Three Parts to Batch Registration (Third Party Billing)
Application/Enrollment Form Process (Economic Workforce Development) - Student completes enrollment form – first day of class
- Instructor delivers enrollment form to Program Manager (timeline within 24 hours).
- Enrollment form checked for accuracy/completeness.
- All enrollment forms delivered to Registrar (timeline within 48 hours)
- Registration forms will be attached to the completed Tracking Form.
- Once students have been registered, registration will inform the Batch Specialist for CWE (Still to be decided is how other program areas are to be notified).
- Once students have been covered for payment, Grading occurs within 10 business not calendar days of class ending.
Registration Process (Student Services)
APPRENTICE BATCH REG.: Put on a PSAV application ( AD AP VO ) Exempt student’s fees ( RE EX SE ) Under action type in A for add an exemption Under exemption code type A for apprentice Add Course ID’s or reference #’s
Register students for classes ( RG RG ) Print schedules File applications
IOG, All CWE THIRD PARTY BATCH REGISTRATION (to include CJ, EMS/FIRE, B&I, etc.): Review Batch registration packet for completeness of information. Contact batch specialist if additional information is needed. Enter non-credit application. Register students for classes (RG RG). Once all students are registered, send email to notify Batch Specialist.
CRIMINAL JUSTICE BATCH REG.:
SPONSORED STUDENTS: Put on a credit application with 3408 as the Program Objective (AP AP CC) Put on a PSAV application with given Program Objective ( AD AP VO ) Go to AD SO MO and make the PSAV Program Objective Primary
The screen should look like this:
Action ( B,C,D,N,A,M ) A
Student ID *** - ** - ****
Program ID 5600 ( or whatever is provided )
Award VC Basic Standard Police
Effective Term 20051 ( term classes are in )
Primary Objective Y
Advisement Requested N
Objective Status AC
Date **/**/**** Exempt student’s fees ( RE EX SE ) Under action type in FLE for add an exemption Under exemption code type A for apprentice Add Course ID’s or reference #’s
Register students for classes Extended payment due date for 2 weeks ( RG MT PD ) Print students schedules File in appropriate bins
NON SPONSORED STUDENTS
Put on a credit application with 3408 as the Program Objective ( AP AP CC) Put on a PSAV application with given Program Objective ( AD AP VO ) Go to AD SO MO and make the PSAV Program Objective Primary
The screen should look like this:
Action ( B,C,D,N,A,M ) A
Student ID *** - ** - ****
Program ID 5600 (or whatever is provided)
Award VC Basic Standard Police
Effective Term 20051 (term classes are in)
Primary Objective Y
Advisement Requested N
Objective Status AC
Date **/**/**** Register students for classes Extend Payment due date for two weeks ( RG MT PD ) Print students’ schedules File in appropriate bin
Third Party Billing (Cashier’s Office)
For all CWE Batch Registrations as noted previously except CJ, the Batch Specialist will deliver a copy of the roster, letter of intent and the tracking form to the Cashier for students to be covered as paid. (Timeline 48 hours)
Batch Registration Program manager should list the customer and contract on the batch registration form. If the program manager does not have the appropriate customer and contract number for the agency, they should contact the AR office. A total number of students and the amount of the class to verify the amount to be charged for each batch should be on the batch registration form. This helps for billing. When batch is received by Cashier’s Office we stamp them received with the date and double check the calculation amount. We add the reference number to the class constraints for each student relating to the specific customer and contract. The cashier’s office will not be responsible for calculating each individual student. The Cashier’s Batch is placed in our ‘To Be Billed’ box. The customers are grouped together when AR bills. The totals on the batch form should add up to the unbilled amount on the customer cashiering screen in PantherNet. This is not likely the case. Reason being: 1. Some students may be showing as unpaid. 2. Simple errors. 3. Dollar amount to be charged is not what is showing in PantherNet. AR tries to resolve these issues which can be time consuming and then runs a BILL in PantherNet. The back up paperwork is filed with the ACCOUNTING COPY of the invoice in the open invoice file.
Non-Sponsored Criminal Justice Institute All non-sponsored criminal students will be required to pay up front or come to the cashier’s office to sign a promissory note to make payment arrangements. We want to stick to our policy of “the entire schedule needs to be paid by the payment due or covered with 3rd party or other arrangements.” If that is the case, then the Registrar’s Office should not have to extend the payment due for these non sponsored students.
Goals:
Students should have grades within 10 days of class ending Entire three part process should not take more than 10 days One process for all third party billing in CWE
Daily Check Processing
Receive Checks, Check copies*, and the Check Register (XFF040B1) from IT, and paperwork from Accounts Payable and sometimes from Payroll or Bookkeeping.
*Occasionally, in addition to check copies, you will receive a list of Invoice Numbers for a particular Check Number and Vendor (which appears on the list). This list is generated when the number of Invoices paid on this check exceeds the number of lines that can be printed on the Check Stub. You will need to make a copy of this (to be attached to our paperwork) and send the original with the check.
When the checks indicate either Financial Aid or Student Refund, they are handled by the Cashier’s Office unless it is a re-issue from Bookkeeping, in which case, follow the instructions written on the paperwork received from Bookkeeping. Write disposition (Mail(M), Cashier’s Office(CO), Pickup(PU), or VOID) on Check Register.
When the check is from Payroll (GAP# in the Invoice field of the check), match the check copy to the paperwork for correct amount. Staple the check copy to the paperwork and send to Accounts Payable for filing. Send the checks to either Payroll (currently Elaine Cheever) or to Christine Krulcik according to the instructions on the paperwork.
When the check is a travel reimbursement, match the check copy to the paperwork received from the travel desk in Accounts Payable for correct amount. Staple check copy to paperwork after removing yellow copy from back of paperwork and send to Accounts Payable for filing. Mail check and yellow copy and write disposition on Check Register.
