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Scope
Departments at the University often sponsor students to enroll in a
course(s) at a regional center of the School of Continuing and Professional
Studies, causing SCPS to bill the internal University department for
tuition and/or fees.
All SCPS centers participate in the internal transfer of state tuition
procedure at some point in time, however the main ones to perform this
transfer are the Charlottesville Center, Lynchburg Center, Northern
Virginia Center, Roanoke Center, and the Business Office. Hampton Roads
and Abingdon do use this process, however not as often as the others.
This method is practiced year round and does not occur at just one stage
of the semester.
System References [Top]
See IS Procedure "Expenditure
Batches in GM"
See IS Navigation "Journals
- Creating"
Policy [Top]
Bursar Functionality in the Integrated Student
Information System -- Policy IV.B.2
Responsibility [Top]
The student is responsible for initiating the request for payment of
tuition and fees by the student's department.
The SCPS center fiscal personnel are responsible for initiating the
transfer of tuition expenses to the sponsoring University department
and tuition revenues to SCPS.
Distribution [Top]
University employees who are potential SPCS students and sponsors
SPCS Business Office
SPCS Center Fiscal Personnel
Ownership [Top]
The School of Continuing and Professional Studies is responsible for
ensuring that this procedure is necessary, reflects actual practice,
and supports University policy.
Procedure Steps
[Top]
The transfer procedure is initiated and completed as follows:
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| 1. |
The student is responsible for providing a sponsor
letter from their supervisor to the center staff stating their department
will be held accountable for tuition and/or fees for the course.
The letter also includes the PTAO to be charged by SCPS. |
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| 2. |
The student is registered and the tuition charge is
generated in ISIS on the sponsor's BDA screen. An invoice is printed
for the charge. |
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| 3. |
At the start of the course, the SCPS center initiates
the internal transfer. Beginning in the Grants Management module
of Oracle, the sponsoring department's PTAO is debited for tuition
and/or fees and the SCPS PTAO (115607.101.SS00064.*315xx) is credited
using the GM expenditure type Revenue, SCPS ONLY, Tuition. This
completes the transaction for the Grants Management module of the
tuition transfer. |
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| 4. |
The General Ledger is accessed to ultimately have
the funds placed in the Bursars clearing account, 999798. A GL journal
entry is done to debit 20.115607.1005.4125. *315xx.0000 and credit
the SCPS clearing account, 20.102043.1005.4143.*315xx.0000. This
clearing account is used to track SCPS tuition revenues prior to
transfer to the Bursar clearing account. Once the state tuition
is credited to the SCPS clearing account, 20.102043.1005.4143.*315xx.0000,
another GL journal entry is done to debit 20.102043.1005.4143.*315xx
and credit 10.999798.1165.2440.20425.0000 (formerly 0-18500-24000).
The SCPS Business Office is the responsible party for these GL transactions. |
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| 5. |
Upon completion of the Oracle transactions, the SCPS
Business Office then posts the money to the ISIS account being billed.
Through an ISIS process, the Bursars clearing account, 999798, is
debited and the proper SCPS revenue account is credited. |
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*The center doing the internal transfer will use their
center's org in the crediting PTAO. Those orgs include the following: |
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Charlottesville - 31530
Hampton Roads - 31550
Lynchburg - 31555
Northern Virginia - 31560
Richmond - 31565
Roanoke - 31570
Southwest - 31575
SCPS Bus. Office - 31510
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| If questions arise concerning this process, please
contact Lee Early (2-5246) or Melissa Seal (2-5243) in the School
of Continuing and Professional Studies Business Office. |
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End of Activity
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