About transaction codes

Transaction codes categorize charges and payments. For example, you may have a transaction code for tuition and another for technology fees.

The codes serve as the bridge between Campus Cafe and the general ledger and are associated with 1098-T preparation. For this reason, it’s important to involve your accountant or controller when creating or inactivating transaction codes.

Prerequisites

• Create a general ledger account to associate with the transaction code. For example, your tuition and technology fee transaction codes are separate and could both flow into the same broad “tuition and fees” account or to separate accounts.

Required permissions

Add transaction code

1. Go to Financials > Transaction Codes.

2. In Code to Add enter a short code for the transaction.

3. Click Add.

4. In the top section, complete the relevant items.

   • Description: The description of the transaction that shows on a student ledger/account statement. For example Technology Fee.

   • Account Type: Revenue type is used in various programs to determine if a student has been billed for the school year. The payment type is used in A/R reports to determine the last payment date. It also will constrain the list of available transaction codes on the Make a Payment page so that only cash type transaction codes are available for cash payments. The deposit type is used in A/R to determine next semester or year deposits. Transaction codes which are used to receipt F/A loans (i.e. debit cash and credit the F/A clearing account) the revenue code should be left blank. For cash payments against a student account, or miscellaneous cash payments, the account type should be a 'P' for payment. For transaction codes that are strictly revenue accounts like tuition, room and board the Payment Type should be 'R' for revenue.

   • On F/A Discrepancy: Set to Y if transactions associated with this code should appear on the Financial Aid Discrepancy Report, which list discrepancies between the F/A entries and the cash receipt entries. For example, a loan is received for a student and the student account is credited and the loan clearing/exchange account is debited. On the cash receipts side, the cash account is debited, and the loan clearing/exchange account is credited. You want to ensure that all accounts are appropriately debited and credited, so you set loan transaction codes to Y so they appear on the report for review.
     All transaction codes for scholarships, revenues, payments, etc., should be set to blank.

   • Report Code 1098T: Scholarship places transactions associated with this code in the 1098-T scholarship box (Box 5). Tuition places transactions associated with this code in the 1098-T payments received for qualified tuition and related expenses (Box 1). Not selecting an option excludes transactions associated with this code from the 1098-T altogether. Refer to 1098T documentation.

   • Payment Code 1098T: A Y indicates the code represents a qualified payment reportable under the 1098-T (Box 1). Leave blank if not a qualified payment. Refer to 1098T documentation.

   • Credit Card Type: Customizable text to describe the credit card type (American Express, etc.) associated with the transaction. If using Campus Cafe to take application fees or enrollment fees this field must remain blank for all transaction codes.

   • Title IV Award Type: Federal financial aid summary reports are grouped by these values. For example, all transaction codes associated with PELL will be totaled together. The is also utilized by the National Student Clearinghouse report option that specifies whether to include only students who have received Title IV aid in the report or all students. The NSC report determines students who have received Title IV aid by evaluating students' transactions codes where this field is not empty. Additional items may be set using STParm BCFAT4, however, they will not appear on the delivered Title IV report in base reports.

   • Inactive: Select to indicate transaction code no longer in use. Because transactions are tied to student bills and your general ledger, use this rather than deleting a transaction code.

   • Activate Cash Preset Distribution AutoFill: When posting cash to a student's ledger, allows the activation of the Auto Fill button to automatically create the offsetting accounting entry.

   • Ninety Ten: For use by institutions that must report if 90 percent or more of revenue is derived from the federal government funds. A 10 indicates non-federal funds. A 90 indicates federal funds. NI indicates non-institutional charges. IP indicates Presumption amounts. These are revenue (fund) sources that can be calculated against institutional charges before Title IV funds. ST indicates a stipend record. If you don’t see ST and use stipends, contact Campus Cafe Support. May be left blank.

   • 90/10 Federal Funding Percentage: For use by institutions that must report if 90 percent or more of revenue is derived from federal government funds. This allows an institution to identify a specific percentage of the transaction that is federally funded. This will accept up to 1 decimal point.

   • Student Refund Default: A Y indicates the transaction code is used for processing student refunds that might be caused by an over payment or financial aid exceeding the student’s cost.

   • 3rd Party Reimbursement: Not in use

   • PET#: The Project Expense Tracking number. An optional way of grouping transactions.

   • Code CC-GL-Fund: The General Ledger account the transaction is associated with.

   • AR Override CC-GL-Fund: The AR account the transaction should be associated with, which will override the receivables account listed on the General Ledger Funds detail page for the associated fiscal year.

   • Override CC-GL as Cash Account: This box applies only to cash transactions; not billing transactions. If selected, specifies the code in Code CC-GL-Fund as a cash account. Transactions utilizing this code will send cash to this account rather than the default cash account. The default cash account is defined on the Fund Master screen.

5. In the Preset Distributions define if the transaction is split among general ledger accounts. Select the GL account, then define the percentage or dollar amount and click Save Distribution

6. Click Save.

Configure manual payment choices

By default, when an administrator records a manual payment for a student, Campus Cafe only transaction codes with an Account Type of P - Payment will be presented. If you wish to allow an administrator to select any transaction code, you’ll need to adjust this setting. This is unusual because typically payments are recorded using only payment transaction codes.

1. Go to Admin > Custom Control.

2. In Search enter WEBPAYMENT.

3. Next to Seq Num 4, Parm 1 click the pencil.

4. In Parameter Value 1 to limit options to only payment options enter Y. To display all transaction codes enter N.

5. Click Save.