When the check is a Vendor Payment:
Verify Check Amount to Invoice Amount, making sure taxes have not been paid, discounts have been taken (if applicable) and the “Remit to” address is correct. If the “Remit to” address is different than the check, send a copy of the Invoice with the Vendor # written on it and the “Remit to” address circled to Purchasing. Type an envelope with the correct address, attach paperwork to be returned with check, and send check and paperwork to correct address. Write the disposition on the Check Register.
If there is a problem with the check, attach the check, check copy, and paperwork to a “Void & Re-issue” slip and send to bookkeeping. Mark “VOID” on the Check Register.
If all the information is okay, pull paperwork to be returned with check from the back of our paperwork (it will be reversed) and mail check and paperwork unless it is to be held for Pickup, or a check to Central Kitchen or Follett Bookstore.
Follett Bookstore checks should be sent to #01, Attn: Ruby
Central Kitchen checks should be marked for Pickup and they should be called at Ext. 13068 to pick up the check.
Prepay checks will have a “Prepay Slip” attached to the paperwork. Write the Check # and check date on the slip and forward it to the person who signed the routing slip. Attach the check copy to the paperwork and send it to Accounts Payable (currently Bob Stress) to be held until the prepay slip is signed and returned for “receiving” and filing.
Pickups should be put in an envelope with the paperwork, write the Check Number on the envelope, along with the name and telephone number of the person picking up the check or the fact that they were e-mailed re: check pickup, and the current date. Write the disposition on the Check Register.
Check copy should be attached to the paperwork and sent to Accounts Payable for filing unless the Total is over $2,000.00 (but NOT a Payroll Check which will have a GAP# in the Invoice Field, or a check with GA# in the Invoice Field) in which case it should be send to the Accounting Manager’s Office.
When all checks have been processed, before putting checks in the outgoing mail, count the number of times you have written “Pickup” on the Check Register, then count the number of checks you are holding for Pickup. If the count does not agree, you may have inadvertently put a “Hold for Pickup” in with the checks to be mailed.
Miscellaneous Fees to be changed to 3rd Party Contract
See also Form-Miscellaneous Fees
Student sees Program Coordinator. (i.e. SEEK Scholarship Coordinator/Workforce Coordinator) Coordinator determines what classes and or tests the student needs to take. Coordinator fills out the miscellaneous fee form for the test or fees to be charged to the appropriate 3rd party account. Coordinator fills out bottom portion of the form and tears off the bottom portion and returns it to the student. Student takes the authorized bottom portion of the form to the testing center for services to be rendered (must be authorized by PBCC Coordinator) Coordinator remits the top portion to the Accounts Receivable Office to process for billing (payment).
Overriding Finance Holds for Registration only
Our policy is that we will not override finance holds for registration. Exceptions are made for the following reasons only: 1) Financial Aid has guaranteed upcoming payment/disbursement that will cover the student’s debt. OR 2) Student has paid a substantial amount of the outstanding debt to show ‘good faith effort’ and signed a promissory note agreeing to pay back the remaining balance.
Cashier’s Office personnel can override the finance hold once they feel one of the above conditions has been met. To override a finance hold, the following steps should be done:
If a promissory note is needed and signed, please fax a copy to the Central Campus for filing. If payment arrangements are made the full amount should be paid within 12 weeks or sooner. To override the hold to allow for registration go to FI CC OM MO. Enter student id. The following screen will appear:
ITS220P1 ***** PBCC Student Information System ***** ITS220M1
Jul 26, 04 - Maintain Student Overrides - 1 more >
*Action (D,N,C,B,M) __ Student ID: 590285988__
Name: WHEATLEY, CRYSTAL C
1__ of 2
Date Date Hold Ref Initiated
*Hld Term Created Expired Description Course ID Number by
----- ------ --------- ------------- ------------------ ------------ -------- ----------
FI__ 20043_ 07/12/04 07/19/2004 FINANCE HOLD __________ ______ E005840
FI__ 20051_ 07/12/04 07/19/2004 FINANCE HOLD __________ ______ E005840 You will put an ‘A’-add in the action line and then space down to the next available line under the hold section. The hold type will always be FI-finance, Term will be term which student wants to register, Date Created will be the current date and the hold expired date will be the day the hold will expire. Please do not make the expiration date MORE than 1 week. After everything is entered hit the enter key to make sure the override is accepted. Now the student should be able to register for the term you overrode the hold for.
Petty Cash Reimbursement
Purpose:
The purpose of petty cash reimbursement is to be used for reimbursement of small purchases needed on an emergency basis. The purpose is not to circumvent the purchasing process.
Applicability:
Petty cash transactions are limited to $50.00 per day, per account. A Petty Cash Voucher must be used for reimbursement (see form attached).
Procedure:
Petty Cash Purchase A Petty Cash Voucher must be obtained from the PBCC Website before making the purchase. Every Voucher must have an original paid receipt (no copies) attached to it from the merchant. Be sure to have the PBCC Tax Exemption number available at the time of purchase. Florida State sales tax will not be reimbursed. Attach paid receipt to voucher. Receipt amount and voucher amount must be the same. Give a complete description of the purchase and its planned use (i.e., adding machine tape for use in the classroom). Only one petty cash purchase per department, per vendor, per day will be reimbursed. The voucher must be signed by the department supervisor, the manager and Purchasing prior to reimbursment by Finance.
Petty Cash Reimbursement
Once the Purchasing Office has approved the Petty Cash Voucher, the Voucher can be submitted to the campsus Cashier's Office for reimbursment of funds. All information must be filled out on the Petty Cash Voucher for reimbursement, including the correct account number and general ledger coded. The Cashier’s Office will not reimburse sales tax if charged by the merchant. An original receipt must be attached to the Petty Cash Voucher for reimbursement. The Cashier’s Office will obtain the funds to be reimbursement and have the PBCC employee sign the Petty Cash logbook verifying the funds have been reimbursed. No Petty Cash Vouchers are to be mailed or dropped off to the Cashier’s Office for reimbursement.
