About enrollment (tuition) deposits

You may require an accepted applicant to place a deposit to secure their space in the upcoming class. This is often known as an admissions, enrollment or tuition deposit. An enrollment deposit applies to the student's ledger and tuition, unlike an application fee.

Separately from an enrollment deposit, you can also ask accepted applicants to place a housing deposit to hold their room in institutional housing. Like an enrollment deposit, the housing deposit applies to the student’s ledger.

Prerequisites

• Contract with and configure a third-party payment service, either Authorize.net or PayPal.

• Create an admissions application form.

Required permissions

Deposit transaction code

A collected enrollment or housing deposit must be associated with a Campus Cafe transaction code.

You may wish to create multiple transaction codes if you want deposits for enrollment and housing to be recorded differently in your financials. You may also need to create a transaction code to associate with a credit card convenience fee if you choose to charge one.

Additionally, each admission site may have a different transaction code associated with its deposits further allowing you to distinguish revenue sources.

Create transaction code

1. Go to Financials > Transaction Codes.

2. In Code to Add enter a brief name for the transaction code. For example, DE.

3. Click Add.
   
   

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4. Create the code in keeping with your institution's business practices. Refer to the transaction code
   documentation for information about each field.

   • Deposit Transaction Code: The Code CC-GL_Fund is the cash account used for the deposit transaction regardless if Override CC-GL as Cash Account is selected. If no preset distributions are defined, the amount paid will be posted to the student’s accounts receivable ledger as a credit to future tuition and fee charges. If the deposit should credit an alternate account the preset distribution must be added to direct the credit to that account.
     
     

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   • Convenience Fee Transaction Code: The Code CC-GL-Fund associated with the convenience fee transaction code is used to credit the convenience fee account. If preset distributions accounts are set up, they will not be used.

5. Click Save.

Associate transaction code with admissions site

You must associate each admissions site with a transaction code, even if you only have one admissions site. This allows you to “roll up” fees from multiple admissions sites into one account, keep them distinct or some combination thereof.

Enrollment deposit

1. Go to Admin > Custom Control.

2. In Search enter ADMISSDEP.

3. Click the pencil.

4. In Parameter Value 1 enter the admissions site number, followed by a dash, followed by the transaction code for enrollment deposits made by credit card. For example, if the fee for site 1 is associated with transaction code EDUCC enter 1-EDUCC. You can add additional sites by separating them with a comma.
   
   

5. In Parameter Value 2 enter the admissions site number, followed by a dash, followed by the transaction code for enrollment deposits made by ACH. For example, if the fee for site 1 is associated with transaction code EDUACH enter 1-EDUACH. You can add additional sites by separating them with a comma.
   
   

6. Click Save.

Housing deposit

1. Go to Admin > Custom Control.

2. In Search enter ADMISSDEP.

3. Click the pencil.

4. In Parameter Value 3 enter the admissions site number, followed by a dash, followed by the transaction code for housing deposits made by credit card. For example, if the fee for site 1 is associated with transaction code HOUCC enter 1-HOUCC. You can add additional sites by separating them with a comma.
   
   

5. In Parameter Value 4 enter the admissions site number, followed by a dash, followed by the transaction code for housing deposits made by ACH. For example, if the fee for site 1 is associated with transaction code HOUACH enter 1-HOUACH. You can add additional sites by separating them with a comma.

6. Click Save.

Configure credit card transaction surcharge

Payment processors typically charge a fee commonly known as a "swipe fee" per transaction. You can configure Campus Cafe to add a surcharge to a deposit. The surcharge may be a percentage of the total enrollment deposit amount or a fixed additional fee. The surcharge will be the same regardless of the credit card brand (e.g American Express, Mastercard, etc.) used. The surcharge won’t appear on the student's ledger. 

1. Go to Admin > Custom Control.

2. In Search enter PAYCONVFEE.

3. Next to Seq Num 1 click the pencil.

4. Choose whether to add a percentage to the deposit amount or a fixed amount. Only complete one option.

   • For a percentage in Parameter Value 4 enter a percentage of the payment (do not include a %).
     OR

   • For a fixed amount, in Parameter Value 5 enter the amount (do not include $).

5. In Parameter Value 6 enter the transaction code to associate with the surcharge.

6. Click Save.

Set deposit amount

1. Go to Admissions > Portal Configuration.

2. Next to the application for which to apply the deposit click the pencil.

3. Under the Amount Charged section enter the Deposit Amount (enrollment/tuition deposit) and/or the Housing Deposit Amount. Don’t include a dollar sign or commas.
   
   

4. Click Save.

Change admissions progress code to P - Deposited upon deposit

Once a student deposits, you can tell Campus Cafe to automatically change their admissions progress code to P - Deposited. This assists with reporting and can then trigger additional workflows such as the sending of a welcome email.

1. Go to Admin > Custom Control.

2. In Search enter ADMDEPPROG.

3. Click the pencil.

4. In Parameter Value 1 enter Y.

5. Click Save.

Configure permissions

Whether the pay deposit button appears is controlled solely by the applicant's permission group; the admissions progress code is not considered. As such, Campus Cafe recommends not allowing the applicant permission group to have access to this button. Instead, configure Campus Cafe to move admitted applicants to a new permission group and grant that permission group access to the deposit button.

• Permission #977 is required for the applicant to be able to pay the deposit

• Permission #978 is required for the applicant to be able to pay the deposit

• Permission #2003 controls whether the Social Security Number input appears on the deposit page; changes made will reflect on the applicant's Campus Cafe record

• Permission #2004 controls whether the applicant's billing address appears on the deposit page; changes made will reflect on the applicant's Campus Cafe record

• Permission #2005 controls whether the religious preference drop down appears on the deposit page; changes made will reflect on the applicant's Campus Cafe record

• Permission #2006 controls whether the applicant can choose to pay the enrollment deposit, housing deposit or both. If set to NA, the applicant will be ably to pay only the enrollment (tuition) deposit and not be provided the option to pay the housing deposit

Other groups that need to see this information, such as admissions staff, should also be provided this access.

Configure text on deposit and confirmation screens

You can configure the text that appears on the deposit payment and confirmation screens. For example, on the deposit payment screen you may wish to provide directions for an alternative method of payment if the applicant doesn’t wish to use a credit card.

Payment screen

1. Go to Admin > Adjustable Text.

2. In Search enter ADM_ONLINE_DEPOSIT_PMT_USAGE.

3. Click the pencil.

4. In Value (the larger box) enter the text to appear on the payment screen.

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Select which deposit to pay screen

Applicants may have a choice to pay the enrollment deposit and/or the housing deposits. You can provide them guidance on which options are available.

1. Go to Admin > Adjustable Text.

2. In Search enter ADM_ONLINE_DEPOSIT_USAGE.

3. Click the pencil.

4. In Value (the larger box) enter the text to appear on the deposit selection screen.

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Pop-up confirmation

1. Go to Admin > Adjustable Text.

2. In Search enter PAYMENT_DEPOSIT_CONFIRMATION_TEXT.

3. Click the pencil.

4. In Value (the larger box) enter the text to appear on the payment confirmation.

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Return link

After completing a payment an application is presented with a return link. You can tell Campus Cafe where to send applicants when they click the link.

1. Go to Admin > Web App.

2. In Search enter PAYMENT_RETURN_URL_DEPOSIT.

3. In Value enter the full URL. To return the applicant to the applicant status portal, enter https://***-web.scansoftware.com/cafeweb/tapestry?service=external/AdmAppStatus&reset=true replacing "***" with your school code.