Finance Department Process - Student Fees

Transcription

1 PURPOSE The purpose of this document is to describe the main sub-process associated with the delivery of student fees billing and collections process. The primary aim of student fee processing is to ensure the correct billing and collections of fees for students for the duration of their time here at the University. An overview of the fees processing can be viewed with the attached flowchart: Fees processing Flowchart Overview Section Heading 1.0 Fee Schedule Management - Sub Process 2.0 Fee Student Records Sub Process 2.1 Student Finance Task Self Billing Process 2.2 Generating and Amending Fees 2.3 Fees billed to Third Parties 2.4 Fees Due Analysed 3.0 Student Fees Payment Processing Sub Process Fees Office personnel are responsible for the billing and collection of student fees under the management of a Senior Executive Administrator. All fees personnel are part of various teams for each sub process as it occurs. DOCUMENTATION Quality document QP001 is an instruction document detailing transactional activities supporting the overall fees processes. This is used for process review and training of staff. SI User guide is an online help manual within the application. This is used by users for application support and training. The Orientation Handbook is a student guide to the Fees system and communicates necessary RECORDS requirements and processes to Undergraduate students. PD-FEES-008 Finance Department Page 1 of 6 Version 2.01

2 Refer to UL s Records Management and Retention Policy. All fee records are maintained on our Student Records System. Fees adhere to the University s records management and retention policy. PROCESS VERIFICATION Evaluation of all Fees process effectiveness is carried out using internal (Finance Dept.) self-assessment and customer feedback reviews. Fees also get evaluated via the Finance divisional auditing process. PD-FEES-008 Finance Department Page 2 of 6 Version 2.01

3 1. SUB PROCESS: FEE SCHEDULE MANAGEMENT This process is fundamental to all other processes as it requires accurate programme management and systems to be in place to facilitate billing and collections. The Fees Senior Executive Administrator is responsible for managing the process of maintaining the standing data for the fee billing system on the student records system (SI) PROCEDURE Consult with Faculty Managers to determine if any changes in Fees have occurred and to confirm the fees for any new programmes Set-Up of new Fees Profile if required Update Fees Profiles for any changes in Fee elements Implementing new programme set up with respect to Fee Profiles Sponsorship Set-up in consultation with HR, International Office, CPE and other parties Roll forward the Financial/Academic Calendar within the Student Records System (SI) Update student fee status for students based on consultation with Student Academic Administration PD-FEES-008 Finance Department Page 3 of 6 Version 2.01

4 2. SUB PROCESS: STUDENT FEE RECORDS The Fees team are responsible for implementing the associated procedures for the Student Self Billing Process. The Fees Senior Executive Administrator has overall responsibility to ensure deadlines and resources are in place for this process. PROCEDURE The Fees section is responsible for the management of all course fees and student fee records on the Student Records System (SI). This database holds all the records for the entire University. The Fee s process commences with the Fee schedule management as mentioned earlier, and then by notifying students to complete the Finance task online using their Student Portal. The Fees team are responsible for the management and administration of all third party payments on behalf of students. The Fees Office Supervisor is responsible for dealing with the submission of billing to the HEA 2.1 Student Finance Task Self Billing Process Following enrolment on admission to the University, Fees facilitate an on-line Self Billing process for students to confirm their course billing. This is critical as it facilitates the set-up of the student s account for course billing for that academic year at the University. Orientation packs, Mail-outs and texts with instructions on how to set-up the finance task for self-billing are sent to all new students. During Orientation the Fees team check with students that self-billing has been completed. Mail-outs are also sent to existing students explaining how to self-bill and a reminder to students that fees are due. The fees team continuously identify students who have not completed their finance task and follow up on their status. 2.2 Generating and Amending Fees Generating Fees for Undergraduate/Post Graduate (Non-Research) Students If a student has not self-billed the Fees office will perform the billing on their behalf. This may have to be done if a student has changed courses, moved status on the system or has delayed in selfbilling. Generating Fees for Post Graduate Research Students Students provide fees office with a stamped enrolment form. A student's fee classification if EU OR Non EU is required to determine fees due. Applicant s records are checked to ensure that no previous fees are outstanding.. A Self-financing student must pay the first semester's fees in advance of enrolment. Sponsored Students need to provide evidence of sponsor letter. A Sponsor is PD-FEES-008 Finance Department Page 4 of 6 Version 2.01

5 created on SI and billed for the fee amount. Form is stamped and sent on to post graduate admissions for registration. Link-in Student setup- Students planning to complete a Link-in are required to complete and send in a Link-in form and payment for same into the Fees office. The administrator responsible for Link-ins processes the form for billing purposes on SI and sends the form to SAA to register the student for same. Link-in forms that arrive with no payment are put on hold until payment has been made. Adjustments may need to be made to billings where a student defers or exits a course during the Academic Year 2.3 Fees billed to Third Parties HEA Billing The Fees Office manage the submission for fees payable by the HEA on an annual basis SUSI & Local Grant Authorities The Fees Office in conjunction with SAA coordinate with grant awarding authorities to determine a student s eligibility for grant award and re-assign the fee liability based on this process Other Third Party Fee Payers The fees office on receipt of an or letter request will generate an invoice on behalf of the student for fees. Once the invoice has been paid the debt will be transferred from student to the relevant third party. 2.4 Fees Due Analysed Periodic reviews of Fees Due reports determine if all registered students have been billed Aged Debtor reports are downloaded and reviewed on a regular basis. Based on these reports reminders are sent by to Students to clear any outstanding debts which they might owe. Debtors are reported in the Finance Division quarterly reports. At the end of the Academic year students will be blocked from accessing their exam results if their fees are not cleared. Graduating students with a balance owing will be allowed attend their graduation ceremony but will not receive their parchment until fees have been cleared. PD-FEES-008 Finance Department Page 5 of 6 Version 2.01

6 3. SUB PROCESS : STUDENT FEES PAYMENT PROCESSING The Fees Office administrators are responsible for receipting of payments on the SI student records system. PROCEDURE PAYMENT METHODS Payments can be made by the following methods: a) Cheque/Bank Draft/Postal Order b) Credit transfer payment c) Bank Giro payment d) Online credit card payment Bank reconciliations are performed on a monthly basis which will confirm that lodgements have been processed in a timely and accurate manner. Any payments which cannot be related to a specific student/sponsor debt are listed and investigated until resolved. PD-FEES-008 Finance Department Page 6 of 6 Version 2.01