Petty Cash Replenishment
Petty Cash slips should be sent by the Campus Bursar to the Central Campus periodically to replenish the Petty Cash funds. A check requisition should also be included. Attach a memo itemizing petty cash slips by account number and send to the Finance Department Bursar. The Finance Department will issue a check to the appropriate Campus Petty Cash for replenishment.
Cash Collection Policy and Procedure
Board Policy 6Hx-18-4.03: - All funds received by the College shall be recorded and deposited in accordance with Florida statutes and rules of the State Board of Community Colleges.
- College organizations, which are supported financially in full or in part by the College, must deposit their funds with the College. These organizations will be required to follow the College purchasing procedures for expenditures of these funds in the same manner as the budgeting departments of the College.
Procedure:
Cash collections outside of the Cashier’s Office must be approved by the Finance Department prior to any collection of monies.
Proper internal controls are the responsibility of the Department collecting the monies.
The Department will either have their own specialized software that will issue official pre-numbered, consecutive receipts or the Department will use handwritten official PBCC pre-numbered receipts.
Once the Cashier’s Office issues pre-numbered receipts to any decentralized locations, a spreadsheet of pre-numbered receipts by locations (library, dental, etc.) is maintained by the Cashier’s Office. All unused pre-numbered receipts are kept in the vault in each of the campus Bursar’s Office. The receipt spreadsheet contains the following information:
- An accounting of all receipts used and validated by date and number.
- An accounting of receipts issued and receipts still on hand.
Upon receipt of monies by the Department a deposit log must be completed and given to the Cashier’s Office along with deposit of funds. The deposit log will verify each receipt, the person verifying receipt of funds, and issuance of receipt to student/customer. The Cashier’s Office will then verify the deposit total with the department’s log. All individuals handling monies within the Department must be made aware of the internal policies & procedures prior to performing deposit duties.
Returned Check Procedure
According to Florida State Statue FS 832.05 (giving worthless check, drafts, and debit card orders… (etc.) ) PBCC reserves the right to take necessary actions against those check writers including assessing the maximum fees allowable by law including: Checks under $50.00 will be charged $26.50. Checks from $50.00 - $299.99 will be charged $31.50. Checks from $300.00 - $800.00 will be charged $41.50. Checks over $800.00 will be charged 5% of the check amount.
Students who have presented 2 returned checks will no longer be allowed to pay by personal check. All fees are subject to change.
The bank will try to process the check twice for payment. Once the check has been rejected from the bank, it will be returned to PBCC stating the reason for return. The check is returned to the Finance Department and then forwarded to the Accounts Receivable Department in order to set up the receivable for the student. The AR Department sets up the receivable for the student and adds a receivable for the amount of the returned check fee. Student will be billed in the normal billing process.
FA Disbursement Checks
Purpose:
The purpose of releasing Financial Aid Disbursement Checks is to verify if a student’s fees have been paid prior to releasing the Financial Aid Disbursement Check.
Financial aid checks are mailed throughout the term. Without exception all financial aid checks are mailed. It is the student’s responsibility to have a current address on file with the Registration Office. Any questions prior to the disbursement of financial aid funds must be directed to the Financial Aid Office.
Applicability:
Panthernet automatically pays off money owed to the college before releasing money to the student. Exception reports are reviewed and all other Financial Aid Disbursement Checks are mailed.
Procedure:
Financial Aid Disbursement and Loan Funds (EFT)-Revised 10/04 Loans are disbursed through the Financial Aid Office and Panthernet. Once the loan is disbursed through Financial Aid, Financial Aid checks are cut Tuesday and Thursday nights on a weekly basis. Reports are generated that list students with obligations and fees that are owed. (FIA560B2) and students with a change in schedule (FIA574B2). Checks are pulled for these students to be further reviewed by Accounts Receivable and a Financial Aid Representative. All other student financial aid checks are then marked in the check log as mailed and sent to the mailroom. All checks are mailed to the students. Only under rare circumstances will the student be allowed to pick up their check from the Cashier’s Office and the student must contact Financial Aid Office first who will inform the Cashier’s Office. If a student has an address change, they need to change their address on PantherWeb or with the Registrar’s Office. The Cashier’s Office logs all finance checks that are returned to PBCC from the post office. The Cashier’s Office tries to contact the student and readdress the check to the correct address. Letters are sent to students who owe obligations and fees to the college before their Financial Aid check is released, from report (FIA560B2). A copy of the students with a change in schedule report (FIA574B2) is given to a Financial Aid Representative to verify the award and disbursement amounts are correct. Once these checks are verified by the Financial Aid Office, the checks are mailed to the student. If a student has received a letter from the Accounts Receivable Department to pay their fees and pick up their check please initial and date the list they were on in the check log book to indicate that you have verified their ID and the date the student picked up the check.
FA Plus Loan Checks
Purpose:
The purpose of releasing Financial Aid Plus Loan Checks is to verify if a student’s fees have been paid prior to releasing the Financial Aid Plus Loan Check.
Applicability:
Financial Aid Plus Loan and Paper Checks come to the Cashier’s Office from the Financial Institution and need to be verified by Financial Aid prior to releasing funds to students or applying to student fees.
Procedure:
Financial Aid
Disbursing Paper Loan Checks (Plus Loans) If a paper loan check is received by the Cashier’s Office, we log the check in our log book. The roster is forwarded to the Loan Coordinator in Financial Aid. Once the Financial Aid Office releases the check, instructions are given to the Cashier’s Office on applying the checks. The cashier’s office will verify for Plus loan students that all fees have been paid on both customer #38 (Fed Plus Loans) and customer #362 (Bookstore). The plus loan check should be applied to these customer receivables before any balance is mailed to the parent or student. Once all tuition, books and other payments to PBCC are satisfied, the cashier’s office will disburse the balance of the funds per the parent’s instructions. If payment is to be made to the parent the appropriate alternate payee information which is provided by the Financial Aid Office will be added in Panthernet (FI AP EX MP). Once the checks are issued to the appropriate party, they are marked in the check log book as mailed and sent down to the mail room.
