About the Stripe integration

If you accept payments through Campus Cafe for application fees, tuition, housing, etc., you need a payment processor to process the payment. You can use Stripe as an integrated payment processor to accept all forms of payment within Campus Cafe meaning your applicants and students receive a seamless payment experience.

You’ll need to set up an account directly with Stripe, which charges its own fees, typically based on the amount of the transaction.

While the Stripe platform appears as an in-page payment applet within Campus Cafe, we don’t process or store any payment values such as the credit card number or CVV, or bank account numbers. The integration captures and sends those values to Stripe independent of the institution’s Campus Cafe database. As such, Campus Cafe isn’t a financial institution or payment processor, and doesn't receive, transmit, or store payment information.

Prerequisites

• Create a Stripe account.

• Create transaction codes for payments.

• Create admissions and billing sites.

Required permissions

Configure Campus Cafe transaction codes

Before you build the connection between Stripe and Campus Cafe, you need to tell Campus Cafe how to account for payments submitted through Stripe. To do this, you’ll use Campus Cafe transaction codes that track back to your general ledger.

1. Log in to Campus Cafe.

2. Go to Admin > Custom Control.

3. In Search enter WEBPAYMENT.

4. Next to WEBPAYMENT Seq Num 2 Parm 1 click the pencil.
   
   

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5. If all your tuition, course and application fees from all billing sites are recorded to the same transaction code complete this step and then go to step 10. Otherwise, leave this parameter blank. In Parameter Value 1 enter the transaction code associated with payments made by credit card. Then enter a comma followed by the transaction code associated payments made by ACH. For example, if payments made with a credit card go to tutitioncc and those made by ACH go to tuitionach, you’d enter tuitioncc,tutionach
   
   

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   In this example tuition payments made by credit card would be associated with transaction code tuitioncc whereas those made by ACH would be associated with transaction code tuitionach.

6. Parameter Value 2 lets you associate application fees paid by credit card to a transaction code based on admissions site. For example, all your East Campus application fees can be associated with a different transaction code than your West Campus application fees.
   Enter an admissions site code followed by a dash followed by the transaction code. Separate each site-transaction code pairing with a comma. For example, you have an East Campus (site 1) and West Campus (site 2). You want application fees associated with the East Campus to go to transaction code appfeeeast and application fees for the West Campus to go to appfeewest. You would enter 1-appfeeeast,2-appfeewest
   
   

7. Parameter Value 3 lets you associate application fees paid by ACH to a transaction code based on admissions site. For example, all your East Campus application fees can be associated with a different transaction code than your West Campus application fees.
   Enter an admissions site code followed by a dash followed by the transaction code. Separate each site-transaction code pairing with a comma. For example, you have an East Campus (site 1) and West Campus (site 2). You want application fees associated with the East Campus to go to transaction code appfeeeastach and application fees for the West Campus to go to appfeewestach. You would enter 1-appfeeeastach,2-appfeewestach

8. Parameter Value 9 lets you associate tuition payments paid by credit card to a transaction code based on billing site. For example, all your East Campus tuition can be associated with a different transaction code than your West Campus tuition.
   Enter a billing site code followed by a dash followed by the transaction code. Separate each site-transaction code pairing with a comma. For example, you have an East Campus (site 1) and West Campus (site 2). You want tuition and fees associated with the East Campus to go to transaction code tuitioneastcc and tuition and fees for the West Campus to go to tuitionwestcc. You would enter 1-tuitioneastcc ,2-tuitionwestcc

9. Parameter Value 10 lets you associate tuition payments paid by ACH to a transaction code based on billing site. For example, all your East Campus tuition can be associated with a different transaction code than your West Campus tuition.
   Enter a billing site code followed by a dash followed by the transaction code. Separate each site-transaction code pairing with a comma. For example, you have an East Campus (site 1) and West Campus (site 2). You want tuition and fees associated with the East Campus to go to transaction code tuitioneastach and tuition and fees for the West Campus to go to tuitionwestach. You would enter 1-tuitioneastach ,2-tuitionwestach

10. Click Save & Back.

11. Next to WEBPAYMENT Seq Num 3 Parm 2 click the pencil.
    
    

12. In Parameter Value 2 if you plan to accept echecks enter Y. Otherwise enter N.

13. Click Save & Back.

Configure convenience fees in Campus Cafe

If you want to charge people using credit cards an additional fee to offset your swipe costs, you can tell Campus Cafe to add a fee that’s either a percentage of the total amount or a flat fee.

