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SSD-SYS-MAN-003 Fees Revenue MANUAL of 103 Hardcopies of this document are considered uncontrolled please refer to SMP website for latest version

https://staff.uow.edu.au/smp/feesrevenuehelp/index.html

Student Services Division – Student Systems

Fees Revenue MANUAL Contents 1 Introduction ................................................................................................................................................. 3 2 LOGIN ........................................................................................................................................................ 5 3 PAYMENT .................................................................................................................................................. 6

3.1 Make Payment ................................................................................................................................................6 3.1.1 Advanced ....................................................................................................................................................7 3.1.2 Basic ...........................................................................................................................................................8

3.2 Payment Details ............................................................................................................................................14 3.3 Transfers .......................................................................................................................................................15 3.4 Refunds .........................................................................................................................................................15 3.5 Notes .............................................................................................................................................................17 3.6 Payment Plans ..............................................................................................................................................18

4 STD CHARGE .......................................................................................................................................... 28 4.1 Commonwealth Supported Students – Student Contribution Bands............................................................29

5 TUITION ................................................................................................................................................... 31 5.1 Create a New Tuition Fee Version................................................................................................................35 5.2 Updating a Course Fee (per credit point rate) ..............................................................................................36 5.3 Discounts ......................................................................................................................................................37 5.4 Variable International Student Fees .............................................................................................................38

6 STATEMENT ............................................................................................................................................ 41 6.1 UOW Statement ............................................................................................................................................41

6.1.1 Print Pay Advice .......................................................................................................................................42 6.2 HECS Statement (Pre-2005) ........................................................................................................................42 6.3 PELS Statement (Pre-2005) .........................................................................................................................42 6.4 Commonwealth Assistance Notice (CAN) ....................................................................................................42

6.4.1 FEE –HELP/HECS-HELP .........................................................................................................................43 6.4.2 OS-HELP ..................................................................................................................................................43 6.4.3 SA-HELP ...................................................................................................................................................43 6.4.4 Disputing a CAN Statement ......................................................................................................................44 6.4.5 Submitting a Dispute .................................................................................................................................45 6.4.6 Message Management for CAN Dispute Functions .................................................................................47

7 REPORT ................................................................................................................................................... 48 7.1 Payment Details ............................................................................................................................................48 7.2 Payment Summary .......................................................................................................................................48 7.3 Cheque Details .............................................................................................................................................48 7.4 Payment Reversals .......................................................................................................................................48 7.5 Overdue Summary ........................................................................................................................................48 7.6 Projected Fees Report ..................................................................................................................................48 7.7 General Reports ...........................................................................................................................................49

7.7.1 Bank Interface Summary ..........................................................................................................................49 7.7.2 Bank Unprocessed Summary ...................................................................................................................49 7.7.3 Health Cover .............................................................................................................................................49 7.7.4 PUF HECS <$500 .....................................................................................................................................49



7.7.5 Forfeit Summary .......................................................................................................................................49 7.7.6 Refund Summary ......................................................................................................................................49 7.7.7 Student Overpayment Details ...................................................................................................................49 7.7.8 Student Undeferred Summary ..................................................................................................................50 7.7.9 Invalid Student Reference ........................................................................................................................50 7.7.10 Payment Plan Summary .......................................................................................................................50 7.7.11 Revenue Recognition ...........................................................................................................................50 7.7.12 Ageing Debtors .....................................................................................................................................50 7.7.13 Payment Note Summary .......................................................................................................................50

8 SEARCH ................................................................................................................................................... 51 8.1 Search – Underpayment ...............................................................................................................................52 8.2 Search - Charges ..........................................................................................................................................54 8.3 Search – Payment ........................................................................................................................................55 8.4 Search - SA Charges ....................................................................................................................................55 8.5 Search - Tuition Discount .............................................................................................................................58

9 MAINT....................................................................................................................................................... 59 9.1 Charge ..........................................................................................................................................................59 9.2 Charge Group ...............................................................................................................................................62 9.3 Admin ............................................................................................................................................................62 9.4 Reconcile ......................................................................................................................................................63 9.5 Late Fees ......................................................................................................................................................63 9.6 Payment Loads .............................................................................................................................................64

9.6.1 Bank Load .................................................................................................................................................64 9.6.2 Phone Load ...............................................................................................................................................64 9.6.3 Internet Load .............................................................................................................................................64 9.6.4 BPay Load ................................................................................................................................................64 9.6.5 Firewire Load ............................................................................................................................................64 9.6.6 EPayment Load ........................................................................................................................................64

9.7 BSBs .............................................................................................................................................................64 9.8 Site Charges .................................................................................................................................................65 9.9 Load Charges ...............................................................................................................................................66 9.10 Payment Plan Create ....................................................................................................................................67

Appendix A – Student Services and Amenities Fee (SAF) ............................................................................. 69 Request for SA Help Assistance ...............................................................................................................................69 Student Services and Amenities Fee ........................................................................................................................74 Cohorts to be charged...............................................................................................................................................76 International Student Services and Amenities ..........................................................................................................77 SA Fee Due Dates ....................................................................................................................................................77 Std Charge ................................................................................................................................................................78 UOW Statement and CAN – Commonwealth Assistance Notice .............................................................................83 UOW Statement ........................................................................................................................................................83 CAN – Commonwealth Assistance Notice ................................................................................................................84

Appendix B – Printing from Fees Revenue ..................................................................................................... 95 Appendix C - Payments and Auto Allocation in Fees Revenue ...................................................................... 98

Example ................................................................................................................................................................. 101 Frequency .............................................................................................................................................................. 101

10 Version Control Table ............................................................................................................................. 102




1 Introduction There are 3 versions of Fees Revenue:

• UOW • UOW College • UOW Dubai

Fees Revenue is available in 3 versions for the 3 organisations using the application: UOW Australia, UOW College and UOW Dubai. It is essential to gain access to the appropriate version.

When an Offer is created for a student in Admissions, a billing type is allocated to the offer. Once the student's course is activated and the student enrols into a subject within a session (a subject instance), the billing type is allocated to that session. Depending on the billing type, students may be able to vary their billing type up to the census date of the session (for example, Commonwealth Supported Students receiving HECS-HELP may vary their billing type (Upfront, partial or deferred) up to the census date of the session. When a student enrols in a subject instance, the system is triggered to update the Tuition Fees and the Student Service and Amenity Fees (SSAF), based on the enrolment, course type and campus. See SSAF for more information. Depending on the billing type, Tuition Fees may be generated based on a Fee per Credit point (setup at the course level or on the offer) or Student Contribution Bands (certain bands are allocated to subjects).




Fees Revenue shows the details of charges that have been created. All charges have a due date. Payments are processed through Fees Revenue and those payments sit in the ‘Credit bucket' until the due date arrives. Once the due date has arrived, the outstanding charge is paid off. There is an Advanced Tab in Fees Revenue that can be used to force Fees Revenue to pay off amounts (ie change the priority of payments) – Only certain users have permission to use this function. Quick Pays can also be processed through Fees Revenue. When a user processes a quick pay, they are creating the charge (with a due date of today) and paying that charge off immediately. Quick pays are used for such payments as Transcripts, Graduation Payments and International Student Overseas Health Cover. There are also various Statements and Reports available through Fees Revenue




2 LOGIN Enter UOW username and password, and click Login to access the Fees Revenue system. If there has been an update since you last launched Fees Revenue, you will receive a prompt to ‘Get Update’.

If you enter incorrect username/password more than three times, an error message will appear to inform you that your access is blocked for half an hour.

To log out of Fees Revenue, click on the Logout button.




3 PAYMENT Functions contained in the Payment Tab

3.1 Make Payment

Used to process payments from students or generate a ‘Quick Pay' which creates a charge and pays that charge off in one transaction.

• Make Payment - Advanced • Make Payment - Basic • Make Payment - Basic - Quick Pay

Payment Options for all Organisations (Multi-Currency supported):

• Card • Cheque • Direct Deposit • Overpayment

Additional Payment Options for UOW College only:

• Cash • UOWC Sponsored

Additional Payment Options for UOW Dubai only:

• Cash • UOWD Sponsored • Manual Internet

Please Note (for UOWD): Recording card details is a mandatory field.

Make Payment Used to process payments from students or generate a ‘Quick Pay’ which creates a charge and pays that charge off in one transaction. Enter the Student number or Name (in the field that appears to the right of the Details button) and click OK. You can enter a Student's name and a date of birth in order to narrow the search. If you want to locate a student using their first or middle name, type in the name and click the check box that appears to the right hand side of the Name/Student Number field, to enable a search on ALL names (First, Middle and Surname). Locate the student required in the Search Results box and click to highlight and click select, or double click to select the student. Click on the 'Details' button to retrieve the Personal Details screen, which displays: DOB, Country of Citizenship, Country of Origin, Mailing address, email, phone numbers and the Student's photo.




3.1.1 Advanced The Advanced Tab is only available to certain users. The Advanced Tab shows the breakdown of the items that make up the Total Amount Due and enables the user to override the order of priority for payments from either a credit bucket or a new anticipated payment being processed immediately. A user with access to this tab can untick (or retick) charges to then manage the credits towards those charges that are ticked. A student either needs to have a payment processed in the same transaction (e.g. untick all non-relevant charges and process a payment to the ticked charge) or needs to have an amount in credit before the ‘overpayment’ tab will appear as an option for the Make Payment tab. E.g. below, this student has $5000 in credit, we want to allocate this to the 2014 SAF fee (untick all non-related charges > Overpayment tab > enter amount > Make Payment button):




In this example, we have used the Advanced tab to manage a credit being allocated to a charge that is not the next due date, e.g. a SAF fee due after tuititon fee. Once credit is allocated, it is like making a payment and cannot be undone as the credit has been ‘transferred’ or ‘consumed’ by the charge. If the user retriggers the charge again it should ‘release’ the credit back into the ‘credit bucket’ and the option to allocate credits via the Advanced tab we be reset accordingly to charges due again.

3.1.2 Basic Staff may process payments received from students, these payments will sit in the 'credit bucket' until they become due, at which time, the charge will be paid off. If a payment is made and there is an overdue charge, that charge will be paid off immediately (as the due date has passed). There are certain transactions where staff are required to create a charge and pay off that charge, this is known as a quick pay. Staff may process payments received from students, these payments will sit in the 'credit bucket' until they become due, at which time, the charge will be paid off. If a payment is made and there is an overdue charge, that charge will be paid off immediately (as the due date has passed). There are certain transactions where staff are required to create a charge and pay off that charge immediately, this is known as a quick pay. An example of a quick pay transaction is if a student has requested a Transcript Print. As the charge does not currently exist on the system, the quick pay function is used to create the charge, which is paid off at the same time. Outstanding Charges - If the charges are highlighted in Red, it indicates that they are overdue.




To process a payment (for example, to pay the Tuition Fee), go to the Basic Tab on the Make Payment Tab and enter the amount in the Payment Amount: $ box. Once you have entered the Payment Amount, you need to select the payment type. Click on the Card or the Cheque tab in the Payment section and click to select the Card (EFTPOS, Visa, MasterCard, American Express, Bankcard) or enter the Cheque details (if the Bank is not found when the BSB No. is entered, manually enter the name of the Bank in the Bank field). If an error is made while entering the payment details, click on 'Clear' and re-enter the correct details. Once all the payment details have been entered, click on 'Make Payment'.

When you click on Make Payment, the Payment Information screen will appear. Check the Payment Details are correct. If any of the details are incorrect, click 'Cancel'. You will be taken back to the Make Payment screen, you can Clear the payment screen and enter the correct details. If the Payment Details screen and correct, check that the Print Receipt box is checked (if you wish to print a receipt, please note that this box should be checked by default) then click 'Confirm Payment'.




A Student Receipt will be printed (If the Print Receipt box was checked). The Fees Revenue system knows if the original receipt has been printed. Fees Revenue only permits 1 original receipt to be printed. If you need to re-print a receipt, click on the Payment Details Tab, highlight the receipt number you wish to re-print (by clicking on it) and then click 'Reprint Receipt'.




You can re-print the receipt as many times as you like. All re-printed receipts will show (REPRINT) underneath the heading Receipt. Make Payment - Basic - Quick Pay A Quick Pay will create a charge and pay off that charge in a single transaction. The Quick Pay replaced the manual receipts at the front counter. An example of a Quick Pay transaction is the payment for a Transcript Print. Staff use the Quick Pay function to create the charge for the Transcript print pays off that charge. Select the Quick Pay Charge from the drop down menu and click 'Enter'. If a Quick Pay Charge amount box appears, you can click OK to accept the charge that currently appears, or you can choose to change the amount if required. Do this for each Quick Pay charge you want to add. The quick pay charges will appear in blue. All other charges will remain unselected. The Total Amount of all the Quick Pay charges selected will appear in the Payment Amount field. If you have selected the wrong Quick Pay charge, click 'Clear', the screen will be cleared and you can enter the correct Quick Pay charge(s).




