meal plan.   • If not, Financial Aid will sweep the funds to return or reallocate.   • This affects the dining dollars rollover.

  44. Bursar Bill Self Service • The Bursar bill will be viewable and payments can be made through CASHNet accessible through the BGSU portal. 

  45. Student Insurance Requirement Self Service • Students will be informed of their student insurance requirement through checklists viewable in the Student Center.

  46. Orientation and Registration Self Service • Reservations for Orientation and Registration will be made through MyBGSU.

  47. Show-N-Tell Moment Financial Aid, Student Financials, and FMS Accounts Receivables Business Processes - April 6, 2009

  48. Overall View Student Center

  49. Student Center Finances

  50. View Financial Aid Student Center

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