Fees
Fees are charged according to Florida State Statute 1009 (et al) and approved by the District Board of Trustees on an annual basis.
Payments of fees, tests, and debts to the college are made at the Cashier's Office. A computer-numbered, validated receipt is issued for all payments received. Payments can be made in the form of cash, personal check, money order, wire transfer or Visa/MasterCard/Discover. Checks are restrictively endorsed when received. Visa/MasterCard/Discover payments can also be made over PantherWeb.
Application Fees
A $20.00 non-refundable application fee is required for all new applicants residing in Florida, except dual enrolled high school students, and a $30.00 non-refundable application fee is required for international students applying for admission. The posting section enters all of the student's information (i.e. name, social security number, residency status, etc) into the registration system. Based on the information the student has provided in their application, the student is classified as either an in-state or out-of-state resident. While the student must sign a residency statement, proof of residency is not required, If at a later date, the student requests that their residency status be changed from out-of-state to in-state, documentation of proof of Florida residency is required. PBCC applications and application fees are received by mail, in person or over PantherWeb. If a student submits an application in person to the Registrar's Office, the student can pay their fee at the Cashier’s Office once the information is entered into Panthernet. Application fees are also sent by mail to the Registrar's Office. The Office Clerk receives and sorts the mail. If mail contains application fees, the mail is forwarded to the designated Registrar employee with a log. This person restrictively endorses the checks. An employee of the Registrar’s Office forwards the checks for application fees with the original copy of the mail log to the Cashier’s Office daily. The Registrar's Office maintains a copy of the mail log for their records. The cashier counts the receipts in the presence of the representative from the Registrar's Office and both sign off on the log. The validated receipt for each item listed on the log is attached and then the log is filed with the receipts attached. Applications received online or in person are forwarded to the admissions section of the Registrar's Office.
Transcript Fees
There are no fees charged for transcripts.
Registration Fees The registration system automatically computes the registration fees due from the student based on the information in the system that includes the student's residency status, course code, and credit hours. Fees in the system are approved by the Board and are in accordance to Florida State Statue 1009 et al. Students can register for PBCC classes in person, at any campus Student Services Office or over PantherWeb.
Other debts/fees owed to the college
Other fees such as parking fines and testing fees are charged. These fees are listed in the Fee Schedule which is approved by the Board of Directors.
Processing Payment of fees
Students must pay fees by their payment due date. The calculated payment due date is printed on the schedule fee receipt. If payment is not received by the payment due date the classes will be dropped for non payment. Payments are accepted in the following manner: Cashier’s Office during posted operating hours.
Each office accepts cash, check, money orders, Visa, MasterCard or Discover. Wire transfers can be arranged through the Cashier’s Office. Drop Boxes located outside each Campus’ Cashier’s Office.
Payment left in Drop Boxes can be made with a check or money order.
Drop box payments made less than one hour prior to posted operating hours will be posted the following business day. A Drop Box is located outside each campus Cashier’s Office. The Bursar at each campus has the key for their Drop Box. The Drop Box is rarely used except during peak payment times (Fall, Spring). The Drop Box is check twice on a daily basis, once in the morning and once in the evening. Any payments in the Drop Box are processed immediately. College website, www.pbcc.edu.
Payment over the web can be made with a Visa, MasterCard or Discover. Mail in payments must be received by the due date listed on student’s schedule fee receipt. Only a few checks (for payment of tuition) are received in the mail during the course of the year. A mail log is not kept because of the infrequence of mail receipts and because the check is immediately processed and not forwarded to another office. Payment can be made with a check or money order and mailed to the Cashier’s Office at the following address:
Palm Beach Community College
Mail Station 11
4200 Congress Avenue
Lake Worth, FL 33461 No payments are accepted over the phone
The student can bring their class schedule/fee schedule to the Cashier's Office or PantherWeb to pay for their tuition and fees or just supply the cashier with their student id number. Due dates are established by the Registrar’s Office and Cashier’s Office. The student must pay their fees before the due date printed on their schedule or they will be dropped from the system. If fees are not paid by the end of the due date, the College's will run a Drop for Non Payment job that will automatically cancel the student's registration.
Students wishing to drop or add a course during the add/drop period can do so at the Registrar’s Office or over PantherWeb. If the student wishes to drop or add a course at the Registrar’s Office they must complete the course request form available in the Registrar's Office. The student enters their name, social security number, all course information, and signs/dates the form. The student takes the completed and signed form to the Registrar's Office for processing. The processing procedures for dropping or adding a course during the designated period is similar to those procedures described for the initial registration process mentioned above. The drop/add forms are filed in the registrar's office by term.
The processing procedures for dropping a course during the designated period will result in the student's fee schedule indicating an overpayment (i.e. Student Bank) if the student had previously paid for their classes. The Student Bank amount will show as “Funds available” on the student’s schedule. When the student's class schedule/fee receipt indicates a refund, that money can be used to cover other classes the student wishes to add to their schedule. Refunds are not issued to students until after the add/drop period because of the frequency of the changing of the classes during the add/drop period. If a student drops a course before the 100% refund date of the course, the student is eligible for a 100% refund. If a student drops a course after the 100% refund date of the course, he is ineligible for any refund; it is considered a ‘withdrawal’.
When a student pays for tuition and fees, the cashier enters the student's Student ID per the student's class schedule/fee schedule into PantherNet. The student pays the fees per the class schedule/fee schedule with cash, personal check, a money order, or credit card (Visa/MasterCard/Discover) at the Cashier’s Office or with Visa/MasterCard/Discover over PantherWeb. The cashier enters the amount paid into Panthernet. For every transaction processed, PantherNet generates a consecutive receipt number. This number is maintained in PantherNet. The receipt number cannot be reset.