If the student is paying more than the amount of the quick pay (ie they may be paying off other charges), amend the Payment Amount to the total amount of the payment. Make the payment by selecting the Card or Cheque tab and completing the details. Click on 'Make Payment'. The Payment Information screen will appear. Check the Payment Details are correct. If any of the details are incorrect, click 'Cancel'. You will be taken back to the Make Payment screen, you can Clear the payment screen and enter the correct details. If the Payment Details screen and correct, check that the Print Receipt box is checked (if you wish to print a receipt) then click 'Confirm Payment'. The details of the Quick Payment will appear on the Make Payments screen as well as the Statement screen.




Overseas Health Cover - OSHC Overseas Health Cover for Study Abroad Students - A charge is manually created through Fees Revenue - Std Charge, and when the payment is made, it is processed as a straight payment (not a quick pay). Overseas Health Cover for International students is processed as a Quick Pay. It is extremely important when processing the payment for an International student that you check whether Overseas Health Cover is included in the payment, as the Overseas Health Cover component needs to be processed as a Quick Pay so that the charge is created and paid off. If the Overseas Health Cover component of the payment is not treated as a quick pay, then the charge will never be created and a request for Health Cover will never be initiated. The following quick pays are available:

• OSHCFN, OSHC Family Rate, New OSHC • OSHCFR, OSHC Family Rate, Renewal OSHC • OSHCSN, OSHC Single, New OSHC • OSHCSR, OSHC Single, Renewal OSHC

Once you have selected the correct Quick Pay, the Quick Pay Charge Amount screen will appear. If the charge selected was a 'New' charge OSHC Start Session (a drop down menu) and Choose Start Date (a button to select) will appear. Basically, if a student is paying for New OSHC, you need to tell the system when the student's course will commence (OSHC Start Session), or when the student's Health Cover is to commence (Choose Start Date). If a user selects an OSHC Start Session, then the start date recorded on the AHMG report is the first day of the session, less 7 days (to record the start date as the date of Orientation) - We have made the assumption that Orientation will always commence 1 week before the start of session. For the Intakes, Orientation isn't always exactly 7 days, however, we have used 7 days to simplify the recording. If a user clicks to Choose a Start Date, the date entered is the date that is recorded as the start date on the AHMG report. If a users chooses to manually enter a Start Date, the date entered has to be Orientation date, or the date the cover is to start. Example 1 - If a student comes to the counter this week to pay their Fees for a course that they will start in Autumn 2005, you will select the OSHC Single Rate New from the quick pay drop down menu. You will then select Autumn 2005 from the OSHC Start session drop down menu. You then process the payment as normal. An OSHC Start session will appear for this student because they have an Offer for a future session. If more than 1 start session appeared in the OSHC start session drop down menu, you would need to check when the student will commence their course (check their letter of acceptance, or check on Admissions). Example 2 - If a student pays for new OSHC and they are currently enrolled, check when the student started their course. Click to Choose Start Date and enter the date of Orientation for that session (7 days prior to the first day of session). Example 3 - If a student advises that they are renewing their Health Cover, check with the student if their current health cover is with Medibank, or AHMG. If the student's cover is currently with Medibank, then the OSHC charge should be entered as New (they are commencing New cover with AHMG) - You will then need to enter a start date. If the student's cover is currently with AHMG, then select renewal.




3.2 Payment Details View payments, Print/Re-Print receipts and reverse payments (ability to reverse is permissions based). Reverse If you need to reverse a payment, click on the Payment Details screen, click on the payment you wish to reverse. If a payment has been Reversed, an R will appear in the Left Hand Column. Click 'Reverse'. You will be prompted to select a reason for the Reversal.

Click OK and the Reversal will be processed. If it is necessary to Reverse a payment other than on the day the payment is processed, a message will appear 'Please ensure that Finance are notified ASAP about this payment reversal. They need to know as the payment needs to be reversed manually in JDE on the same day'. This information also appears on the Payment Reversals Report (there are totals for Same Day and Latter Day). NOTE: The ability to reverse charges is limited to the users’ site group. Whilst most users who have access to reverse a payment also have access to amend their installed site, the installed site set on the Fees Revenue of the user trying to reverse a payment must be a part of the site group that took the initial payment. That is,

• If the payment was made at Student Central, as this site is part of the site group 100 (UOW Campus group), all users with access to reverse a payment and are also set up as a site = site group 100, can reverse the payment.

• If the payment was made at ITC/UniAdvice site (site group 102), only users with site = site group 102 can reverse the payment.

Full site group details are listed in (Site Charges) section of this manual.




Reprint Receipt

Click to select the receipt and click to Reprint

Details

Click to view the details of the receipt

3.3 Transfers Only certain users have permission to access the Transfer Tab. The Transfers tab is used to transfer amounts from the UOW Credit bucket to the Refundable bucket and from the Refundable Bucket to the UOW Credit Bucket. If there is an amount in Credit, it must be transferred to Refundable before a Refund can be processed.

3.4 Refunds Process Refunds (Users require appropriate Permissions) - There is a forfeit option included on this screen. Users must be granted specific permission to process refunds. In order to be able to refund money to a student, there needs to be an amount in the Current Amount Refundable bucket Refunds Users must be granted specific permission to process refunds. In order to be able to refund money to a student, there needs to be an amount in the Current Amount Refundable bucket. If there is no amount in the Current Refundable bucket, staff with appropriate access can transfer money from the ‘Current Amount UOW Credit’ to ‘Current Amount Refundable’ via the ‘Transfers’ tab. Enter a % Forfeit or Forfeit amount. Enter the amount to be refunded in Refund Amount. You must enter or select a Reason for the Refund from the Drop Down Menu.




Click Make Refund.




The Refund will immediately appear on the Statement.

3.5 Notes Users can add notes to the Fees Revenue record of a student for other users to see. Notes information remains in Fees Revenue only (not integrated with SAI or Admissions).




3.6 Payment Plans Users can generate a Payment Plan (Instalment Plan) for a student for a particular year/session. Payment Plans for a particular session first need to be created via Fees Revenue – Maint – Payment Plan Create – it is possible to create a number of different payment plans for a year/session to deal with different cohorts. Staff place students on a Payment Plan by adding the Payment Plan via Payment – Payment Plans tab. Staff can report on Payment Plans via Report – General Reports – Payment Plan Summary tab.




Users select the year, session and select the relevant payment plan from the Payment Plan drop down menu, then click to Add




Payment plan information can also be viewed in this tab, such as Instalment Due Date, Instalment Percent, Cumulative & Instalment Amounts and Paid Amounts.

Once a Payment Plan is set up for a student for a particular session, if a student varies their enrolment (enrols in additional subjects or withdraws from subjects) the Instalment Amounts adjust accordingly. Payment Plans are indicated as ~ (tilde symbol) on the charges affected in the Fees Revenue statement, charges list and the SAI/SOLS Fees Statement. UOW Summary reflects the Payment Plan in the Outstanding Balances table.




The UOW Statement shows the actual due date of the charges with a ~ to denote there is a Payment Plan. The details of the Payment Plan are shown in the Instalment Plan Details table.

Example of a student who has a payment plan for Autumn and Spring session:




Withholds: Student’s results are not withheld once the census date for the session has passed if the student is on a payment plan (and the instalments that are due are up to date). If students have failed to pay one of the instalments (if an instalment on the payment plan is overdue) their results should be withheld (after the set number of days in the criteria which is currently set to 4).




Case Study – Student who has a payment plan for Annual and Autumn session: Student enrolled in:

• 3 subjects in 2016 Test Autumn session and • enrolled in 1 subject in 2016 Test Annual Session

Created payment Plans and added to Student Test Autumn session – Instalment 1 due 22/7, Instalment 2 due– 06/09 Test Annual Session - Instalment 1 due 28/07, Instalment 2 due – 25/09

• On 22/7 I paid Instalment 1 of the Autumn plan - $4302.00 and the SAF - $145.00 - Total $4447 • 28/07 - I then paid $2868 which is the first instalment of the Annual plan - this is due on 28/0

The second instalment of the autumn plan is not due until 06/09 Checked on 28/07 how payment is allocated - the $2868 was taken off the 1st instalment of the Annual Plan Screen dumps to illustrate case study above




If a student has a Payment Plan, the information will appear on the following screens in Fees Revenue:

• Payment – Make Payment Tab (Basic and Advanced) • Payment – Payment Plans Tab • Std Charge Tab • Statement – UOW Statement Tab • Report – Overdue Summary • Report – General Reports – Payment Plan Summary • Search - Detail Tab

Make Payment Tab




Std Charge Tab

Statement – UOW Statement tab

Example of a student who has paid the first instalment of their payment plan (which was due on census date)




The charge is showing as overdue on the Make Payment tab as the due date for the Tuition Charge has passed. The screen shows that the there is a payment plan associated with the charge. Staff can click on the Payment Plans Tab to see the details – which shows that the first instalment has been paid and when the second instalment is due.




4 STD CHARGE *Also refer to Appendix A – Student Services and Amenities Fee Charge The Student Charge screen is used to view all Student charge details, to manually add new student charges, edit due dates of existing student charges and change the status of student charges. Charges may also be reversed by staff who have the permission to do so (for example, a charge of a Graduation Fee may be reversed where the Fees Manager has approved this). From the Student Charge screen:

• View all Student charges • Manually add or reverse student charges • Edit due dates of existing charges • Change the status of student charges

Manually add/update a charge Charge or Group: The majority of charges are defined as ‘Charge’. Group charges relate to the old CSC (Compulsory Service Charges) which had different charges grouped together to create a charge group. Type: Selecting the Type of charge reduces the number of charges that appear in the ‘Name’ drop down menu and make it easier to locate the charge required. Campus: Select campus if you want to narrow the search further and filter the charge names that appear in the ‘Name’ drop down menu




Name: Select the charge from the Drop Down menu. Then click 'OK'. The charge amount will be loaded onto the screen. Check the details are correct, enter a Due Date and click 'Add'. A message will appear ' Adding a new Student Charge Automatically saves it. Are you sure you wish to add a new Student Charge?' Click 'Yes' (or 'No' if you don't wish to add the Student Charge). Show Reversed or Hide Reversed: amounts on the screen display. Reverse Charge Select a charge to be reversed. Select a reason for the reversal. Click 'OK' or 'Cancel'. Reversals show an R in the far left hand column. Add CSC Function no longer used, Compulsory Service Charges (CSCs) discontinued in 2006 Add/ Update If you select a new charge to add, once you select the charge from the ‘Name’ drop down menu and click ‘OK’, the Add button will be activated. Highlight an existing student charge you can then change the due date or the status. Enter a reason then click 'Update'. Clear Will clear all information displayed in the Select group (selected charge) section of the screen. Delete The delete option will become available when a charge in the list is highlighted. Deleting the student charge will automatically remove it from the system. You will be asked if you are sure you wish to delete the selected student charge.

4.1 Commonwealth Supported Students – Student Contribution Bands Fees Revenue uses: Billing Calculator (Calculator) – To determine whether to use the Domestic or International Fee Payer Cost per Credit Point or the Commonwealth Supported Student (CSS) Student Contribution Band fee models . *Refer to SAI Menu Summary – Maintain Source Files – Billing Type Maintenance documentation for more information. Each subject has a Student Contribution Band and each year the Government publishes indexed rates for the student contribution bands:




Commonwealth supported students (HECS-HELP) have Tuition Charges generated based on the Student Contribution Bands (as opposed to a Fee per Credit Point). Note – The Labor 2013-2014 Budget Savings (Measures No. 2) Bill 2015 contained the removal of the HECS-HELP Upfront Payment discount of 10% passed both houses (3/12/2015). The removal of the 10% HECS-HELP discount applies to units of study with Census Dates on or after 1 January 2017.

• CSS HECS-HELP Upfront and CSS HECS-HELP Partial – Subject charges appear on the Std Charge Tab • CSS HECS-HELP Deferred – Subject charges do not appear on the Std Charge Tab, they only appear on

the Commonwealth Assistance Notice A




5 TUITION Use the Tuition tab to view the Course Details and the Course Fee (if Applicable). Click on the Active course to highlight - the fee per credit point will then be displayed in the lower part of the screen. Can be used to Modify the Course Fee (based on an effective date). Students charged a Fee Per Credit Point have a Tuition Fee Version. Student’s tuition fees are charged one of 2 ways on the student system:

• Fee per credit point • Student Contribution Bands for Domestic Commonwealth Supported Students

Click on the Tuition tab to view the Course Details and the Course Fee (if Applicable). Click on the Active course to highlight - the fee per credit point will then be displayed in the lower part of the screen.




