Bursar’s Roundtable Session 1

1. Bursar’s Roundtable Session 1 • 125% Rule • Bank Lockbox • Departmental Deposits • Decentralized Invoicing • Returned Checks

2. Bursar’s Roundtable Session 1 • 125% Rule – Effective July 1, 2006 • In-state students who exceed by 25% the required hours for their degree, will be assessed a Surcharge (determined by SCHEV). • Surcharge can be waived for certain situations and certain courses and credit hours are excluded • Stay tuned for details…..

3. Bursar’s Roundtable Session 1 • 125% Rule – Effective July 1, 2006 • Registrar must track, Student Accounts must bill, Fin Aid must monitor for state grants, scholarship ineligibility • Enacted into law because of increasing enrollment and need for classroom seats • Unsure if currently enrolled students are “grandfathered” or if students initially enrolling for fall 2004 and afterward are included in calculations.

4. Bursar’s Roundtable Session 1 • Bank Lockbox • On-line banking, collections, scholarships • Departmental Deposits • Responsibility of your office? • Decentralized Invoicing • How to standardize • Returned Check

5. Bursar’s Roundtable Session 2 Electronic Billing and Payments

6. Thinking about electronic billing and payments? • What issues do you have with your current billing system? • Are you thinking about changing to electronic billing? • Do you have support from senior management to change or to investigate? • Does the JMU contract with InfiNET provide what you need to proceed or do you want to issue your own RFP? • What do you need to know about electronic billing and payment? • What do you need to know from schools who have already implemented electronic billing and payments?

7. a comprehensive bill • student account charges include tuition and fees, room, internet connection fee, meal plan, UDAP and housing contracts fees, fines for library, judicial, housing, athletic and parking, and residence hall long distance charges. • initial semester bill and then monthly bills for new charges or past due balances

8. the billing issues 1. increasing costs 2. postal delays 3. poor means of communication 4. on-line banking payments to lockbox 5. FERPA and customer service Checks Student bills Credit cards Cash ACH Financial Aid Refunds Fees, Fines Holds

9. background – July to December 2004 • research on available technology • e-billing committee established to investigate options • request for proposals from vendors was issued on August 20, 2004 • proposals received and four vendors invited to campus to present their product – narrowed to two • site Visits to DePaul University and University of Pittsburgh

10. selling the change • needed senior management support and confidence • JMU was first in Virginia • getting Parents Council and Finance Committee of Board of Visitors stamp of approval

11. what happened when InfiNET met Duke Dog

12. how e-bill works at JMU • student account charges are sent to InfiNET to post at a web site • within 24 hours of receipt of JMU file, InfiNET emails student and any authorized payer that charges are available to view • student accounts can be updated as often as JMU sends file to InfiNET • InfiNET stores up to one year of student account bills for reference

13. e-bill presentment at JMU • student accesses through eCampus (electronic) account • only student can control the account access for parents or other authorized payers • bill can easily be retrieved and printed • student and authorized payers receive email notification of bills

15. electronic payment gateway • payment by credit card, using MasterCard, American Express or Discover, is offered with a 2.75% vendor service fee • electronic check payment is a new payment option at no cost to payer • third parties can make payment to student without access to the student’s bill – just need the student’s JMU ID#

16. benefits to our students and parents/payers • immediate access to student account charges – no more waiting for a bill to arrive in the mail • student account information available 24/7 - previous months as well as current charges • accessible to parents as well as other authorized payers – especially valuable to divorced parents

17. benefits to our students and parents/payers • once parent is set up as an “authorized payer” UBO staff can openly discuss the account charges • student or parent can make electronic payment by credit card or check for immediate account resolution

18. benefits to JMU • eliminates processing and handling of paper bills • eliminates postal delays -especially important to international students • provides another communication portal with students and payers – easily customized messages on JMU web payment pages or message line on InfiNET site • InfiNET site is easy to maneuver for UBO staff to verify payments, check authorized payers, print off bills, etc.

19. benefits to everyone • enhances compliance with FERPA and GLB • student bill information readily available for parent through access granted by student instead of UBO staff but allows UBO staff to discuss financial matters with “authorized payer” • InfiNET has undergone the most rigorous validation program by the credit card industry to achieve the highest compliance certification awarded

20. the results • out of 17,000+ bills processed, only 160 paper bills are being mailed out • receivables this year are ahead of this time last year • “emergency” check payments can be made on-line with a “free” e-check instead of having to pay for an overnight delivery service • many emails, phone calls, comments from happy parents

21. changes fornext year • upgrade to “real time” charge and payment information • further restrict paper bill requests to disabilities and no computer access • change the name “QuikPAY” to “QuikBILL”

22. your questions?