Payment of fees can be made in the following manner: cash, check, Visa/MasterCard/Discover, money order, wire transfer
Central’s Bursar uses the information on the cash summary report to reconcile to the daily Cashier Reconciliation Report and the daily CC cash entry made in PantherNet. The Cashier Reconciliation Report is a compilation of the day's transactions by campus, cashier, and payment type. The cashier’s office maintains a daily Receipt Log of all the receipts issued on a daily basis as well as the Cashier Reconciliation Report.
Cash summary report envelopes from North, South, and Glades campuses are received by the Cashier's Office at the Central campus on a daily basis. Upon receiving these cash summary report envelopes, the central campus Bursar checks the supporting documents against the Cash Receipts Journal and the information given to her by phone the previous day. If everything appears in order, the cash summary report envelopes are then filed in the vault by date. - Tuition Payment Plan
Students can pay for their PBCC education in affordable, interest-free installments using the TuitionPay Plan, administered by Sallie Mae.
Check Receiving Procedures
When accepting checks for payment, please confirm the following:
Check must be made out to PBCC or Palm Beach Community College. Check must be dated – no post dated checks. Check must be signed. If entering into Panthernet, please include receipt #. If not entering into Panthernet, include student ID #.
Reconciliation of Fees
Each cashier performs nightly drawer reconciliation when they close for the day. The cashier fills out a cashier reconciliation sheet at the end of the day. Attached to the reconciliation sheet are the College’s copies of any Visa/MasterCard/Discover payment. This information is filed in a daily activity envelope in the vault after the deposit and the Central Bursar performs reconciliation.
The following morning, the Bursar counts the cash, personal checks, and schedule of credit cards, and reconciles it to the Panthernet Cashier Reconciliation Report. The individual Cashier Balancing Sheets with all the necessary tapes and Visa/MasterCard/Discover reports are placed in the cash summary report envelope. On the face of the cash summary report envelope, the cash summary is prepared, noting any adjustments. Cash summary report envelopes, for each campus and for each business day, are filed in the Cashier's Office's vault by date. She then prepares the bank deposit slip for the total amount collected less any credit card payments. The cash, checks, and bank deposit slip are then placed in a locked deposit bag. Only the Bursar and the bank have the keys to the locked bag. When the bags are not in use, the keys are kept in a locked drawer in the vault only the Bursar and Accounts Receivable Manager have a key to.
Brinks then picks up the bag and deliver it to the bank. If Central Bursar is absent, AR staff prepares the bank deposit. After the bank processes the deposit, a validated deposit slip is returned to the Cashier's Office where Bursar compares it to the cash summary report. The validated deposit slip is then filed in the appropriate cash summary report envelope. Cash summary report envelopes, for each business day, are filed in the vault.
The North, and South, makes their own bank deposits using the services of Brinks. The Belle Glade campus makes its own deposit to the bank due to the small amount. Each business day, the North, South, and Glades campuses email to the central campus Bursar the individual Cashier Balancing Sheets.
Check Cashing Safeguarding Cash Other CASH COLLECTION LOCATIONS
Cash collections outside of the Cashier’s Office must be approved by the Finance Department prior to any collection of monies. Proper internal controls are the responsibility of the Department collecting the monies. The Department will either have their own specialized software that will issue and official pre-numbered, consecutive receipt or the Department will use handwritten Official PBCC pre-numbered receipts.
Once the Central Cashier’s Office issues pre-numbered receipts to any decentralized locations, a spreadsheet of pre-numbered receipts by locations (library, dental, etc) is maintained by the Central Cashier’s Office and each campus if the pre-numbered receipts were issued on that campus. All unused pre-numbered receipts are kept in the vault in each of the campus Bursar’s Office.
The receipt spreadsheet contains the following information: An accounting of all receipts used and validated by date and number. An accounting of receipts issued and receipts still on hand.
Authorized cash collections outside of the Cashier’s Office are as follows:
Theater Box Office
Box Office personnel issue tickets to individuals for cash receipts. Tickets are made through the Wintix/Folio Ticketing Computerized System, ticket sales are recorded on a Daily Deposit Record after the computerized system closes and issues an End of the Day Report with a summary of ticket sales. The Box Office Supervisor files the original reports daily.
Once the cash in the drawer agrees to amounts on the reports, the Box Office Supervisor or employee prepares a Daily Deposit Record, which is taken to the Cashier's Office daily for depositing. The cashier verifies the Daily Deposit Record, in the presence of the manager who ensures that the deposit agrees with the collections. The cashier records the Theater receipt into Panthernet and gives it to the manager.
Each ticket has an audit stub that is detached by the Box Office when the ticket is requested at the Theater's entrance. If the ticket is complimentary or sold at a discount, the audit stub is marked with a $0 and printed as either "complimentary" or "discount", with the price received also noted. Dental Department - Central
Dental Hygiene office personnel maintain its own computerized system. A Dental Department employee remits a daily sales summary log and cash collections to the Cashier’s Office. The cashier records the receipts in Panthernet. The Dental Department employee ensures that the amount deposited agrees with the amount remitted. The cashier returns the Panthernet receipt to the Dental Hygiene employee to be filed. Library - Central
Library personnel issue pre-numbered receipts for revenues collected for overdue book fines and for lost books. The librarian takes pre-numbered receipts and funds collected to the Cashier’s Office twice a week. A cashier deposits the receipts in the presence of the librarian in the cash register and prepares a counter receipt that is validated by the cash register. The validated counter receipt is given to the librarian who verifies that the amount deposited agrees with the amount remitted. Cosmetology - Central Testing
The testing center issues pre-numbered receipts when the cashier’s office is closed, typically after hours and on Saturdays. Massage Therapy - South Fund Raising Child Care-North & Central Vending Cash Pick Up Appointed PBCC employee (not from Cashier’s Office for internal control purposes) will have the keys to empty the money from the Panther Card machines. This function would be similar to many other cash transactions such as: Cosmetology Massage Therapy Dental Theater and other several related Campus/Site collections.
Good internal controls will be followed including transfers and receipts.
