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Tuition fee receipting functional review (Payments (Online payments…
Tuition fee receipting functional review
Payments
Online payments
Multiple gateways
Not real-time
Not sufficienctly integrated into processes e.g. enrolment
Better narrative needed in the short term
Complex configurations
One record for each payment type and due date
DOB validation issues
Students unable to log-in once fully paid up
Payments include
Alumni donations
Registry card payments
Generic card payments
Accommodation payments
Scheduled job
Daily
File conversion
Cashiers then load to SITS
Checked
Receipts transferred to Agresso
Errors if duplicates exist
Automated import facility not being used
Auto-email
Bank transfer
Manual interrogation by cashiers
Information often incomplete
Interrogate SITS (easier than Agresso)
Wait for student to raise query
Receipts
Accommodation
Entered to Agresso
Tuition fees
Entered to SITS
Categorised as pre-payment if no invoice number exists
In person
Via
SSC
Possibly money interview
Delay to entering the information to SITS
Payment summary form used to reconcile back to card terminal
Compliant code entered to Agresso to stop auto-reminders
Cashiers
Daily task to reconcile SITS and card terminals
Balance printed from Agresso
Payment taken
Printout annotated
Stamped
Given to student as receipt
Receipt entered to SITS
SLC
Loans and grants
Received weekly
Reported at institution level as gross amount
Entered to SITS by cashiers
Transferred overnight to Agresso
Individual payments allocated to individuals via remittance file
Entered to SITS via SLC import
Not passed through SITS > Agresso interface
Agresso account 2002 created for individual remittances
Manually exported from SITS
Manipulated
Imported to Agresso
Mix of credits and debits (if SLC are trying to get money back)
US Federal aid
Receipting
SITS balances used for
Prepayment follow-on
Refund processing
Journal's for fee reductions
Credit note checking
SITS attributes used for identifying debtors
No auto-chasing functionality for Sponsors
Duplication of data across SITS and Agresso
Manual tasks and workarounds
SLC payments and remittances
tuition fee prepayments
Input by 8:15am or additional delay
Based on reports
Posted against debtor code 0002
Go to Agresso holding account 8102
Timeliness of data exchanges
Manual data entry/imports
WPM file imported to SITS
Requires technical resource
Student demand to pay early
Impacts
Impact on debt chasing
SITS/Agresso reconciliations
2-4 day delay in students seeing balance
Errors
Reduces confidence
Delays
Miscommunication with students
Due to changes in account and project codes
Agresso anomoly causing mismatch between payments & credit notes and instalments