Fee Per Credit Point When an Offer is created in Admissions, if the student has a billing type that generates a Fee Per Credit Point, the system looks up the Fee Per Credit Point on the Course Database for the relevant Year and student type (international or domestic) and populates the following fields:

• Course DB Tuition Fee Current • Course DB Tuition Fee Last Accepted – dd/mm/yyyy • Corrected Course DB Tuition Fee • Offer Tuition Fee

At this point, staff can decide to alter the Fees by:

• Staff with the relevant permissions can choose to manually alter the Offer Tuition Fee by entering an amount in the Correct Course DB Tuition Fee Field and selecting a reason why the amount was changed

OR




• Staff could choose reduce the Offer Tuition Fee by a pre-set discount amount by selecting the discount from

the Apply Pre-set % drop down menu and selecting whether the discount applies for the duration of the course or entering a discount end date

OR

• Staff with the relevant permissions can choose to reduce the Offer Tuition Fee by a specific amount per credit point by entering a value in Apply Amount and selecting whether the discount applies for the duration of the course or entering a discount end date.

**Refer to the Admissions Manual for more information on the functions outlined above.




When the student enrols in their Course, the Offer Tuition Fee appears in the Tuition Fee tab in Fees Revenue and this is the amount used to calculate the Tuition fee when a student enrols, unless the Tuition Fee Version is amended or a new Tuition Fee version is created in Fees Revenue:

• Fees Team staff can amend/create a New Tuition Fee Version • For International Students where Variable Fees apply, a new Tuition Fees Version is automatically created

each year the student re-enrols if the Course Database Fee for the year the student is re-enrolling in differs to the Student’s current Tuition Fee

Adjusting Fee per Credit Point Student Fees If changes are required, Fees Team staff can choose to:

• Create a new Tuition Fee version OR • Update an existing Tuition Fee version




5.1 Create a New Tuition Fee Version Staff select a year from the drop down menu Click to Load Course Fee The system will load the Fee from the Course Database for the year selected (for the relevant student type – domestic or international) In this example – clicked to load 2017 Course Fee

• Staff made any modifications to the Fee if required, for example enter a -10 in the Mod % field if a 10% discount is to be applied

• If a discount % or discount amount is applied, staff have to select whether the discount is continuing or enter an end date for the discount

• For example, if the discount is to only apply for one session, enter the end date for the session. If the discount is only to apply for 1 calendar year, end the end of the year as the end date

• Staff enter an effective date for the Tuition Fee Version – for example 1/1/2017 • Staff select, enter or modify reason for the change • Staff then click to Add Version




5.2 Updating a Course Fee (per credit point rate) The Tuition Fee version per credit point can be amended at Course/Year level in Fees Revenue via the Tuition tab. A user must select the relevant course and then year version to modify:

Once the fee version (green) is elected, the ‘Update Version’ button will indicate if it can be updated. It is also possible to update fee versions retrospectively. To update a new per credit point rate and reason should be entered. Use of the Effective Date will specify which subjects to pick up and modify in the new fee version:




Confirming the Update to Fees and Subjects Affected Fees Revenue will confirm with a user the following steps before a Tuition Fee is changed:

Fees Revenue will then list the subjects affected by the Tuition Fee update:

Auto Allocate Update Job Fees Revenue will request that the user run the ‘Auto Allocate Update’ job where applicable to update the student record.

5.3 Discounts Fee Discount functionality was implemented in August 2016 as part of Fees Revenue Version 4.1

• The ability to apply a Discount % or Discount amount (amount off the fee per credit point) in Admissions (prior to a student enrolling in their course) and Fees Revenue (after a student has enrolled in their course)

• The ability to select whether the discount applies for the duration of the course or whether the discount has an end date

• Discounts can be also be applied to the Corrected Course DB Tuition Fee (applied to a manual fee)




When the student enrols, the discount information entered in Admissions is transferred to the Tuition Tab in Fees Revenue In Fees Revenue

• When a student re-enrols, if variable fees apply, the discount will be applied to the Variable Fee (if the discount is continuing or the end date of the discount has not yet been reached)

• Staff also have the ability to apply discounts after students have enrolled (if the discount was not applied at the offer stage)

Staff can report on discounts applied via Fees Revenue:

• Search • Report Type – Tuition Discount

5.4 Variable International Student Fees Purpose UOW made the decision to implement Variable International Student Fees from 2011 to bring it into line with many other Australian Universities. A new Tuition Fee Version will be created each calendar year the student re-enrols in their course. The Tuition Fee will reflect the International Fee Per Credit Point set for the course for the year in which the student is re-enrolling. What are the changes?

• Variable International Student Fees implemented from 2011 - New Tuition Fee Versions to be created when students re-enrol in 2012 (and future years)

• Students who commenced their course in 2010 (and prior years) will be exempt from Variable Fees and will continue to pay the same fee for the duration of their course

• Any students who accepted (and paid for) courses commencing from 2011 by 1st December 2010 will be exempt from Variable Fees

• When students enrol in their course for the first time, the fee quoted on the offer letter will be used for all subject enrolments during the first calendar year

• Variable Fees Exclusion Flags have been be developed at the Course, Sponsor(e.g. via billing type maintenance) and Student/Course level to manage cohorts that are to be exempt from this change

• All exemptions must be approved (in writing) by the DVC (Global Strategy). • Variable Fees will not apply to students enrolling in any course that has a duration of 1 year or less (Variable

Fees Exclusion flag will be set at the Course Level) Columns on the Tuition Fee Table highlight whether the Student/course is excluded from Variable Fees Fees Revenue Tuition Fee Table Column Description Var. Fee Exclusion Flag of Student Course Shows if the Variable Fee Exclusion flag is set at the

Student Course Level Yes Or displays a No if student course is not variable fee exclude

Crs Var. Fee Exclusion Flag of Couse Instance Shows if the Variable Fee Exclusion Flag is set to Yes on the Course database. All courses that have a 1 year duration should be flagged as Variable Fee Excluded on the Course Database




Or displays a No if the Course is not Variable Fee Excluded

Billing Type Student Course Default Displays the Course Default Billing Type for the student, so staff can see whether they are Overseas Fee Paying Not Sponsored, Overseas Fee Paying Sponsored or Domestic Fee Payer etc

BT Var. Fee Exclusion Fla – Billing Type This flag shows if the Billing Type is excluded from Variable Fees Y or blank if it is not excluded

Offer Tuition Fee Courses (and associated course information) setup in the Course Database are rolled over from one year to the next. The International Fee Per Credit Point for each course is manually updated every year – This is known as the Course DB Tuition Fee. When an Offer is generated, the system looks up the Course for the year of the offer and retrieves the Course DB Tuition Fee. This Fee becomes the Offer Tuition Fee (if discounts are not applied or an exceptional fee is not set). If an Offer is made to a student PRIOR to the Fees being set for the year, the student’s Offer Tuition Fee will be the Fee for the previous year. Any students EXEMPT from Variable International Student Fees will be charged the Offer Tuition Fee for the duration of their course.




If a student is NOT EXEMPT from Variable International Student Fees, they will be charged the Offer Tuition Fee for all subject enrolments during the first calendar year they are enrolled. When they re-enrol into subjects in future calendar years, the system will retrieve the Course DB Tuition Fee for the Course for the year in which the student is re-enrolling and create a new Fee Version. Variable Fees Example In 2010, the International Fee Per Credit Point for course 721 was $464. In 2011, the fee for this course was $495.875 per credit point. A Student who was made an offer to the 2011 course in March 2010 received an Offer Tuition Fee of $464. As the 2011 Fee had not been entered into the Course Database when the Offer was made, the 2010 fee was used. A Student who was made an offer to the 2011 course in October 2010 received an Offer Tuition Fee of $495.875 as the 2011 Fees had been entered into the Course Database when the offer was made. Assuming that neither of these students are exempt from Variable Fees (ie the Variable Fees Exclusion Flag is not set at the Course, Student/Course or Sponsor level): When both these students re-enrol in subjects for 2012, the system will look-up the 2012 version of the course in the Course Database to retrieve the International Fee Per Credit Point (which is $525 per credit point), a new Tuition Fee Version will be created, and this is the Fee that the students will be charged for all 2012 subject enrolments.




6 STATEMENT Access to various Fee Statements

6.1 UOW Statement This screen provides access to the Student Statement. The Payment Advice can also be printed from this screen (Print Pay Advice). The student may not require a printout of the payment advice, they may only need the Reference number. The Fee Statement and a Summary of Outstanding Balances by Due Date is accessible to the student via SOLS - The link in SOLS is Fee Statement. By default, the current year's transactions will appear. If you wish to view other periods, enter the start and end date and click 'Retrieve'. Click 'Retrieve All' to see ALL transactions for ALL years for that student. You can choose to show or hide reversed transactions. If you wish to view the details of a payment, double click on the payment. The UOW Statement shows details of charges, payments and deferrals. The Payment Advice can also be printed from this screen (Print Pay Advice). The student’s Reference Number appears on this screen. The Reference number is required for phone and internet payments. The student may not require a printout of the payment advice, they may only need the Reference number. The OnLine Fee Statement and a Summary of Outstanding Balances by Due Date is accessible to the student via SOLS - Fee Statement. Staff can view the Student’s SOLS Statement via SAI – Individual Operations for Staff – SOLS Staff View By default, the current year's transactions will appear. If you wish to view other periods, enter the start and end date and click 'Retrieve'. Click 'Retrieve All' to see ALL transactions for ALL years for that student. You can choose to show or hide reversed transactions. If you wish to view the details of a payment, double click on the payment.




6.1.1 Print Pay Advice This button was intended to request a micro-toner invoice (special electronic ink toner for the bank to read) for the student from Student Central only. This printer is no longer in user at Student Central (building 17, Wollongong campus). The on campus, National Australia Bank also no longer requires the micro-toner slips for payments to be made by students as well. Normal printing via the Print Payment Advice button is still possible for various default printers, however, the use of trays will be specific to the printer used (e.g. the second page of the Payment Advice may come out on letterhead or an alternate paper source).

6.2 HECS Statement (Pre-2005) Pre-2005 HECS (Higher Education Contribution Scheme) Statement. Notice of actual HECS Contribution for the session.

6.3 PELS Statement (Pre-2005) Pre-2005 PELS (Postgraduate Education Loan Scheme) Statement. Notice of the amount of the debt for the session

6.4 Commonwealth Assistance Notice (CAN) Commonwealth Assistance Notice All students who are Commonwealth supported and/or who request HELP must receive a Commonwealth Assistance Notice (CAN) containing relevant information for each unit of study.

• Charges appear on the CAN in Fees Revenue as soon as they are created • Charges appear on the CAN in SOLS when the Fee Statement Release Date for the session relating to the

charge is reached • Staff can view the SOLS CAN via SAI – Individual Operations for Staff – SOLS Staff View




Note – The Labor 2013-2014 Budget Savings (Measures No. 2) Bill 2015 contained the removal of the HECS-HELP Upfront Payment discount of 10% passed both houses (3/12/2015). The removal of the 10% HECS-HELP discount applies to units of study with Census Dates on or after 1 January 2017.

6.4.1 FEE –HELP/HECS-HELP From 2005, the CAN (Commonwealth Assistance Notice) replaced the HECS and PELS Statements. The Commonwealth Assistance notice is made available to the student after the census date (generally 28 days after the census date). For HECS-HELP students, the CAN includes information on the student contribution amounts, student learning entitlement usage and HECS-HELP Assistance. For FEE-HELP students, the CAN includes information on the units of study for which FEE-HELP assistance was received and the FEE-HELP debt including any loan fee amount. From 2014 onwards, UOW College students will also see their CAN information in Fees Revenue/SOLS statements

6.4.2 OS-HELP Statement of OS-HELP recorded at UOW as deferred (HELP loan for overseas studies approved by the Student Mobility and Fees team).

6.4.3 SA-HELP Statement of SA-HELP recorded at UOW as deferred (HELP loan for Student Amenities Fee).

On the SA-HELP CAN in SOLS:

• The Student Services and Amenities Fee will appear on the SA-HELP CAN once the Fee Statement Release Date for the session that the SAF was based on is reached.

• Students have 14 days from when the charge appears on the CAN to dispute the charge




6.4.4 Disputing a CAN Statement Implemented in Fees Revenue Version 4.1 Students have the opportunity to dispute any SA-HELP, HECS-HELP, FEE-HELP, or OS-HELP charge within 14 days of the charge being listed on SOLS. For SA-HELP, HECS-HELP, and FEE-HELP the dispute period begins on the Fee Statement Release Date for the associated session. For OS-HELP charges the dispute period begins on the date each charge is added to the student in SAI. SOLS will only allow submission if the dispute period hasn’t ended. Submitting a dispute through SOLS involves selecting the charges to dispute and writing a free text explanation. This will generate an email to either the UOW or UOWC fees teams depending on which fee is being disputed. SA-HELP

SA-HELP charges can be selected by ticking the Dispute? checkbox when it is available. The checkbox is available between the associated session Fee Statement Release Date and 14 days after. The end of the dispute period is listed against each charge in the Dispute By column. For example: the charge Services and Amenities Bi Annual 2015 Jul-Dec, Full Time, Wollongong is associated with the 2015 Spring session. Therefore it is released on SOLS on the 28/09/2015 which means it is available to dispute until 12/10/2015 at 11:59:59 PM.