Appointed PBCC employee will call the Security Office on a regular basis – if needed in order to have an escort. If a Security Office employee is not needed for an escort, that is acceptable. (This is generally the case, average cash carried should not be conspicuous, and is usually <$200, unless there is a need, security may not be warranted.) Per above, vary the times when monies are delivered to cashiering Try using ‘closed’ times so that students are not alerted to the process.
Appointed PBCC employee will open the Panther Card vending machine in the presence of another staff member (or Security Office employee). Appointed PBCC employee will print out a report from the vending machine that will verify the amount of money. Appointed PBCC employee will place money into a zip bag, or other approved inconspicuous container, which may then be concealed, in order to transport the money back to the Cashier’s Office to be deposited. Appointed PBCC employee will count the money to be deposited; this should be counted in the Cashier’s Office, out of plain sight when possible. These monies usually need sorting etc, and should not be done in a waiting area, etc. If this is a small amount, and much sorting is not needed, and there are no other public customers waiting, simply present the monies to the cashier.
Appointed PBCC employee will fill out a log sheet/deposit sheet requesting the funds be deposited into account. The report from the vending machine will also be submitted to be verified by the Cashier’s Office. (Cashier: Use Miscellaneous Receipt Code CS) Cashier will verify the deposit and then provide a receipt to that person who had deposited the money. Reports will be generated by the Finance Department to verify cash collections
Cashier Window Deposit to PantherCard
Students are now able to make a deposit to their PantherCard at the Cashier Window. They should be advised that these deposits are not immediately available and may not be available until the next business day. If students need immediate access to their funds, they should utilize the card management centers (CMC Machines) or make an online deposit. Students can access the online deposits via their PantherWeb log-in.
To accept a PantherCard deposit:
- Use miscellaneous receipt code PC, which provide the correct account number for the deposit (PC 10000000 00 21108).
- Send an email to panthercard@pbcc.edu with the student's name, ID number, and the amount of the deposit.
- The deposit will be available to the student by the next business day.
Questions about deposit availability should be directed to Jessica Mrozek, ext. 1-3567.
Waivers
If a student does not pay for his tuition and fees in full by the payment due date the student is automatically dropped from the registration system when the Drop for Non Payment is run. Therefore, no late fees are assessed. However, if the student has a fee deferral or waiver, the student will not be dropped from the registration system. Fee Waivers are processed through the Cashier’s Office as an Accounts Receivable coverage contract.
The college grants waivers for the following purpose. Full-time College employees (employed for at least six months) and their dependents may be allowed to enroll on a space available basis (refer to DBT’s 6HX-18-5.76) Additionally, an employee or their dependent may register for classes during regular registration and pay for tuition and fees. If at the close of registration it has been determined that the course they have registered for has not reached maximum enrollment, the employee or dependent will be eligible for a refund for the fees paid. Once the waiver is granted on put in as coverage in Panthernet any money paid previously is automatically deposited into the student’s bank. Refunds are then processed through the normal refund procedures.
State Employee Fee Waiver Process
According to FS 1009.265 “As a benefit to the employer and employees of the state, subject to approval by an employee's agency head or the equivalent, each state university and community college shall waive tuition and fees for state employees to enroll for up to 6 credit hours of courses per term on a space-available basis.”
State Employees using the Fee Waiver Form would follow these steps:
The Student obtains a signed Fee Waiver Form from their employer. A Fee Waiver Form enables a student to take up to six (6) credit hours per term with waived tuition; special fees and lab fees are the student’s responsibility. Students may also use the waiver to take the equivalent to six hours in clock hours (180 clock hours), as long as the courses are creditable toward a program of study. (Courses toward a program of study means that courses must be in a PSAV program, not stand-alone courses.) The Student brings the signed Fee Waiver Form to the Campus Registrar's Office, and registers for courses on a space available basis. Students may not register for courses until the day after add/drop has ended. Any student registering before this time is ineligible to use the fee waiver form.
Note: Due to the delay in some information, if the student registered ahead of time, but dropped by end of Add/Drop, or can express that a College employee gave invalid registration information, please be sensitive to this situation this term and allow the student to use the waiver. The Registrar, or approved staff, will list eligible (approved) reference numbers on the bottom of the Fee Waiver Form and initial next to each course. The staff member should cross off any unapproved courses.
Eligible classes will be evaluated using the following criteria: The student did not register before the day after add/drop ended If there is at least one seat available, the staff member will register the student requesting the fee waiver, and initial the Fee Waiver Form.
If the student is an out-of-state resident, the Registrar/staff member must add a fee exemption record to exempt the out-of-state portion before the Cashier can waive the cost of the courses. Please note that the student will only receive in-state fees for the courses covered under the waiver.
Exemptions for the out-of-state portion will follow the following steps: Registrar/Staff Member will go to RG EX SE (Student Term Exemptions) In the LEFT-HAND column (*Exemption Code/Description), type “SEFW” (State Employee Fee Waiver). Depending on the type of courses being waived, either enter “6.0” in the Credit Hours column or “180” in the Contact Hours column.
The Student must take the Fee Waiver Form, with Registrar/staff signature to the Cashier for processing The Cashier, or approved Finance staff member will add the student to customer contract #69 for coverage with course constraints; any fees owed by the student will be collected after the coverage is calculated. Approved by VPs/Provosts Council, Finance Area – 11/5/02. Item 4 was added with clarification from State Representative and PBCC Cashier Area. This process is being handled the same way as Senior Citizen Registration to exempt the out-of-state portion Senior Citizen Waivers see FS 1009.26 and Board Rule 6Hx-18-4.27 Exemptions FS1009.25
Exemptions are authorized according to FS1009.25. Exemption of fees are handled by the Registrar’s Office. Deferral of Fees 1009.27
“Each school district, community college, and state university is responsible for collecting all deferred fees. If a school district, community college, or state university has not collected a deferred fee, the student may not earn state funding for any course for which the student subsequently registers until the fee has been paid.” Accounts Receivable
Palm Beach Community College will only do business with those agency/companies that have been authorized by the Accounts Receivable Department. The agency/company must submit a Billing Application prior to any coverage of fees. New Agencies and Companies who have been authorized by the Accounts Receivable Department are submitted to the District Board of Directors on an annual basis for their approval.