If you don’t want to charge a convenience fee, simply skip this section.

1. Go to Admin > Custom Control.

2. In Search enter PAYCONVFEE.

3. Next to PAYCONVFEE Seq Numb 1, Parm 1 click the pencil.
   
   

4. Decide whether you want to charge a percentage of the total or a flat fee for tuition payments.

   • For a percentage, in Parameter Value 1 enter the percentage as a number only. For example 3 would equal 3%. If you want a flat fee, leave this blank.

   • For a percentage, in Parameter Value 2 enter the flat fee as a number only. For example 5 would equal $5. If you want a percentage fee, leave this blank.

5. In Parameter Value 3 enter the transaction code associated with the convenience fee for tuition payments.

6. Decide whether you want to charge a percentage of the total or a flat fee for tuition admissions deposits.

   • For a percentage, in Parameter Value 4 enter the percentage as a number only. For example 3 would equal 3%. If you want a flat fee, leave this blank.

   • For a percentage, in Parameter Value 5 enter the flat fee as a number only. For example 5 would equal $5. If you want a percentage fee, leave this blank.

7. In Parameter Value 6 enter the transaction code associated with the convenience fee for admission deposits.

8. Click Save.

Configure Stripe

In Stripe, you need to create keys that allow Stripe to securely communicate with Campus Cafe.

1. Log in to Stripe at www.stripe.com.

2. In the lower left-hand corner click Developers > API Keys.
   
   

3. Create a Publishable key and a Secret key. Copy these keys now or later as you’ll need them when you configure Campus Cafe.

4. In Stripe, go to Developers > Webhooks.
   
   

5. Click + Add Destination.
   
   

6. In Events from select “Your Account” and search for the events payment_intent.succeeded and payment_intent.payment_failed and add them.
   
   

7. Use the checkbox to the left of the event to select it so it appears on the left, under Selected Events.
   
   

8. Click Continue, and select for Destination Type select Webhook Endpoint.

9. Click Continue.

10. In Endpoint URL enter https://<your school code>-web.scansoftware.com/cafeweb/tl/webhook/stripe replacing <your school code> with the 3-character code in the URL for your Campus Cafe environment.

11. Click Create Destination.

12. Once created, copy the webhook signing secret key. You’ll need this when you configure Campus Cafe. If you later need to This screen can be reached at any time by clicking the Up chevron in the lower right hand part of the screen, then clicking the Webhooks link along the bar of the “workbench” drawer:
    
    

13. In the upper right click the gear > Settings. On the screen that appears click Payments.
    
    

14. In Payments settings click Payment Methods.
    
    

15. In Payment Methods select the types of payment you’ll accept. Changing the active status for each payment method saves the page, no additional save click is needed.

Configure Campus Cafe

Now you’ll take the keys you generated in Stripe and put them in Campus Cafe.

1. Log in to Campus Cafe.

2. Go to Admin > Web App.

3. In Search enter Stripe. A list of configuration items appears.
   
   

4. Next to STRIPE_PUBLISHABLE_KEY select (check) the checkbox and click Edit Selected.

5. In Value enter the Publishable key you created earlier in Stripe and click Update.

6. Next to STRIPE_SECRET_KEY select (check) the checkbox and click Edit Selected.

7. In Value enter the Secret key you created earlier in Stripe and click Update.

8. Next to STRIPE_WEBHOOK_SIGNING_KEY select (check) the checkbox and click Edit Selected.

9. In Value enter the Webook Signing secret you created earlier in Stripe and click Update.

10. Go to Admin > Custom Control.

11. In Search enter WEBPAYMENT.

12. Next to WEBPAYMENT Seq Num 2, Parm 4 click the pencil.
    
    

13. In Parameter Value 4 enter STRIPE_FORM.
    
    

14. Click Save.

15. Go to Admin > Refresh Data Cache.

Customize Stripe payment form & receipt

You can adjust the design of the Stripe payment form that appears in Campus Cafe as well as the receipt.