HECS-HELP / FEE-HELP

HECS-HELP and FEE-HELP charges can be selected for dispute by selecting the Dispute? checkbox while it is available. The dispute period begins on the selected session Fee Statement Release Date and ends 14 days later. As all HECS-HELP or FEE-HELP charges for any particular session are listed together the dispute period end date is advised within the information message. If the date is outside the dispute period ‘N/A’ is displayed instead of a checkbox. OS-HELP

OS-HELP charges appear on SOLS as soon as they are listed on SAI as they do not relate to a specific session and therefore there is no central Fees Statement Release Date to depend on. Due to this the dispute period starts on the date the OS-HELP charge appears on SOLS and ends 14 days later. This date is advertised in the OS-HELP Dispute By column.

6.4.5 Submitting a Dispute

After selecting a charge, or charges, to dispute the student needs to enter a description of the issue in the text box provided and select Submit Dispute. To successfully submit a dispute a student will need to select at least one charge to dispute and enter a description of their issue.




Selecting Submit Dispute will: 1. Send an email to either:

a. [email protected] if the selected fees are related to UOW courses. b. [email protected] if the selected fees are related to UOWC courses.

2. Send the same email to the student as a SOLSMail for their records. Email example:

Subsequent communications are handled outside of the SMP system by either manual SOLSMail or direct emails to the student depending on the preference of the fees team handling. Message that appears if a Dubai student has a CSS Billing type and attempts to submit a dispute – they are advised to email UOW Dubai Fees directly.


mailto:[email protected]


6.4.6 Message Management for CAN Dispute Functions Message Code Existing Message

As at Aug 2016

FCAN01 If any information on this $type CAN Summary is incorrect:<ol> <li>Flag each incorrect charge by selecting the 'Dispute?' checkbox.</li> <li>Describe the issue in the Disputed Charges section at the <a href="$link">bottom of this page</a>.</li> <li>Select Submit. Your dispute will be processed and you will be notified of the outcomes.</li></ol>

FCAN02 SA-HELP disputes need to be submitted before the listed Dispute By date.

FCAN03 HECS-HELP / FEE-HELP / OS-HELP disputes need to be submitted within 14 days of this notice being issued, that is by $date.

FCAN04 There are no $type charges. FCAN05 At least one charge must be selected in any of the tables above to

submit your dispute.

FCAN06 Please select at least one charge to dispute by ticking the box under the "Dispute?" Column

FCAN07 Please enter a valid description of the issue in the field provided FCAN08 Your dispute has been successfully submitted. Please allow 5 - 10

business days to process.

FCAN09 Submission failed, please email <a href="mailto:$email">$email</a> with your dispute directly.

FCAN010 This is your $cnt dispute within 1 hour. We strongly recommend you email <a href="mailto:$email">$email</a> with your dispute directly.



7 REPORT Reports available:

7.1 Payment Details End of Day Balancing Report

• Report by site, start date, end date, and actual location (computer), details of payments taken - receipt, date, student, amounts broken down by card, cheque, with totals

7.2 Payment Summary End of Day Balancing Report

• Report by site, start date and end date • Provides a summary of each location (computer) of amounts receipted

7.3 Cheque Details End of Day Balancing Report

• Report by site, start date, end date • Details of cheque payments, drawer, cheque #, Bank, BSB, Amount, Student, Receipt #

7.4 Payment Reversals End of Day Balancing Report

• Report by site, start date, end date • Details of payment reversed - Receipt #, date issued, date reversed, student, amount, reason, JDE flag (N -

Same Day, Y - Latter Day). Details of amounts reversed on the same day they were receipted and those reversed later.

7.5 Overdue Summary • Enter a start and end date or check X number of days ahead. • Student number, name, Billing, TFN, Tuition, TD (Tuition Due Date), CSC, CD (CSC Due Date), Other,

Overpayment, Balance Results can be exported Note: Fees Revenue Version 4.1 – no changes were made to this report – but changes were made to Fees Revenue – Search – Report Type – Underpayment based on requirements from Fees Team to provide useful overdue reporting functionality.

7.6 Projected Fees Report Tab only available in UOW College and Dubai Fees Revenue Reports on projected fees for course codes and session filters selected.


7.7 General Reports General Reports available

7.7.1 Bank Interface Summary Reports on : Start-End Date. Method, Batch Reference, Date, Bank, Visa, Master, AMEX, No. Payments, Total

7.7.2 Bank Unprocessed Summary Reports on: Start-End Date. Payment Method, Batch Reference, Student Number reference, Actual Student, Surname, Amount, Rejection Reason

7.7.3 Health Cover Reports on: By International or Study Abroad, Start-End Date, Export and AHMG Export - Report controlled by Charge not payment.

7.7.4 PUF HECS <$500 Reports on: CSS HECS-HELP Students who have made a partial up front payment less than $500 - Report by Session. Note – The Labor 2013-2014 Budget Savings (Measures No. 2) Bill 2015 contained the removal of the HECS-HELP Upfront Payment discount of 10% passed both houses (3/12/2015). The removal of the 10% HECS-HELP discount applies to units of study with Census Dates on or after 1 January 2017.

7.7.5 Forfeit Summary Report on amounts forfeited as part of refunds

7.7.6 Refund Summary Report on refunds processed.

7.7.7 Student Overpayment Details This report changed was changed in Fees Revenue Version 4.1 The Overpayment report lists students who have made payments but still have money sitting in the Current Credit bucket. If a student has a charge due in the future and has paid that charge, the payment sits in the Actual Credit bucket until the payment becomes due. The Current Credit is the difference between amounts due and the amount in the Actual Credit bucket After 12 months, any money sitting in the current credit bucket is forfeited to UOW if not claimed regardless of the amount. Fees Officers need to know if a student is likely to have future charges applied to them:

• Whether they are still active in a course • Or whether the student has an offer for future sessions

Example: Student has a charge of $3180 due in the future and student makes a payment of $4000. Actual Credit is $4000, Current Credit is $820



The Student Overpayment Details Report shows Net Credit $820.00

7.7.8 Student Undeferred Summary Report on Students with Government Supported (HELP) billing types - who have chosen Up-front or partial - who have not had their charges deferred for the session. By Deferral Type and Session. Student number, name, session, credit, refund, Outstanding Amount

• HECS-HELP Undeferred • FEE-HELP Undeferred • SA-HELP Undeferred

HECS and PELS undeferred summaries are pre-2005 functionality and no longer used.

7.7.9 Invalid Student Reference Report on students with Invalid Reference numbers

7.7.10 Payment Plan Summary Report on students with Payment Plans by year/session Exclude Zero Total Amounts: If a Payment Plan is allocated to a student for a particular session, if the student withdraws from all subjects in that session prior to census date, the student will appear on the report with 0.00 amounts. Staff can click to Exclude Zero Total Amounts to exclude these students. Exclude Plans Up To Date: Exclude all Students from the report where instalments that are past due have been paid, or instalments not yet due.

7.7.11 Revenue Recognition Tab only available in UOW College and Dubai Fees Revenue

7.7.12 Ageing Debtors Tab only available in UOW College and Dubai Fees Revenue

7.7.13 Payment Note Summary Tab only available in Dubai Fees Revenue




8 SEARCH Generic Search/Report screen - Filter by Year and Session & Billing Types and Charges The Search tab can be used to report on:

• Underpayment • Charges • Payment • SA Charges (Student Services and Amenities) • Tuition Discount

The results can be exported and opened in excel. Different fields contained on the Detail, Summary, Personal Info and Contact Info tab Tick to select Detailed Report, Summary Report and Personal/Contact Info and then once retrieved click to Export All to produce a report that contains all report headings.




8.1 Search – Underpayment

Fees Revenue Version 4.1 changes were made to the Underpayment Search function to be used by the Fees Team for overdue reporting. Fees Team report utilise the underpayment overdue reporting functionality to:

• Report on Unpaid charges that are > 90 days o Fees team filter out students with overdue debts that are still active

• Generate list of students to send Fee reminder SOLSMail messages • Report on students who are to have their enrolment cancelled for non payment of Fees

As At: needs to be a date at which the charges are overdue

Debts > 90 Days To report on Debts > 90 Days the Fees Officer will need to run the Underpayment report:

• Set the “As At:” date to 3 months ago. OK to move the month value back 3 months, changing the year value as needed.

• Leave “Year” and “Session” as ‘All’. • Tick Detailed and Summary checkbox. • Export All report to receive a detailed list of students listing all their debts. • Export Summary report to receive a summarised list of students listing the total amount owed. • Manually filter for Inactive students (for each exported report) and send this to Finance team.




Tuition Fee Reminders To report on which students require Tuition Fee Reminders the Fees Officer will need to run the Underpayment report:

• Set the “As At:” date to the future Due Date that the students are being reminded off. • Set the “Year” to the year of the Due Date. This will limit reported charges to tuition and SAF charges for the

selected year only. • Optionally set the “Session” to the specific session the reminders are for. • Export Summary report to receive a list of students who have upcoming tuition and SAF charges for the

selected year, and optionally the selected session. • Highlight column of student numbers, within Excel, and copy to clipboard (CTRL + C). • Paste into SOLSMail – Bulk function. • Write message and send.

Enrolment Cancellation To report on which students are at risk of Enrolment Cancellation the Fees Officer will need to run the Underpayment report:

• Set the “As At:” date to the passed census date. • Set the “Year” to the year of the Due Date. This will limit reported charges to tuition and SAF charges for the

selected year only. • Add the following charges to the “Charges:” box:

o CSS: Subject CSS o DFP: Subject DFP o INT: Subject Int Onshore o INTOFF: Subject Int Offshore o SAB: Study Abroad o TDFP: Tuition Fee Domestic Fee Paying.

• Export All report to receive a detailed list of students and their debts. • Analyse and take action as necessary.




8.2 Search - Charges Search for charges that appear on the Std Charge tab in Fees Revenue. Search requires a date range entered or a year/session selected

To select a Billing Type, click ‘Load’, a list of the available billing types will appear. Click on the Billing Type you wish to report on and click the right arrow to move the billing type into the ‘Current Billing Types’ box

If you click to ‘Load’ a Billing Type or a Charge, if you click away from the screen, the load screen remains open, you need to close this screen in order to be able to access Fees Revenue, if the load screen remains open, minimise each of your browser screens until you get to the load screen. Select whether you want a Detailed Report, Summary, Personal Info or Contact Info report. You can click on the relevant tabs to see what information appears on each of these reports. Not all charges generated relate to a session, for example, Transcript, Accommodation, Graduation charges. Use the From and To Date to report on these types of Charges. The From and To Date is used to report on the Due Date of the charge.




For example, the Student Services and Amenities (SA) fee is based on the first billable session that the student is enrolled in. To report on students who had the SA Fee generated in Spring 2016, the due date for the charge was 01/09/2016. If I report on From and To Date 01/09/2016, a list of the Student Services and Amenities Charges appears on the report (but this would also include any charges due on 01/09/2016 unless I specifically loaded the charge ‘SSA-BA: Services and Amenities Bi-Annual Fee.

8.3 Search – Payment Search for Payments that have been made in Fees Revenue. If you run for a year/session – only records where payment has been allocated to the session charge will appear. Run for date range if you want to see a list of payment made. Payments that have not yet been allocated to a charge will show ‘UOW Credit’ in the Charge name column.

8.4 Search - SA Charges Use the Search Tab to report on Student Services and Amenities Charges Report Type – Charges

• Only reports on SA charges that have an Active Status – Status = ‘A’ • Deferred SA Charges, charges with a Status = ‘SH’ do not appear on this report. • From and To date searches on the Student Services and Amenities Fee Due Date

Report Type – SA Charges Use Report Type SA Charges to report on ALL types of SA Charges.