Purple Heart Fee Waiver Process
According to FS 1009.26 “A state university or community college shall waiver undergraduate tuition for each recipient of a Purple Heart or another combat decoration superior in precedence who: - Is enrolled as a full-time, part-time, or summer-school student in an undergraduate program that terminates in a degree or certificate;
- Is currently, and was at the time of the military action that resulted in the awarding of the Purple Heart or other combat decoration superior in precedence, a resident of the state; and
- Submits to the state university or the community college the DD-214 form issued at the time of separation from service as documentation that the student has received a Purple Heart or another combat decoration superior in precedence.
Such a waiver for a Purple Heart recipient or recipient of another combat decoration superior in precedence shall be applicable for 110 percent of the number of required credit hours of the degree or certificate program for which the student is enrolled.”
Students using the Purple Heart Fee Waiver form would follow these steps: - The student goes to the Registration Office to complete the Purple Heart Fee Waiver form.
- The Registrar, or approved staff, will verify the student’s eligibility and authorize form.
- The student must take the Fee Waiver form, with Registrar/staff signature, to the Cashier for processing.
- The Cashier, or approved Finance staff member, will add the student to customer 69, contract specified for correct term, with course constraints. Special fees and lab fees are the student’s responsibility. Any fees owed by the student will be collected after the coverage is calculated.
Accounts Receivable Make sure Billing Application is on File with Accounts Receivable Office. If Billing Application is not on file with AR Office, then the Agency (Vendor) must complete the necessary paperwork which is sent to Board of Trustees for authorization. Agency or PBCC staff coordinator must talk with Accounts Receivable Office to determine how the Agency (Vendor) contract should be set up in Panthernet.
Check list: term fee, tests, application fee, decals, sequence table, fee type, flat fee, fixed fee, variable fee, account to charge, special course fees? AR Office assigns a Customer Number to the Agency (Vendor). AR Office will update internal customer listing. AR Office sets up agency as a customer, assigns a customer # and sets up appropriate contracts. Make sure any key words are added to the contract (i.e. FIOG) Letter of Intent sent by Agency (Vendor) authorizing billing for students and/or courses. Letter of Intent must list Customer Number, Student ID Number, Course Id and/or Reference Number. Letter of Intent is given to Cashier’s Office to apply coverage. Registration forms are given to Registrar’s Office to register student OR Student registers themselves. AR Office will bill Agency (Vendor) for payment. Emergency Loans Board rule 6Hx-18-4.04
Emergency Loans
PBCC offers emergency loans in amounts up to $400 to students facing unexpected short-term financial difficulties. Loans are approved for documented financial emergencies at the discretion of the campus Financial Aid Coordinator. Students are limited to one emergency loan per semester up to a maximum of $400. A two percent service charge will be collected upon repayment of the loan. Failure to repay the loan according the specified terms may prohibit the student from receiving subsequent emergency loans from PBCC.
A student requesting an emergency loan completes the Student Loan Application. The Financial Aid Coordinator then interviews the student. If the application is approved the student completes and signs the “Emergency Loan Repayment Agreement.”
If the request is made at a campus other than Central, the campus Financial Aid Coordinator will perform the interview and fax the “Emergency Loan Repayment Agreement Form” to the Central Cashier’s Office who processes the emergency loan payment.
The Financial Aid Office submits the appropriate paperwork to the Central Accounts Receivable Department. A check request is made to the Accounts Payable with the necessary paperwork and the loan receivable is added on the student’s record in Panthernet. Once the receivable is recorded in Panthernet a finance hold is immediately placed on the student’s record that will not allow registration until the loan is paid in full. An obligation is placed on the student’s account for the amount of the service charge. Once the check is processed in Accounts Payable the check is then mailed to the student.
Campus Financial Aid Office will have the student sign the Emergency Loan Repayment Agreement. The campus Financial Aid Office will submit the signed agreement to the Central Cashier’s Office by faxing the agreement to 868-3080 or hand delivering it to the Accounts Receivable Office. Once the Accounts Receivable Office receives the proper paperwork, a receivable will be added to the student’s account in Panthernet along with an obligation for the service charge. A check requisition will be issued to process the emergency loan check and mailed to the student. The account charged will be the offset account used when creating the receivable. Central campus emergency loan checks will be held for pick up for the students. All other campuses emergency loan checks will be sent through regular mail or special arrangements can be made for the student to pick up the check on the Central Campus. No other persons can be designated to pick up a check for a student.
Billing and Collections
Students are billed on a bi-weekly basis (FIC665). Any outstanding student contract that has not been billed will be picked up and sent a bill accordingly. Once students are billed they will receive 2 additional past due notices (FIC665). The first notice is approximately 60 days after the date of the first bill. The second notice is approximately 90 days after the date of the first bill. Any student receivables that have not been paid in full after approximately 120 days from the date of the bill will be sent to a collection agency (FIC)
Write Offs Board rule 6Hx-18-4.50
Write-Offs
At the end of each fiscal year, the College writes off the amounts owed which are not expected to be collected. The amount written off consists of NSF checks, emergency loans, and student receivables. Except for receivables of $10.00 or less are written off after one year. All other write-offs are for amounts that have been outstanding for more than two years. The Accounts Receivable Manager acquires the information from the subsidiary accounts, prepares a detail and summary write off schedule and submits the information to the Board of Trustees for approval. Upon approval the receivable is written-off in Panthernet, which creates the appropriate accounting entry in Panthernet.
