County Chargeback Process Herkimer County Community College June 10, 2013

1. County Chargeback ProcessHerkimer County Community CollegeJune 10, 2013

2. Important Dates & Notes • Fall Semester – Every year for the Fall Semester, you MUST make sure the rate table is updated in SFAYSNR before running the first Fall Chargeback bill.

3. Important Dates & Notes • Chargeback bills must be submitted to the counties no later than 45 days after the start of the semester (or 45 days after the start of classes as some classes start later in the semester than others). • Currently, Montgomery, Orange, & Saratoga Counties will deny payments for bills received after 45 days. • Credits will not show on the report until after the census date has passed. • Counties are required to remit payment for bills no later than 60 days after receipt. • Although counties are not required to issue certificates after 30 days from the start of classes, many do. This results in the need to run supplemental bills. • Supplemental bills are also run for later starting classes within the semester. It is helpful to put the start date of the classes the bill is for on each voucher to assist counties when they review the charges.

4. Important Dates & Notes cont. • The formula for the Operating Cost is: • Number of Credits divided by 30 x Rate x the Number of Months divided by 6 • Example based on student taking 12 credits, residing in county for 6 months, with a rate of $1,520 would be 12 / 30 * $1520 * 6/6 = $608. For this same example with the student residing in the county for only 2 months would be 12 / 30 * $1520 * 2/6 = $202.67 • Capital Costs are always $300 per academic year for full-time students or $10 per credit hour for part-time students.

5. Important Dates & Notes cont. • TSPYCCB is the report that produces all the charges for the counties. • TSRYCCB is run after TSPYCCB in order to display the data by student. TSRYCCB can be run multiple ways to pull the data produced by TSPYCCB as needed (by social, ID, credits showing, etc.). TSRYCCB can always be rerun in the future as well, just by entering the original date that TSPYCCB was run.

6. Important Dates & Notes cont. • SFAYCOR is the screen we use to enter Certificates of Residence. • Verify that the certificate is issued specifically for our college if the county indicates this on the certificate. • We have legal correspondence from SUNY that certificates are county specific, not college specific, but this can become difficult to handle with certain counties (Nassau & NYC) when it comes time for the billing. It is easier to just make sure student gets certificate specifically for our college. • Verify date on certificate to ensure it is valid (not issued too early or too late). If it is outside of the timeframe, will need to check with the issuing county to see if they will honor payment. Otherwise we cannot accept the certificate. • Verify that certificate is for 6 months, or that you have one from each county if student is a split.

7. Important Dates & Notes cont. • Example of a split residency on SFAYCOR

8. Running the Reports • TSPYCCB is the BANNER job that is run first • This should be run in Audit Mode the first time, to ensure everything looks accurate (addresses for county, charges, etc.).

9. Running the Reports • After TSPYCCB has been successfully run above, you will want to run TSRYCCB. • After job has finished, review output, and choose the “lis” file (the larger one as the other one is the summary).

10. Running the Reports • You can either review the file in BANNER, or save it to bring it into Word, Excel, Notepad, etc. (whatever is easier). • You can spot check the calculations to make sure everything looks correct. • Can also spot check addresses to make sure they are falling under the correct county and that nothing looks incorrect. This will help to avoid counties calling to let us know that we billed them for a student that is not in their county (we may have entered wrong on SFAYCOR). • A helpful website to use is http://newyork.hometownlocator.com/counties/ • If you find any mistakes, they need to be corrected on SFAYCOR before running in update mode.

11. Running the Reports cont. • For Chenango County, make sure all detail falls under townships. If you see “Other” listed as a township, you will need to correct this on SFAYCOR before running in update mode. There should never be an “Other” sub-county for Chenango County.

12. Running the Reports cont. • Example of SFAYCOR for Chenango County

13. Running the Reports cont. • Once the audit file has been reviewed, run TSPYCCB again in Update mode. • When TSPYCCB has completed running, TSRYCCB can be run (below data is specific for Herkimer CCC). • Run Parameter Set “Credit2” to pull all counties on the report (this is the file we will save for our records). • Run Parameter Set “Credit3” to pull counties that require the ID number instead of the social security number.

14. Running the Reports cont. • Run Parameter Set “Credit4” to pull counties that require the social security number. • You can create different versions of TSRYCCB reports to meet county requirements/requests. • Go to TTVYCBR and you can copy one of your current reports and rename it. • Go to THAYCBR and find your newly created report to make changes. • This is how 2 separate reports were created to pull by social security number on one, and ID number on the other. • You would also go to THAYCBR to make adjustments to any of the reports your currently run. • TSRYCCB can always be rerun in the future (if any changes made to reports by yourself or SICAS). You just need to enter the original billing date of TSPYCCB.

15. Prepare Bills for Mailing • Import TSRYCCB files into Microsoft Word in order to print bills for the counties. • BANNER job is first saved as a text file, and then opened in Microsoft Word. Herkimer CCC’s formatting in Word is all text formatted as Courier font, size 9. The page format is landscape with the margins set at 0.75 top, 0.5 bottom, 0.5 left, and 0.25 right. • Update all vouchers and/or certification letters and print off. • Many counties have their own specific voucher that they require be sent with the billing invoice detail. To date, these are: • Cattaraugus, Chautauqua, Chenango, Clinton, Columbia, Cortland, Essex, Fulton, Genesee, Greene, Hamilton, Madison, Monroe, Montgomery, Nassau, Niagara, Oneida, Onondaga, Orleans, Putnam, Rockland, Saratoga, Schenectady, Schoharie, Seneca, Suffolk, Sullivan, Tioga, Ulster, Westchester, Wyoming, and Yates • For all other counties, you can use the Certification Letter.

16. Prepare Bills for Mailing • It is helpful to put the start date on either the voucher or certification letter so that the counties know what the billing is for (i.e. – For classes that started on or after MM/DD/YY). • Once the vouchers have been signed by the appropriate college official, make copies of the voucher and billing report for your files.

17. Receiving Payment • Make sure TSAAREV displays 0 for the following county codes: • CBNY995 – Military / Out of State No COR • CBNY997 – In-State No CORCBNY998 – Out of State No COR • CBNY999 – International No COR • These should always be at zero. After you have finished running your chargeback bills, you can go into each account and make reversal entries for CBXX (Capital) and OPXX (Operating). • If county pays in full, post check on TSAAREV and tpay to the corresponding charges. • If county does not pay in full, investigate why and pursue payment if necessary.

18. Receiving Payment cont. • Sometimes counties remove charges for a student because they do not have a certificate on file. We can fax/email them the copy in our records so that they can process payment. • If county indicates a problem with certificate, we may need to get assistance from SUNY Legal Counsel. • Herkimer CCC already has copies of legal assistance on file for multiple purposes (One year rule for certificates, 30 day deadline, etc.).