Note: the SA Payment criteria is looking at what the SA Payment option was when the charge was created Student Services and Amenities report examples:

1) Be able to report on Students where – Tuition Billing = Partial and SA = Upfront, or where Tuition Billing = Defer and SA = Upfront

Note if manual SA charges are generated, this would not work Search Criteria Selection Report Type SA Charges Charge Status Active SA Payment SAU SA UpFront Year Select year Session Select session or All Load Billing Type Select relevant billing type eg CSS HECS-HELP Partial

2) Be able to report on students who have chosen to pay their Student Services and Amenities Fee upfront (not to include those that have chosen to pay partial)

To report on all students who have to pay the SAAF by the Due Date, so communications can be sent to these students to advise them to pay or to defer the charge. Search Criteria Selection Report Type SA Charges Charge Status Active SA Payment SAU SA UpFront Year Select year Session Select session or All Load Billing Type Select relevant billing type eg CSS HECS-HELP Partial

3) Be able to provide management with a list of the SSAF income for a particular year/session Search Criteria Selection Report Type SA Charges Charge Status All SA Payment All Year Select year Session Select session or All Load Billing Type All Detailed report or Summary Report

4) Be able to report on Students who have chosen to defer their Student Services and Amenities Fee, but be able to see whether they have made a payment (which is equal to the amount of the fee)

The Summary tab shows the Credit amount, so the Fees Team should be able to see if a student has an amount sitting in the credit bucket that’s around the amount of the SSAF (this will be difficult if they pay SSAF and Tuition charges) – For issues where the Fees Team are more concerned with those just pay SSAF expecting it will be paid off when the amount is paid off Tuition. Search Criteria Selection Report Type SA Charges Charge Status SA Help Deferred SA Payment All




Year Select year Session Select session or All Load Billing Type All Summary Report




8.5 Search - Tuition Discount Search for a list of Tuition Charges that have been generated where the original Course Fee has been:

• Manually adjusted by entering a Corrected Course DB Tuition Fee in Admissions, Or • Entering a Discount % or Amount in Admissions, Or • Entering a Corrected amount in Fees Revenue Tuition tab • Entering a Mod % or Mod Amt in Fees Revenue Tuition tab

In Admissions – The Offer Tuition Fee has been changed and a discount reason selected

Or in Fees Revenue – an adjusted course fee has been entered




9 MAINT Maintenance functions

9.1 Charge SSD – Systems, SSD – Fees Team, Finance and IMTS staff have access to this tab to setup/maintain charges. Usually IMTS or Finance would set up charges though given the nature of the payments through to journal accounts.

When pulling up an existing charge (select the charge and press ok), the information of the charge will appear:




The information that appears here would have been set up by Finance or IMTS. Users can edit and save new versions: Field Info Notes Status Active

Inactive

Type Campus Name Effective Date End Date Priority Tax % Amount Comments Tax Exempt Total GST Code GST Code Desc GL Offset GL Offset Desc Std. Account Account Desc




When making a new charge, it can be set up with a number of settings as per below. A user can edit some of these settings by clicking on the ‘Details’ button for that specific Charge version: Field Info Notes Charge Code e.g. 1004 Also known as Charge_ID by IMTS Charge Name e.g. DOM-POST Suitable name required.

Be consistent as the charges are listed in alpha name order.

Desc e.g. Charges for Express Domestic Postage

Text field to describe the charge type.

Status Active Inactive

Type All Conversion Deposits Entrance Fine Forfeit IELTS Late Fee Membership OSHC Other Services and Amenities Tuition

Campus (for UOW Fees Revenue) All Any Batemans Bay Bega College Dubai Indonesia Loftus Malaysia Moss Value Shoalhaven Singapore Sydney Centre Wollongong

These campuses listed are as at 19th May 2016 and are hardcoded by IMTS separately to the main campus tables for SMP systems. The campuses are added as required for Fees Revenue charges by the Java team. When a charge is created, the campus is selected on the Charge tab. Future users can the filter on campus when loading charges.

Payment Category Compulsory Can the charge be paid by Quick Pay?

(tick if YES)

Can users modify the charge TOTAL?

(tick if YES)

Is charge available in Admissions? (tick if YES) Is charge date controlled? (tick if YES) Is a QuickPay reason required? (tick if YES) IMTS can report an extract on the charges to determine some of this information. May 2016 Example:




9.2 Charge Group Finance and IMTS staff have access to this tab to setup/maintain charges Charge groups were used for CSC (Compulsory Services Charges).

9.3 Admin Functions that appear under the Admin tab Field Description Enrolment Link Update Job The Enrolment Link Update job runs automatically in

production, however, staff with access to this function can trigger an update to occur. Enter a Student number to Trigger Enrolment Link update job or run for all.

Auto Allocate Payments This job runs automatically in production each evening, however, staff with access to this function can trigger an update to occur Enter a student number to trigger job or run for all

Re-trigger billing Subject Enter a student number to trigger job or run for all Used when you need to re-trigger an enrolment update that received a failure message and the reason for the failure has since been corrected.

Process PELS Deferral No longer applicable – relates to Pre 2005 deferrals Print PELS Deferral Stmnts No longer applicable – relates to Pre 2005 PELS

statements Process HECS Deferral No longer applicable – relates to Pre 2005 deferrals Run CSC Cancellation Job No longer applicable - CSCs no longer created after

introduction of VSU (1/7/2006) - if CSCs had been created and student withdrawn from all subjects, CSC cancellation job would reverse CSCs. A date range is entered and it only affects enrolment variations made on that day.

Process HECS- HELP Deferral Defer outstanding charges for HECS-HELP Students. HECS-HELP Partial Student if paid $500, amount must be applied to charge before the Due Date (Census Date) - If student does not make a partial payment and if they have a TFN, the charge will be deferred

Process FEE-HELP Deferral Defer outstanding charges for FEES-HELP Students. FEES-HELP Partial Student if paid $500, amount must be applied to charge before the Due Date (Census Date) - If student does not make a partial payment and if they have a TFN, the charge will be deferred.

Process SA-HELP Deferral Defer outstanding Student Services and Amenities Fees Change Installed Site Change installed site for Multi Site Receipting. Run Auto Payment Load Run Withheld Charges Job Processes any charges that may have been held back

because the sessional fee rate had not been released. Refresh Server Caches Refreshes all the caches that are stored on the server. Force Charge Load Forces the nightly auto allocation of charges setup to

students to be run immediately.




SA Charge Generation This job run automatically in production, however staff with access could use this function to trigger Student Services and Amenities Fees to be generated

Payment Advices Export Export Payment Advices. Print

9.4 Reconcile Checks the underlying transactional data against the summary stored data. Each one of the options checks a summary table of sorts to ensure that the values in it add up to what the transactions would produce. The summary tables exist predominately for performance reasons. Reconcile student does all the tables for a given student, the other options highlight on a specific summary table. E.g. Reconcile Student Charges – this reconciles the summary outstanding amounts as stored on the student charges (this outstanding amount is the adjusted amount – whatever payments have gone towards paying it off) against the amount in the transaction table showing which payments have paid off which charges. Reconcile Overpayments – this reconciles the summary amount of how much credit and refundable a student has against the amount in the transaction table showing payments that have not been allocated to charges (or refunds). The rest of the options follow a similar vane…All up these options were only really added for IMTS benefit so they can run checks to confirm our changes don't cause any transaction issues. They also help to highlight data issues should they arise. Each of these reconciles run each night against the days transactions and sends an email should things go wrong.

9.5 Late Fees Late Enrolment, Late Payment Tuition (Dom and Int) - Retrieves a list of students, this list can then be maintained before Late Fees are applied. Care needs to be taken if using this function – business rules are hardcoded and business process may not currently match these rules.




9.6 Payment Loads Functions used by Finance staff

See Appendix C for details and example.

9.6.1 Bank Load Browse for file to upload. Succeed/Fail notification.

9.6.2 Phone Load Unprocessed Payments will open in a dialogue box upon access to this tab. User must then select date and Process. Alternatively, can browse for file to upload. Succeed/Fail notification.

9.6.3 Internet Load Browse for file to upload. Succeed/Fail notification.

9.6.4 BPay Load Browse for file to upload. Succeed/Fail notification.

9.6.5 Firewire Load Browse for file to upload. Succeed/Fail notification.

9.6.6 EPayment Load Unprocessed Payments will open in a dialogue box upon access to this tab. User must then select date and Process. Alternatively, can browse for file to upload. Succeed/Fail notification.

9.7 BSBs Function used by Finance staff Add new BSBs or retrieve current list to update/delete.




9.8 Site Charges Select Charges and Charge groups for sites (Multi Site Receipting) - Sites associated with the same groups will see the same charges (eg ARD Build 36 and Student Central). The security.site_groups table:

SITE_ID SITE_CODE SITE_NAME DESCRIPTION CAMPUS_ID SITE_GROUP_ID SITE_GROUP_CODE SITE_GROUP_NAME

1 10 SC Student Central

Student Central building 17 ground floor 1 100 UOW

UOW Wollongong Campus Group

2 11 ARD36 ARD Building 36 ARD Building 36 1 100 UOW


3 12 FIN Finance Building 36

UOW Finance Building 36 1 100 UOW


4 13 SYD

Sydney Business School

Sydney Business School 2 101 SYD

UOW Sydney Campus Group

5 14 UNIADV UniAdvice Building 36

ITC UniAdvice - should not be taking payments 1 102 ITC

ITC Uniadvice based groups

6 15 ITS ITS Building 17

ITS Support - should not be taking payments 1 103 ITS

ITS Support group

7 19 DUB Dubai

Dubai (only requires the one site) 12 106 DUB UOW Dubai

8 16 UOWCFC

UOW College Front Counter

UOW College Wollongong Front Counter 36 104 UOWC UOW College

9 17 UOWCBR

UOW College Back Room

UOW College Back Room 36 104 UOWC UOW College

10 24 UOWCSC

UOW Student Central (on behalf of UOWC)

Student Central Building 17 Ground Floor 36 104 UOWC UOW College

11 25 UOWCFS

UOW Future Students (on behalf of UOWC)

UOW Future Students Building 36 Ground Floor 36 104 UOWC UOW College

So if any charge is still available on any one of the UOW sister sites, it’ll still be available. Example – if AHEGS Reprint is made not available for ARD36 but there are other sites in the same site_group as ARD36, these being:

• SC: Student Central • ARD 36: ARD Building 36 (SSD is the merger of UniAdvice and ARD) • FIN: Finance Building 36

So if any of these sites have a charge selected for their site – they’ll be available for all three sites in the QuickPay drop down.




9.9 Load Charges Used to apply charges to Students (e.g. Graduation Fee) - add or import a list of student numbers to apply a charge to. Charges allocations are placed in a queue and applied overnight.

• Enter student number and click to add or choose to import a list of student numbers. • Note – For importing, the list of student numbers must be saved as a Text (Tab Delimited) File • Enter details of the charge to be allocated • Click Allocate – to flag the charge to be allocated to the students (as part of an overnight batch job)

Before you click ‘Allocate’ – if you wish to remove the students from the list, click Refresh to clear the screen. Once you click ‘Allocate’ the Students and the charge will appear in the Load Charges table. If you close the screen, click Review to load the charges onto the screen that are waiting for overnight load. If a mistake is made and the charges to be loaded during the overnight batch job need to be removed, click to Select All and click ‘Remove’ – Click review to ensure charges to be loaded have been removed. Once the overnight batch job runs, any charges created for the students as part of that run will no longer appear on this screen.




9.10 Payment Plan Create Used to create Payment Plan (Instalment Plans) to enable students to pay off charges for a particular year/session in instalments.


Select the Year and Session you wish to create the Payment Plan for from the drop down menu: The Plan Name will default to <Year> <Session> Plan.

• Staff can overwrite the default plan name if required (note, once plan has been added, the name cannot be changed).

• More than one payment plan can be created for the year/session if multiple plans are required to manage different cohorts

• Users should ensure plans have suitable names so that staff have enough information to select the correct plan when they are allocating plans to students via Payment – Payment Plans tab.

• Important Note – there are not controls within the system to prevent multiple plans being created with the same names. Staff need develop a process for naming and assigning Payment Plans to ensure the correct plans are allocated to the correct cohorts.

Select the number of instalments:

• From 2 to 5 Start Date – is the start of session date Tuition Fee Due Date – Tuition Fee Due Date from the session key dates End Date – session end date Rules for Instalment plans:

• Instalment percentages must add to 100% • Instalment Dates cannot be more than 5 days prior to the start of session • Instalment Dates cannot be more than 2 days after the end of session • Payment Plans cannot be created for sessions if the end date for the selected session has passed • Once a plan has been created, it cannot be changed – if there are any problems with the setup, the plan

needs to be cancelled and a new plan setup • Plans can only be cancelled if they have not been allocated to students – if the plan has been setup

incorrectly, staff have to identify all students who have had that plan allocated, call up each student and Cancel the plan, then allocate a new plan to those students.

Plans can only be cancelled on the Payment Plans Create screen if they have not been allocated to students. If plans have been allocated to students, the ‘Cancel Plan’ button will be greyed out. Once you Cancel a plan, it will no longer appear on the Payment Plan Create Tab.



Appendix A – Student Services and Amenities Fee (SAF) Student Services and Amenities Fee (SA Fee) Overview The Student Services and Amenities Bill 2011 was passed in October 2011. The Bill amends the Higher Education Support Act 2003 and Income Tax Assessment Act 1936 to allow higher education providers to charge an annual compulsory student services and amenities fee (capped at $263 per student in 2012 but indexed on an annual basis) from 1 January 2012. There are 2 components to the implementation of the Student Services and Amenities (SA) Charge:

1) Eligible domestic students to complete the Request for SA-Help Assistance form which defines their SA Payment Option

2) The generation of the Student Services and Amenities Fee (the SA Charge for International students was introduced from 1 January 2013).

**There may be students who complete the Request for SA-Help Assistance form who never end up with an SA Charge generated.