1. Go to Admin > Adjustable Text.

2. In Search enter STRIPE_PAYMENT_FORM to change the form or STRIPE_RECEIPT to change the receipt.

3. In Value (the large box) enter any text or images to appear.

4. Go to Admin > Refresh Data Cache.

Payment verification

When students enter a bank account manually, Stripe will conduct a test to verify the account. This test involves a microdeposit of $0.01 into the student’s account, with a transaction code attached to the deposit that is to be entered into Stripe. The user will be notified of the additional step by Stripe upon submitting payment information:

Campus Cafe will offer two options for the user to verify their account information - the payment pending receipt page that appears immediately after clicking the “Back to” button from the above image:

Or, the user may navigate to their “Make a Payment” page to verify payment if the microdeposits take too long to appear in their bank account:

Once the user clicks “Verify Payment” or “Click to Verify”, they will be taken to a Stripe page to verify the code from the account Microdeposit:

Upon successfully verifying the code, the user’s payment will process in Stripe, and successful payment will be sent to your Campus Cafe environment and added to the Cash Batch.

Automatic Recurring Payments/Payment Plans

Configure Stripe Payment Plans

Campus Cafe’s integration with Stripe includes a recurring payment function to automatically process recurring payments. All Stripe payment functionality works with this feature (note: currently Credit Card and ACH/Bank Transfer payments are the only tested and confirmed payment methods for the Campus Cafe ↔︎ Stripe Integration)

To enable this feature, log in to your stripe account, and click the Developers toolbox link in the lower left hand corner of the screen:

From there, click Webhooks, and then click on the “Edit Destination” button:

In the “Edit Destination” screen, Select the following events from the drop down menu to enable them:
invoice.payment_failed

invoice.payment_succeeded

subscription_schedule.canceled

Click “Save Destination”

In Campus Cafe, Navigate to Admin → Web App and filter by “Stripe”:

Edit STRIPE_PRODUCT_NAME - this is the name of the subscription that stripe will create for recurring payments, and is what will appear on the receipts sent to the user. The default is “Recurring Installment Payments”

Refresh the Data Cache by going to Admin → Refresh Data Cache.

Apply Recurring Payment to an account

1. Navigate to the student

2. Navigate to Person Selected > F/A

3. In the Award Code drop down choose the payment plan code

4. In the Semester drop down choose the semester

5. In the Start Date Override box enter the date that will start the disbursement rule (Auto Debit Payment Plans must have their first payment scheduled for the next day or a day in the future.  You may not schedule the current day or a day in the past.)

6. Click Add

7. Click the "Override Default Rules" checkbox

8. Input the fixed payment amount and the number of payments

9. Check the "Collect and Setup recurring payments in Stripe " (If the box is not checked, auto-debit payments will not be created in Stripe)

10. Click Save

11. The user will then be prompted to provide a payment information that will be used for the auto-debit, once filled out, click Submit Payment to send the information to Stripe.

12. The system will automatically create installments in Campus Cafe as well as in Stripe

13. To review existing Subscriptions and scheduled payments, go to the Billing section of Stripe, on the left sidebar, and click “Subscriptions”:

    From there, the list of recurring subscriptions (Stripe Recurring Installment Payments) will be listed out by user ID, as well as email address and can be filtered by using the functions above the results grid:

Canceling Recurring Payments/Payment Plan

To cancel a recurring payment/payment plan, navigate to the student, click on Person Selected → F/A Transactions, and then click the Edit icon next to the payment plan:

From there, click the “Cancel Stripe Scheduled Payments” button:

This will cancel any future stripe scheduled payments for that subscription (note: if a user has a separate payment plan, that will be unaffected, and must be canceled by repeating these steps for that payment plan.) Any unpaid installments will be zeroed out, and the scheduled, gross, and net disbursed amounts will update automatically to reflect the money received:

This process will not refund previously submitted payments.