Refunds Board Rule 6Hx-18-4.29
The refund schedule is based upon the dates listed in the registration calendar that appears in the front of the College Catalog and Student Handbook. No refunds for the current term will be issued until the drop/add period for the term is completed. All refunds are subject to the recovery of debts/obligations owed to the college. Refunds are issued on a bi-monthly basis through out the semester. Refunds are issued in accordance with the method of payment. Payments made by credit card will be credited back to the credit card. Students paying with a check or cash will be issued a check. Without exception all refund checks are mailed. It is the student’s responsibility to have a current address on file with the Registration Office. If any part of a student’s tuition was paid by a 3rd party, doing official business with the college through Accounts Receivable, it will be refunded to that agency; except Florida Prepaid, which will be refunded to the student. If any part of a student’s tuition was paid by Financial Aid, some or all may be returned to the Financial Aid fund which had paid the tuition.
Any student who officially withdraws from college or reduces his/her course load prior to the end of the published add/drop period is automatically eligible for a full refund of refundable fees after the session add/ drop period has ended. No grade is recorded on the student’s transcript.
The appropriate account is automatically refunded on a pro-rata basis in those cases where a first time-at –the-college Title IV financial aid student withdraws from all credit classes after the end of the published add/drop period but not beyond 60 percent to the term. A grade of W is recorded on the student’s transcript and will not affect the student’s GPA.
A student who has to withdraw or is dropped form a class due to a PBCC error, change or other PBCC action, after the published add/drop period, shall be refunded 100 percent of the refundable fees upon the approval of the student’s refund request. No grade or attempt is recorded on the student’s record.
No other refunds are granted except in those cases where a student withdraws from classes due to a personal emergency beyond the student’s control as identified below. Refunds may be granted for up to 60 percent of the term under these circumstances and will be computed on a pro-rata basis. A grade of W will be recorded on the student’s transcript and will not affect the students GPA.
Refund Appeal Process
The refund - request process takes approximately four weeks. If the student is no longer attending, it is the student’s responsibility to withdraw from the course(s). Submitting a refund form does not officially withdraw a student from a class or the college.
Decisions will be based on the documentation provided. Students will be notified in writing of the Refund Appeals Committee’s decision. If approved, a students refund will be issued in the same method of payment originally submitted. Any financial obligations owed to PBCC will be deducted from the refund.
Refund requests received after the last day of the academic term of the request will not be considered except in cases of extreme circumstances or College error as determined by the Refund Appeals committee.
Required Documentation
Supporting documentation MUST accompany refund requests based on a PBCC action or personal emergency.
The following documentation is required:
Death of an Immediate family member - documentation of the death and the student’s relationship to the deceases. Immediate family members are limited to spouse, child, parent and sibling. College change or error – a letter from the appropriate College official documenting the situation in which the College was in error or initiated an action that caused the student to have to withdraw. Employment – a letter on company stationary indicating that the student’s employer changed his/her work schedule (listing old and new work schedule) and that this change prevents the student from completing the term. Medical – a letter from the student’s physician or health care agency specifically indicating an illness of such severity or duration that the student cannot continue in a course(s). The letter must include dated of the illness and treatment. Military Service – Documented involuntary call to active military duty.
Collection Agency Process
Add customers to COLLAGENCY-COLLECTION AGENCY TABLE (FI FT CT)
Make sure CUST-TYPE table has CA-Collection agency
Make sure CONTACTTYP table has AR-Collection Agency Account Representative
Add Obligation Type to be used for Collection Agency Assignment notification in cashiering.
Set flags on BILLING AND DUNNING SYSTEM PROFILE (FI CC AD BD)
Add customer to the CUSTOMER FILE (FI CC CC MR)- Must use same customer as on COLLECTION AGENCY TABLE. Must also be customer type CA-Collection Agency. Run job FIC921J1 parms:
Agency 1-W&F (on table and customer file)
Agency 2-Conserve (on table and customer file)
Last Dunning before assignment-D2
Minimum amount for assignment-50.00
Choose one:
Divide assignment by head count-N
Divide assignment by dollar-Y
Divide assignment by last name-n
Print information sheet-Y
Closing Date-06/30/05 (typically one year from date of assignment)
D0 Date- If dunning has not been implemented
Run job FIC921 in update when ready to send file
Other jobs:
FIC922J1 COLLECTION AGENCY DIRECT PAYMENT REP
FIC923J1 UPDATE COLLECTION AGENCY RETURN DATE
FIC924J1 COLLECTION AGENCY INVENTORY REPORT
FIC924J1 COLLECTION AGENCY INVENTORY REPORT
FIC926J1 COLLECTION AGENCY CLOSE(RETURN)
Florida Prepaid Automated Bill Process
Create On-Demand Bill through the normal process (Customer #27- ***). Can only do Regular FL PP and Local FL PP NOT Vocational FL PP. Print the On-Demand Bill which will start job FIC661J1 and provide you with the Bill id (Invoice #). This is needed for the next job. Run FIC860J1 with the following parameters:
Fiscal Year
Bill ID
Term
Calendar Year
This job will send the FTP file to the FIRN network. Verify with IT that the job completed. Notify Derek Gilyard at FL PP that the file is ready for pickup and loading to FL PP. Once the file is loaded to FL PP it is reviewed and closed out by PBCC AR. Do not ADD more students on the invoice. The FIC861 job will list out students not on the invoice. The FIC862 job can only exclude up to 10 students to NOT process. Updated file is placed by Fla. Prepay at the assigned regional data center. Assumed step in FCCSC environment. File is downloaded by the school (site specific process). Assumed step in FCCSC environment. The downloaded file is uploaded to the mainframe (site-specific program). Assumed step in FCCSC environment. Reconciled in report mode (FIC861J1) the uploaded file to the bill header and bill detail records. The reconciliation report will be used to determine what students, if any, should be excluded from the payment application process. A maximum of 10 students can be excluded from the payment process. Once the payment has been received from Florida Prepay, job FIC862J1 can be run. This job will establish a cashier session for the default Florida prepaid cashier id and location (as defined on the table). This process mimics the customer cashiering screen. A receipt will be generated for the payment. The cashier session will remain open for manual corrections under the supervisory screen and must be manually reconciled and closed. Error reports are generated. Session remain open and must be manually reconciled and closed by AR. Cashier session is FLPREPAY.
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