Request for SA Help Assistance Eligibility Only Domestic Students who are Australian Citizens or have a Permanent Humanitarian Visa are eligible to apply for SA-Help. Students enrolled in Cross Institutional course types at UOW are only eligible to apply for SA-Help at their home provider. All other Domestic Students (eg Permanent Residents, New Zealand Citizens) have to pay the SA charge upfront. To prevent confusion, particularly related to Domestic (eligible) students who enrol at Dubai and UOW College (as the SA Charge is not being implemented at these institutions) we’re performing a secondary check to determine whether to present the Request for SA Help Assistance form to the student: Only if Course Campus is equal to: • 1 – Wollongong • 2 – Sydney • 3 - Shoalhaven • 4 - Bega • 5 - Bateman’s Bay • 24 – Contract Specific (Aus) • 33 – Australian Command and Staff College • 34 – Southern Highlands • 38 – Southern Sydney • 52 – Innovation Campus Only if Course Delivery Method is equal to: • On Campus




• Modular • Flexible The request for SA-Help assistance form will not be displayed for student courses where the course type is: • 41 – Cross Institution program UG Home • 42 – Cross Institution program PG Home When are students prompted to complete the Request for SA Help Assistance Form?

• Currently enrolled students – The form will appear first time they login to SOLS. The form will appear after SOLSMail messages and the student has to complete the form before they are taken to the SOLS Main Menu If the student does not complete the form (ie if they close the SOLS screen, the form will re-appear when the student logs into SOLS again

• New Students – The form will appear as part of the New Enrolment Process (The form will also appear in the New Enrolment Process if staff enrol the student)

**There are students who are eligible to apply for SA Help who don’t currently have to complete either HECS-HELP or FEE-HELP forms SA Payment Options There are 3 types of SA Payment Options:

• SA UpFront – Students will pay the full amount of the charge on or before the due date. There is no discount for upfront payment

• SA Help Partial - Students may pay part of the charge on/before the due date and defer the remainder of the charge. There is no discount for partial payment

• SA Help Loan – Students will defer the payment of the charge, they will have a liability to be paid to the Australian Taxation Office.

The SA Payment option is independent of the Students billing Type, for example, a Commonwealth Support Student whose billing type is set to HECS-HELP UpFront, can choose to defer the Student Services and Amenities charge by setting their SA Payment option to SA Help Loan. Request for SA Help Assistance Form All students start with an SA Payment Option that is = ‘Blank’. The system will treat any ‘Blank’ SA Payment options as SA UpFront.




So if any students don’t login to SOLS to complete the form, we’ll be treating them as an UpFront payment. The form operates similar to Request for FEE Help Assistance Form. 1st Screen

If student clicks ‘Do Not Apply’, their SA Payment Option will be set to SA Upfront, student is not required to complete the form. If student clicks ‘Apply Now’ second screen of the form appears:




Final Screen

Do you wish to make a partial upfront payment?

• Yes - SA Payment Option will be set to SA Help Partial • No - SA Payment Option will be set to SA Help Loan

How do Students change their SA Payment Option? Once a student completes the form, it will no longer appear automatically when they login to SOLS. If students wish to change their SA Payment option, they select ‘HELP Loan Option’ from the SOLS Main Menu.




The SA Charge is not related to a session, it’s related to a period (half year Jan-Jun and Jul-Dec). If a student changes their SA Payment Option from Upfront to Deferred, this will only be applied to SA Charges where the due date for payment has not passed (and to future charges created). If a student has an SA Charge for the period Jan-Jun and the due date is 1/4/2012 and the SA Payment Option is upfront, if the student logs into SOLS and changes their Payment option to SA HELP Loan before the due date, the system will reverse the current SA Charge and re-generate the charge as a deferred charge. The SA Payment Option appears on the HELP Loan Option screen for all students, if a student who is not eligible clicks to maintain the SA Payment Option (eg a Permanent Resident) – a message will appear that the student is not eligible for SA Help and their SA Payment Option will change from Blank (which is UpFront) to SA Upfront. How can staff view/change a student’s SA Payment Option? Via SAI – Individual Operations for Staff Billing View Billing Maintenance




Student Services and Amenities Fee Automatic generation of the SA Fee The Student Services and Amenities Fee was implemented for domestic students in the first half of 2012. As a result of development time, 2012 sessions that had a census date prior to 1/3/2012 were excluded from the calculation of the charge. For 2012, only students enrolled in sessions that have a census date on or after 1/3/2012 were charged. From 2013, all students (International and Domestic students) enrolled in sessions that have a census date on or after 1/1/2013 will be charged.

• In Fees Revenue, the generic charge name is SA-BA, Services and Amenities Bi Annual Fee, Services and Amenities, Any

• Generation of the charge is triggered by a student’s enrolment variation • A nightly job checks the last run date (LRD) of the SA Charge generation, locates all enrolments/variations

which have occurred since the LRD to generate or amend the charge • Fees Team staff can trigger the batch job to run via Fees Revenue – Maint – Admin – SA Charge

Generation if required • The creation of the charge is triggered by a student's enrolment variation and is based on enrolment in the

first billable session (session with the earliest census date that contains subjects with Billing Liability = Yes) in that half year

• The SSA Fee will be charged in two instalments, one in each of the 1/2 year Jan-Jun and Jul-Dec • The charge is based on the students Course Campus and Course Delivery Method • Students enrolled part-time in the session the fee is generated for will be charged 50% of the campus fee • SA fee will be reversed if student withdraws from all subjects prior to census date (if there are no subjects

with billing liability = yes) • If a student varies their enrolment (prior to census date) in the session which the charged is based on, the

system will reverse the current charge and generate a new charge • If the Fees Team manually reverse a SA Charge, the system won't automatically generate that charge again

for that 1/2 year • If the Fees Team manually adjust the Due Date of an SA Charge, when that change is saved, the system

updates the user (from system) and then recognises this charge as a Manual charge. If a due date is manually altered, if the student then changes their SA Payment option, the system will not reverse the current charge and create a new charge based on the new payment type




• Determination of what fee to charge is based on course campus and course delivery, not subject delivery - If a

student's course campus = Wollongong but the subjects they are enrolled in have campus = Innovation Campus, charge will be based on course campus of Wollongong

• If a student is concurrently enrolled in subjects in the same session under 2 different courses, the system works out which course/session combination has the higher SA Fee and that is the fee that will be generated

Charge Status

• If the Student’s SA Payment Option is set to ‘SA UpFront’ when the charge is generated, it will have a status of ‘A’

• If the Student’s SA Payment Option is set to ‘SA-HELP Partial’ when the charge is generated, it will have a status of ‘A’

• If the Student’s SA Payment Option is set to ‘SA-HELP Loan’ when the charge is generated, it will have a status of ‘SH’

If a student changes their SA Payment Option before the SA Fee due date, the system will reverse the current charge and re-create the charge with the new status. Example – A student had chosen not to apply for SA-HELP when they first completed the Request for SA-HELP Assistance form, so their SA Payment Option was set to ‘SA UpFront’. The SA charge was generated, the student logged into SOLS and changed their SA Payment Option to Deferred before the due date, overnight, the system will reverse the current charge (which has a status of A) and generate the new charge which will have a status of ‘SH” – deferred. Determination of full-time / part-time System uses the total billing EFTSU of subjects in the first session (the session the student is enrolled in in that ½ year that has the earliest census date) and compares this against the full-time minimum EFTSU for the session.




• As the generation of the Student Services and Amenities fee is based on the earliest session in which the student is enrolled, if a student is enrolled in Autumn and Annual, then the system is going to base the charge on the Autumn session enrolment (as it’s the earliest session).

• If the student is ONLY enrolled in Annual session, a SA Charge is being created, but it’s treating it like a ½ year – if student is enrolled in 24 cps in Annual session, then that’s considered to be part-time for Annual, so only the part-time charge is created for the first ½ of the year, there is no second bi-annual charge created for the second ½ of the year at present

• We’re not permitted to charge over the maximum Student Services and Amenities fee in one year

Cohorts to be charged Information below outlines which cohorts had an SA Charge generated and which cohorts were exempt. Student Type Charge SA Fee? Domestic Yes from 2012 Unknown Yes from 2012 International Yes from 2013 Calendar Charge SA Fee? Undergraduate Yes Postgraduate Coursework Yes Postgraduate Research Yes Non Award Varies UOW College No Dubai College No Course Delivery Method Charge SA Fee? UOW On Campus Yes Modular Yes Flexible Yes Distance No *System only looks at the delivery method of the course, not the delivery method of individual subject enrolments within the course Course Campus Charge SA

Fee? % of the Fee to be charged

Offshore Campuses No Wollongong Yes 100% Sydney Yes 50% Innovation Campus Yes 50% Shoalhaven Yes 50% Bega Yes 50% Bateman’s Bay Yes 50% Southern Highlands Yes 50% Southern Sydney Yes 50% Admissions Flags Charge SA Fee? UOW Staff Members Yes Life members Yes Other Charge SA Fee? Students enrolled in subjects that are wholly work experience in industry subjects

No

Enrolled in 0 credit point subjects No




Enrolled in Exchange subjects (Subjects owned by Unit Admin with a pre-fix of EX)

No

Enrolled in Cross Institutional Subjects (Subjects owned by Unit Admin with a pre-fix of XINT)

No

Enrolled in MEDI602 Yes – but calculate charge as Part-time at campus other than Wollongong

Enrolled in MEDI603 No Enrolled in MEDI604 No Students with certain billing types (example CSS Enabling and Work Experience billing types) Exceptions contained on a Control Table

No

Students in certain Non Award Courses (898, 904 907, 912, 920, 941, 942, 944, 963) Exceptions contained on a Control Table maintained by IMTS. Std Systems team should be contacted to coordinate approved course codes (as per Director SSD approval) to be added to the control table and offer letter templates.

No

Enrolled in DIET454 and DIET954 No Note: There will be students who are liable for the student services and amenities fee who aren't liable for tuition fees

International Student Services and Amenities During 2012, International Students did not have a separate SA Charge created in Fees Revenue, the Student Services and Amenities Fee was taken from the Tuition Fees Paid. From 1 January 2013, The Student Services and Amenities Fee for International Students will be a separate charge in the student systems, generated the same as it is for Domestic Students.

SA Fee Due Dates The creation of the charge is triggered by a student's enrolment variation and is based on enrolment in the first billable session (session with the earliest census date) in that 1/2 year.

• Each session contains a key date – Services and Amenities Fee Due Date • As we want any Tuition Charges to be paid off as a priority, the Services and Amenities Fee Due Date is set

to be the day after the Census Date • The Due Date of the SA charge will be the Services and Amenities Fee Due Date of the first billable session

the student is enrolled in in that ½ year • The only exception to this will be if a student enrols and the SA Charge is created, then the student is

retrospectively enrolled in a session that has an earlier census date AFTER the census date for that session has passed




Std Charge SA Payment Waiver Flag If an individual student/course should be exempt from the Student Services and Amenities Fee, the SA Payment Waiver Flag can be set to ‘Yes’ and an SA Charge will not be generated when the student enrols in any year/session under that course instance. (Note: approval needs to be sought from the Director, Student Services Division, for any SA Charge exemptions).

• The SA Payment Waiver Flag can only be turned on in SAI once the student has enrolled • The waiver flag must be turned on prior to the due date of the SA charge

The waiver flag is maintained via SAI – Individual Operations for Staff – Billing Maintenance

Reversing a charge

• If you reverse a student services and amenities fee, the system will not automatically generate an SA charge for that ½ year again, even if there is a change to the student’s enrolment

Reversing a Student Services and Amenities Charge is the same as reversing any other charge. Click on the charge in the Std Charge Tab and click ‘Reverse Charge’




Enter a reason for the charge reversal A warning message will appear:

Warning You are about to reverse a Services and Amenities Charge. By reversing this Services and Amenities Charge, no automated charge will be generated for this half-year. Do you wish to continue? Yes or No

A confirmation message will then appear:

Confirm

Updating the selected Student Charge Automatically saves it. Are you sure you wish to update the selected Student Charge? Yes or No




Manually creating a charge If a manual Student Services and Amenities charge is generated, there is no attempt to do any further processing, so if a student changes their SA Payment Option, or varies their enrolment, there is no notification of this change, and the system does not alter the manual charge. Fees Team staff need to be absolutely certain that a manual charge should be generated, that there is no other course of action to fix the automatic charge that has been created. For example:

• Student’s Course Campus is equal to Wollongong • Subjects enrolled have campus of Innovation Campus • SSA Charge based on the Course Campus of Wollongong • Student advises should have been charged at the Innovation Campus Rate

Fees Team need to scope (with the appropriate unit) whether it’s feasible for the student to be transferred or corrected into the Innovation Campus version of the Course, which would then automatically generate the Innovation Campus rate of the Student Services and Amenities Charge. If the student’s Course Campus is not changed, the system will continue to generate the Wollongong Rate of the Student Services and Amenities Charge each ½ year for the duration of the student’s enrolment. If the Fees Team choose to manually adjust the rate, then this manual intervention will need to be done each ½ year for the duration of the student’s enrolment. If a manual charge is to be created,

From the Type drop down menu, select Services and Amenities (this will refresh the Name drop down menu so the SSA charge is the only one that appears – makes the selection easier). From the Name drop down menu, select SSA-BA, Services and Amenities Bi-Annual Fee, Services and Amenities, Any and click OK




The Allocate SA Student Charge box appears:

SA Period: Select the appropriate Year/Bi-Annual period, Jan-Jun or Jul-Dec that you wish to create the manual charge for If the student does not have any enrolment in any sessions that fall in that period (the system uses the census date of the session to determine which period the session falls in), the period won’t appear in the SA Period drop down menu. If a student had an enrolment (but now withdrawn) and does not have any billing liability for a period selected, a message will appear ‘The student is not currently liable for an SA charge for the selected SA Half Year Period' Default Student Course: The course that the system has based the calculation of the default student services and amenities fee on will appear. Some students have more than one active course. The system will chose the course with the earliest census date for the ½ year as the default course. If the student is enrolled in the same session under 2 different courses, the system will choose the course that has the highest services and amenities fee as the default course. Default Session: This is the session that has the earliest census date for the course for the ½ year Session: If Fees Team staff don’t want to base the services and amenities fee on the default session that appears, they can choose a different session from the drop down menu. ALL sessions that have a census date that falls within the ½ year of the SA Period will appear for selection. ALL sessions were included so that Fees Team staff have the option to choose a session with a later due date if required. Staff should take care not to choose a session that means the student is not studying when the fee is due.




