About Receiving Payments
Student payments are funds received from students typically that apply to a student's ledger and billing statement. This article covers how to record payments received by the institution itself (e.g. cash or check) versus credit card payments made by an applicant through self service.
Prerequisites
Configure transaction codes
Configure a third-party payment processor (Authorize.net or PayPal)
Configure application fees and related permissions
Institution Collected Application Fee
Navigate to the applicant
Navigate to main menu > Person Selected > Applicant
In the App Amount Paid box enter the application fee amount paid
Click Save
Because the application fee is not applied to a student's ledger, the fee is recorded only on the applicant detail page. It does not flow to Cash Batch.
Institution Collected Admissions Enrollment Deposit, Tuition/Fees, Housing Payments
Funds collected to be applied toward tuition and fees may be applied to student accounts through manual payment, ledger entry, fast cash or from a spreadsheet upload.
Manual Payment
This method leverages the same process utilized by a student. A payment recorded through this method will trigger an email receipt to the student.
Navigate to the student
Navigate to Person Selected > Payments
In the Manual Cash Payments complete the payment information; A receipt will email to the email address, if empty, the receipt will email to the student's preferred address
Click Process Payment
Payments will be returned to Cash Batch for posting to student ledgers.
Receipt
After clicking Process Payment, click the printable version button. A pop up will display that lists all payments received for the student that are in cash batch and have not been posted.
Ledger Payment
This method initiates recording of a payment from the student ledger. A payment recorded through this method will not trigger an email receipt to the student.
Navigate to the student
Navigate to Person Selected > A/R-Ledger Card
Click Add Cash Batch
Complete the payment information, including the Cash Received Amount and A/R Amount. For a payment, the Cash received is a positive number and the A/R Credit is a negative number of the same amount.
Click Save
Payments will be returned to Cash Batch for posting to student ledgers.
Fast Cash Payment
This method is recommended for recording multiple payments in one batch. For example, recording all checks and cash received during a workday at the Bursar's Office.
Refer to Cash Batch documentation.
Spreadsheet
This method permits the uploading of multiple payments from a spreadsheet.
Refer to Upload Cash Payments Using Spreadsheet.
Student Self Service Credit Card Payment
To collect payments by credit card, the institution must have a third-party contract with PayPal or Authorize.net. Once configured, students may log in to Campus Cafe to pay their balances.
From the student's perspective
Navigate to main menu > My Info > Payments
Enter an amount of at least $1.00 in the box (Do not enter a $ or comma)
Click Pay
Follow the prompts to complete the transaction