Sessions are listed in order of census date. If you change the session, you will notice that the Due Date also changes (to the services and amenities fee due date of the session selected). Default Charge Name: This is the charge name that the system would have applied when the charge was automatically created, it provides the staff member with information about whether the automatic charge would be based on full time or part time enrolment, and which campus rate would be used to generate the charge. Charge Name: The charge name is the generic name that will be inserted if a manual charge is created, for example - Services and Amenities Bi-Annual 2012 Jan-Jun - Manual charge The user can add to or override this charge name if they want to include more detail in the name, for example, user could add Services and Amenities Bi-Annual 2012 Jan-Jun - Manual charge, Full Time, Wollongong if required. Charge Amount: The charge amount that appears by default is the amount that the system would have generated the automatic charge for. For example, if the default charge amount is $131.50, this is based on full time enrolment at the Wollongong Campus. Fees Team staff can alter this calculated amount, which is the point of the manual fee creation, if the automatic charge that has been generated is incorrect, fees team staff would reverse the automatic charge and manually create a charge for a different amount. Due Date: The Due Date is based on the session selected. If a different due date for a manual charge is required, choose a different session. Alternatively, staff can alter the due date on a charge once the charge has been created (and the due date can be altered to any date, does not have to align with a particular session. Although Fees Team staff need to be aware that services and amenities fee due dates are treated the same as census dates in that they are published to DEEWR and Ministerial approval may be required to alter due dates. Charge Status: The charge status that appears for selection is based on the student’s SA Payment Option SA Payment Option Charge Status SA Upfront Active SA-HELP Partial Active – Choose this status if the Due Date

hasn’t passed for the session you’re creating the charge for (ie the Process SA HELP Deferral job has not yet been run for the session)’ SA Deferred – Only choose this status if the ‘Process SA HELP Deferral’ job has already been run for the session that you’re creating the charge for. If you choose this status, the charge will be created as a deferred charge

SA-HELP Loan SA Deferred Reason: Enter the reason that a manual charge is being created




UOW Statement and CAN – Commonwealth Assistance Notice The table below shows where the charge will appear for the different SA Payment Options Staff can see all SA Charges on the Std Charge tab in Fees Revenue (whether student has chosen to pay upfront, partial or defer).

SA Payment Option

SOLS Fee Statement

SOLS Commonwealth Assistance Notice (CAN)

Fees Revenue Std Charge

Fees Revenue Statement UOW Statement

Fees Revenue Statement CAN

SA Upfront Upfront charge

appears on Fee Statement

Upfront charge will not appear on CAN

Charge appears status A

Charge appears

Upfront charge will not appear

SA-HELP Partial

Partial charge appears on Fee Statement

Partial charge appears once Fee Statement Release Date reached

SA Charge appears status A

Charge appears

SA-HELP Can Summary appears in Fees Revenue No print option available in Phase 1

SA-HELP Loan

Deferred charge does not appear on Fee Statement

Deferred charge appears once Fee Statement Release Date reached

SA Charge appears status SH

Deferred charge does not appear on Statement

SA-HELP Can Summary appears in Fees Revenue No print option available in Phase 1

UOW Statement Students who have chosen to pay their Student Services and Amenities fee upfront, or make a partial payment upfront can view the charge via the Fee Statement on SOLS




CAN – Commonwealth Assistance Notice Students can view their CAN – Commonwealth Assistance Notice via SOLS once the Fee Statement Release Date for the session has been reached (generally set to 28 days after the Census Date for the session). As the Student Services and Amenities Fee relates to a ½ year, as opposed to a session (even though it’s based on enrolment in a session and the due date for that session is used), the SA-HELP CAN Summary is separate from the HECS-HELP/FEE-HELP/OS-HELP CAN Summary (as these are session based). SA Charge appears does not appear on the CAN if a student chooses to pay upfront:

SA Charge appears on the CAN for a student who has chosen to defer or partially defer the charge:

SA-HELP CAN in Fees Revenue will show SA_HELP charges (partial and loan). Upfront charges are not displayed Unlike the FEE-HELP/HECS-HELP CAN, The SA-HELP CAN is not linked to a Course or a Session, so there is no need to select this information from the Drop Down menu.




Exceptions If the system does not know what to do with a Student Services and Amenities Charge, an Exception email will be generated and sent to the Fees Team. What are some of the examples of an exception email that the Fees Team may receive?

• Unable to create the SA Charge because the SA Due Date has passed – someone has enrolled the student retrospectively. As the due date has passed, we don’t want to automatically create the charge

• Unable to automatically reverse the charge because the SA Due Date has passed – this may be trigged by someone withdrawing a student from all subjects in the session after due date, or someone enrolling a student retrospectively in an earlier session (and SA charge for later session already exists)

What action would need to be taken with these emails?

• Staff should check the students enrolment record to determine what needs to be done • If the student is withdrawn from all subjects (after census date), the Fees Team may want to manually

reverse the SA Charge (you need to assess whether it has been deferred and whether you’re permitted to reverse based on the Govt info that no remittance of deferred charges allowed)

• In some cases, it may require a manual charge to be created – common example of this would be retrospective enrolment in a session where the due date has passed and no SA charge for that ½ year currently exists, Fees Team staff would want to manually generate an SA Charge with a due date for a later session.

• In some cases you may want to reverse a charge and manually create a charge either for a different due date, or different amount

Reversing a charge

• If an SA Charge is reversed, the system won’t try and generate another SA Charge for that half year when the students enrolment is varied.




• So say for example you have a case where a student should not have had a charge created, Fees Team staff go in and reverse the charge, if the student enrols in additional subjects for that ½ year, the system won’t try and generate another SA Charge

• So if a student should be charged an SA Fee, if Fees Team reverse the charge, nothing will trigger that charge to be created again for the ½ year, so the only way to charge the student would be to generate a manual charge

Unknown students

• We are treating students with a student Type of Unknown as Domestic and charging them an SA Fee • So you may have a situation where an Unknown students is actually an International and should not have

been charged Example:

• 2012 A student who has a student type = Unknown has an SSA charge of $65.75 Jan-Jun • Student Central staff change Student Type to INTERNATIONAL (confirmed Citizenship of say Indian). • Nothing will happened with the SSA charge, the system will not reverse the charge as there is no enrolment

variation • There would not be any exception email sent to the fees team as again the only trigger for that would be an

enrolment variation. So what would need to happen?

• Fees team would need to manually reverse the 2012 SA charges that currently exist for this International Student




SA- HELP Deferrals Student Undeferred Summary Report – General Reports – Student Undeferred Summary The Student Undeferred Summary now includes a deferral type of SA-HELP Undeferred Summary Sessions will appear for selection on this report once the Services and Amenities Fee due date has been reached. Only students with an SA Payment option equal to SA-HELP Partial will appear on this report.

Process SA-HELP Deferral The Process SA-HELP Deferral option appears on the Maint/Admin tab in Fees Revenue, it contains an associated session dropdown, similar to the existing process for HECS-HELP deferrals:




The session drop down menu will contain all sessions:

• With an SA Due date that has passed • Which contain active SA Charges with non-zero outstanding amounts and connected to an SA Payment

option of SA-HELP Partial When the SA-HELP Deferral job is run, it will auto-allocate any un-allocated payments before deferring the SA charges. The next step is to process the Active charge by setting its status to Reversed for SA-HELP Deferral (‘DSH’). Then, two new charges are created:

1. Active SA charge covering the paid portion on the original charge. This charge will not be created if the student has not paid any amount off the charge. Note that the only way to distinguish an Active charge produced by the Deferral process is by the Charge Name - it will contain ‘Partial Upfront Paid’.

2. Deferred SA-HELP SA charge covering the outstanding portion on the original charge. The Charge Name will contain ‘Deferred Services and Amenities:’




Reports SAI Data Validation Deferred without TFN – SA HELP Report on Students who have chosen to defer their SA Fee who don’t have a Tax File Number, or who have not granted permission to use their Tax File Number. Students aren’t permitted to defer their SA Fee if they have not provided a Tax File Number and given permission to use it. Fees Revenue Report Overdue Summary Overdue Student Services and Amenities charges appear in the ‘Other’ column on the Overdue Summary. Fees Revenue Search Use the Search Tab to report on Student Services and Amenities Charges Report Type – Charges

• Only reports on SA charges that have an Active Status – Status = ‘A’ • Deferred SA Charges, charges with a Status = ‘SH’ do not appear on this report. • From and To date searches on the Student Services and Amenities Fee Due Date

Report Type – SA Charges Use Report Type SA Charges to report on ALL types of SA Charges.




Note: the SA Payment criteria is looking at what the SA Payment option was when the charge was created Student Services and Amenities report examples:

5) Be able to report on Students where – Tuition Billing = Partial and SA = Upfront, or where Tuition Billing = Defer and SA = Upfront

Note if manual SA charges are generated, this would not work Search Criteria Selection Report Type SA Charges Charge Status Active SA Payment SAU SA UpFront Year Select year Session Select session or All Load Billing Type Select relevant billing type eg CSS HECS-HELP Partial

6) Be able to report on students who have chosen to pay their Student Services and Amenities Fee upfront (not to include those that have chosen to pay partial)

To report on all students who have to pay the SAAF by the Due Date, so communications can be sent to these students to advise them to pay or to defer the charge.




Search Criteria Selection Report Type SA Charges Charge Status Active SA Payment SAU SA UpFront Year Select year Session Select session or All Load Billing Type Select relevant billing type eg CSS HECS-HELP Partial

7) Be able to provide management with a list of the SSAF income for a particular year/session Search Criteria Selection Report Type SA Charges Charge Status All SA Payment All Year Select year Session Select session or All Load Billing Type All Detailed report or Summary Report

8) Be able to report on Students who have chosen to defer their Student Services and Amenities Fee, but be able to see whether they have made a payment (which is equal to the amount of the fee)

The Summary tab shows the Credit amount, so the Fees Team should be able to see if a student has an amount sitting in the credit bucket that’s around the amount of the SSAF (this will be difficult if they pay SSAF and Tuition charges) – For issues where the Fees Team are more concerned with those just pay SSAF expecting it will be paid off when the amount is paid off Tuition. Search Criteria Selection Report Type SA Charges Charge Status SA Help Deferred SA Payment All Year Select year Session Select session or All Load Billing Type All Summary Report




Students with a Billing Type of Partial Payment and an SA Payment = Upfront How to report on Students who have a billing type of HECS-HELP Partial or FEE-HELP Partial who have an SA Payment Option of SA Upfront. As Tuition Fees are paid off before the Student Services and Amenities Fee, any upfront payments that a student makes are applied against the tuition charges. The only way the Student Services and Amenities Fee would be paid off in this scenario would be if the students paid all Tuition and Student Services and Amenities Fees upfront. If a student’s SA Payment Option is left as Upfront, the SA Charge will become overdue and there is no way to defer the charge without manual intervention. **We can’t force the Student Services and Amenities Charge to be paid off before the Tuition Fees, as HECS-HELP Partial students receive a 10% discount for upfront payments of $500 or more, so many students would want to pay the maximum amount off their tuition charges, as there is no discount for upfront payment of the SA Charge. Note – The Labor 2013-2014 Budget Savings (Measures No. 2) Bill 2015 contained the removal of the HECS-HELP Upfront Payment discount of 10% passed both houses (3/12/2015). The removal of the 10% HECS-HELP discount applies to units of study with Census Dates on or after 1 January 2017. ** As a result of this change in legislation, the Fees Team may decide to make the SAF due prior to the Tuition Fees so that SAF is paid off first. This change can be made by Student Services Division – Academic Administration Staff via SAI – Maintain Source Files - Subject Sessions – Student Amenities Fee Due Date

This problem is solved if the students select an SA Payment option of SA-HELP Partial, as this means they can make upfront payments if they wish, but any unpaid amounts will be deferred. The SA-HELP Debt becomes part of the student’s accumulated HELP debt which appears as a single amount on their annual HELP information statement. If the Fees Team really want to pay off the Student Services and Amenities Fee before the Tuition Fees, you can change the Due Date of the Student Services and Amenities Charge for the Individual Student to be the day before the Census Date (Day before the Due Date of the Tuition Fees), however, you’d need to ensure that the students are aware that they are forgoing a potential discount on the payment of the tuition fees if the money is used to pay the Student Services and Amenities Charge. To report on students who fall into this category before the census date, so that action can be taken enter the following in the Search Tab:




Search Criteria Selection Report Type SA Charges Charge Status Active SA Payment SAU SA UpFront Year 2012 Session Spring Load Billing Type CSS HECS-HELP Partial




Appendix B – Printing from Fees Revenue

Having trouble finding your printing from Fees Revenue? Most payment receipts and end of day summaries will print to your default printer set up on your computer (i.e. the same place that printing from your Outlook or browser goes). However some reports, CAN statements and Payment Advices are hard coded to print to specific printers on campus. If you can't find your document once printed, it's likely that it's gone to a printer not in your area.

Please note: the usernames’ account set up by IMTS will dictate which firewalls a user can access for Fees Revenue printers. If the user cannot print certain documents from their Fees Revenue, check if their username has been set up as a UOWE/ITC staff member which has firewall restrictions on some of our spool printers.

• UOW (Australia) Fees Revenue users should be UOW staff usernames. • UOWC and UOWD Fees Revenue users would be UOWE/ITC staff usernames.

Contact the Student Systems team for assistance with the configuration files (default_feeConfig and the Client) files that control Fees Revenue print settings.

Spooled Printers: Default Printer v’s Payment printer There are various Print buttons offered on different screens of Fees Revenue. The information below was provided by IMTS in December 2015:

Screen/Function Windows Default Printer

spool_ default_printer (createform)

spool_ payment_printer

(createform)

Comments

Payment Make Payment Print Receipt

Title: Receipt

Payment Payment Details Reprint Receipt

Title: Receipt (REPRINT)

Statement UOW Statement Print

Title: UOW Statement

Statement UOW Statement Print Pay Advice

Two printouts: 1. Title: Payment Advice 2. Title: UOW Statement – similar to

Statement > Print. Difference: additional ‘inc GST’ in Amount column title.

Both printouts handled by template. Payment Advice Micro-toner (electronic ink) no longer in use at Student Central but print function will still work to default configured printers.

Statement HECS Statement Print

Title: Notice of Liability for the Higher Education Contribution Scheme (HECS) Contains UOW contact details.


(createform)

Comments

Statement HECS Statement Display (Print History) Print

Same as above.

Statement PELS Statement Print

Title: Notice of Liability for the Postgraduate Education Loans Scheme Contains UOW contact details.

Statement PELS Statement Display (Print History) Print

Same as above. Unable to generate due to error: ‘Zero length string passed to TextLayout constructor.’

Statement CAN Print

Title: Commonwealth Assistance Notice

Report Payment Details Print

Title: UNIVERSITY OF WOLLONGONG STUDENT MANAGEMENT PACKAGE FEES REVENUE - RECEIPT DETAILS REPORT FOR PERIOD <from_date> TO <to_date> Site: <site_code>

Report Payment Summary Print

Title 2.5: UNIVERSITY OF WOLLONGONG CASHIER REPORT Summarised From <from_date> To <to_date> Site: <site_code>

Report Cheque Details Print

Title: UNIVERSITY OF WOLLONGONG Cheque Details

Report Payment Reversals Print

Error in generation: Zero length string passed …

Report Overdue Summary Print

Title: University Of Wollongong Overdue Summary Report

Report General Reports Bank Interface Summary Print

Title: UNIVERSITY OF WOLLONGONG STUDENT MANAGEMENT PACKAGE FEES REVENUE – BANK INTERFACE SUMMARY REPORT

Report General Reports Bank Unprocessed Summary Print

Title: UNIVERSITY OF WOLLONGONG STUDENT MANAGEMENT PACKAGE FEES REVENUE – BANK UNPROCESSED PAYMENTS SUMMARY REPORT

(createform)

Comments

Report General Reports Health Cover Print

Title: UNIVERSITY OF WOLLONGONG STUDENT MANAGEMENT PACKAGE FEES REVENUE – HEALTH COVER SUMMARY REPORT

Report General Reports PUF HECS < $500 Print

Title: UNIVERSITY OF WOLLONGONG STUDENT MANAGEMENT PACKAGE FEES REVENUE – HECS PARTIAL UPFRONT < $500 REPORT

Report General Reports Forfeit Summary Print

Title: UNIVERSITY OF WOLLONGONG STUDENT MANAGEMENT PACKAGE FEES REVENUE – FORFEIT SUMMARY REPORT

Report General Reports Refund Summary Print

(for

College, Dubai only)

(for UOW only)

Title: SMP Refund Report For period <start_date> to <end_date> Contains JDE instructions. Warning: Prints one page for each row displayed on screen.

Report General Reports Student Overpayment Details Print

n/a n/a n/a Popup on Print: ‘Print Button does not currently function for this report’

Report General Reports ITC Finance Print

Option removed from drop down menu – report no longer accessible.

Create Form Printer Names (as at June 2016):

SITE_ID SITE_CODE SITE_NAME Printer Site Description Default Printer Setup (Spool_default_printer)

Payment Advice Printer (Spool_payment_printer)

1 10 SC Student Central Student Central sc_default

sc_micr (overridden via client file to sc_default a at

April 2016)

2 11 ARD36 ARD Building 36 ARD Central Services

ard_micr (overridden via client file to

ARD_Central_Services as per Systems team Canon

printer)

SSD_Fees_Team (Canon printer used by fees team, site=ARD36)

ard_micr (overridden via client file to

ARD_Central_Services as per Systems team Canon

printer)

SSD_Fees_Team (Canon printer used by fees team,

site=ARD36)

3 12 FIN Finance Building 36 Finance CS_CANON_FS CS_CANON_FS

4 13 SYD Sydney Business School

Sydney Business School



5 14 UNIADV UniAdvice Building 36

ITC UniAdvice - should not be taking payments

sc_default (printer left by default as these users

don’t print)

sc_micr (printer left by default as these users

don’t print)

Appendix C - Payments and Auto Allocation in Fees Revenue Payment load of credits is allocated automatically each evening towards a student’s charges based on due date (earliest charges paid off first). That is, an amount paid to a student’s ‘credit bucket’ will not be pushed to a particular charge until the allocation job does this in the next run (each evening, unless forced earlier). Where multiple days have passed since a payment load, users managing the payment loads should push an allocation of the credits between dates (instruction 2 below). There are two ways to force a credit allocation manually:

1. Upon payment, using the Make Payment > ‘Advanced Payment’ tab in Fees Revenue, to select (or deselect) where the credit should go. Only certain users have access to do this (e.g. Student Central and SWS Managers and Fees and Scholarship teams).




2. Between payments, via Maint tab > Admin tab, a user with the right access, can run an ‘Auto Allocate’ job

that allocates any credits to the next charge. As at May 2018, only the Pay by Phone and the EPayments offer separate day uploads (the other payment methods are bundled uploads)

When a user opens a tab that has unprocessed payments pending, the Unprocessed Payment Batches dialogue window will appear:

Users should select the earliest dates first to Process and then after Auto Allocation job is run, return this to dialogue box to Process the next upload.




Maint > Payment Loads screen once payments are completed.

By doing an Auto Allocation of Payments between Payment Loads (where possible), the user is ensuring that a payment load from date 1 is not superseded or bundled by a payment load on date 2. The user can add a student number to allocate against or leave it blank for all with new payment records (after the first job, it only takes 0.66 seconds per student allocation). Maint > Admin Tab (no student number is necessary):

To prevent this – anyone uploading a payment load for multiple days can run an auto allocation job before the next day’s payments. For example;

1. Payment Upload for Date 1 2. Run Auto Allocation (no std number required) 3. Payment Upload for next date 4. Run Auto Allocation (no std number required) 5. Payment Upload for next date etc etc

NOTE: Effective Payment dates will record correctly as will Payment dates with or without forced allocation. It is just where the payment goes that can be modified with allocation triggers.




Example In 2018, Easter Holiday Period coincided with the Autumn session census date. Over the holiday break, a student with a tuition fee (Domestic Fee Payer) attempted to pay their tuition fee ($2500) in one transaction on 31 March 2018 and then their SAF fees ($74.50) in the next day’s transaction (1 April 2018). Tuition fees were due 31 March 2018. SAF due 1 April 2018. As the payment loads were all processed on altogether upon return to work (Tuesday the 3 April 2018), the auto allocation that runs nightly bundled all the credits together, side by side, randomly and not in sequential payment order. Then that evening, the code attempted to auto allocate the $74.50 to the tuition charge and returned an error message to the fees team to state that the $74.50 was paid after census date and therefore not allocated to the tuition charges (not permitted after census date). It then aborted any future attempts to the record as the error message needed to be reviewed without any changes made. In the case of Easter Holiday Period 2018, the user could have loaded the payments from the last payment load and then run the allocations as follows:

1. Payment Upload for the evening of Thursday 29th March 2. Run Auto Allocation (no std number required) 3. Payment Upload for Friday 30th March (Good Friday) 4. Run Auto Allocation (no std number required) 5. Payment Upload for Saturday 31st March 6. Run Auto Allocation (no std number required) 7. Payment Upload for Sunday 1st April 8. Run Auto Allocation (no std number required) 9. Payment Upload for Monday 2nd April 10. Run Auto Allocation (no std number required) etc

Frequency In most instances, auto allocation may not impact student payments significantly. It is only the same day processing of multiple day payment periods that should be considered. E.g. does the period include a domestic student’s census date? This is because these students cannot pay for subjects after the census date as the HELP Loan Deferrals may have taken place. With over 200 sessions running a year, it may not be realistic to check all session census dates but it would be helpful to highlight the key risk ones. Overall, any payments that are sensitive to Effective Payment dates (such as domestic student tuition payments) are where an auto allocation between loads is recommended.




10 Version Control Table Version Control

Date Released

Approved By Amendment

1.0 150814 Debbie Sartori – Senior Manager Student Services Division, Student Systems

First Released Version

2.0 160311 Debbie Sartori – Senior Manager Student Services Division, Student Systems

Fees Revenue Version 4.0 release Payment Plan functionality for UOW – SAI-SOLS V2.7.8 – Changes to SAI – Results Withhold Batch Job to extend original due date to last day of Payment Plan instalments

3.0 160519 Trang Nguyen – Specialist, Student Services Division, Student Systems

Updated ‘Advanced Payment tab’ section as per Fees Team request for more info in this section. Updated Maint > Charge info relating to relevant fields that can be selected (e.g. Campuses and Priority relevance to charges) Updated SAI image for SAF waiver flag (for new SAI). Updated Variable International Student Fees section (slight amendments to explanation) and to reflect changes in DVC (International) to DVC(Global Strategy) Updated Printing from Fees Revenue in appendix as per Lucia’s IMTS December 2015 printer (fees) info provided. Updated header to new UOW Branded logo Amended reference to Academic Registrar to Director, Student Students for the SAF Exemption approvals.

4.0 160810 Trang Nguyen – Specialist, Student Services Division, Student Systems and Debbie Sartori – Senior Manager Student Services Division, Student Systems

Added info: re reversal of payments and relationship to site groups. Amended Site_ID and Site_Groups table Added course code 920 to SAF Appendix as a course added as SAF exempt as per February 2016 approval by Direct, SSD. Added a new Create Form Printers reference table to Appendix B – Printing from Fees Revenue. Amended information re: Payment Advice printer using micro-toner ink (removal of printer at Std Central means this prints to default printer only now). Fees Revenue Version 4.1 Release – Fees Discount functionality Removal of HECS-HELP 10% discount for units of study with census date on/after 1/1/2017 Update Search tab notes – changes made for Fees Team reporting as part of Version 4.1




5.0. 180529 Trang Nguyen – Student Systems Officer, SSD

Added additional Payment Upload methods since last update. Added notes to SSAF Appendix A regarding any new course code that is approved for SSAF, needs to be advised for Offer Letter template updates. Added notes to Appendix C regarding Auto Allocation steps required for payment uploads of multiple dates. Added notes to Printing regarding UOWE and/or ITC user account staff flag will impact users’ spool printers and createform functions (firewall related). Removed references to [email protected] for fees matters and kept as ‘Contact the Student Systems team’.



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