The Billing and Accounts Receivable System

BAR System TrainingANDREW TORRES

STUDENT ACCOUNTS

What will be covered today?

What is BAR?

Navigating through BAR

Posting, Revising and Reversing transactions in BAR

Billing Cycle and Collection Actions

BAR-Consolidated Bill Interface

Student Privacy

Reporting

What is BAR?Billing and Accounts Receivable System

Central AR System Where all charge and payment transactions are recorded

Types of Accounts, categorized by external indicator Student (blank)

Contract (C)

Writeoffs (W)

Non-student (N)

Summer (S)

Writeoffs-Summer Sessions (X)

Installment (I)

FEMBA/EMBA (M)

Writeoffs-E-loans (E)

BAR performs the accounting for all transaction through the accrual accounting method

What is BAR?Billing and Accounts Receivable System

BAR Access HoursSunday 12pm – Monday 8pmTuesday – Saturday: 6am-8pm

Navigating Through BARBilling and Accounts Receivable System

Levels of Access Inquiry vs. Update

Screen 4AM serves as a table of contents and breaks down screens as inquiry, update or table

Inquiry Screens These screens are used to review an account holder’s activity,

balance, refunds, etc.

Update Screens These are all transaction posting screens: Charges, Payments,

Waivers

Able to make transaction reversals

Navigating Through BARBilling and Accounts Receivable System

Go to OASIS and perform cursory training

First review all inquiry screens 415, 409, 419, 408, 412, 448

Then review transaction posting screens 430, 432, 438, 406, 462

Billing Cycle and Collection ActionsBilling and Accounts Receivable System

Students Electronic statements available online via the BruinBill

Statements displayed by term

Paper billing no longer provided to student population

Courtesy email reminders sent on the 1st &15th of each month to students and designated 3rd party members

Charges are assigned a due date of the 20th of the following month in which the charge is posted

Exceptions: Self-supporting programs on academic schedules abnormal to the standard tuition deadline have specific due dates assigned to them

Billing Cycle and Collection ActionsBilling and Accounts Receivable System

Non-Students Monthly Paper Billing Statements

A data file for paper invoices is produced on the 1st day of the month

Third party vendor creates the paper invoice and sends via USPS

Billing invoice displays all transactions posted within the prior month

Charges

Payments

Reversal Transactions

Charges are assigned a due date of the 20th of the following month in which the charge is posted

Deadline for departments to post transactions to BAR to have on next billing statement is 8pm on the last business day of the month

Billing Cycle and Collection ActionsBilling and Accounts Receivable System

Writeoff and Collection Process/Timeline BAR has 3 types of writeoff/collection processes

Non-Tuition Type Charges: 180 days from posting date

Tuition Type Charges: 240 days from posting date

Summer Charges: Accelerated writeoff process

Punitive Actions BAR utilizes different measures to enforce collection of outstanding balances

Holds on academic records, student services and enrollment

Delinquent Fees

Collection Letters

Billing Cycle and Collection Actions6 Month Cycle

Billing Cycle and Collection ActionsTuition Type Charges and Summer Writeoffs

Tuition charges are subject to an extended writeoff process Additional delinquent fee and collections cost charges assessed during

additional months in which a charge is past due

Tuition charges moved to “W” external indicator

Student Loans & Collections coordinates collection efforts for all written off balances

Summer Writeoffs Delayed writeoff process

Summer deadlines: May 20th for non-matriculated students, June 20th for matriculated students

Writeoff cycle begins end of August

Delinquent charges written off end of November

Charges written off to “X” external indicator

BAR-Consolidated Bill InterfaceBilling and Accounts Receivable System

All charges posted to BAR will feed over to Consolidated Bill (CB)

CashNet is the vendor UCLA services for the BruinBill display Exceptions: C, N, W, X, E accounts currently not displayed on the

BruinBill

Student (Blank), Summer (S), Installment (I) and FEMBA/EMBA (M) displayed

Housing, Parking and Transportation Accounts also displayed on BruinBill

User Emulation allows us to review an account holder’s BruinBill *in-depth training for CashNet available through Payment Solutions &

Compliance

http://uclacashmgmt.custhelp.com/app/answers/detail/a_id/1162/~/how-do-i-request-cashnet-access%3F

BAR-Consolidated Bill InterfaceBilling and Accounts Receivable System

Refund Schedule BruinDirect

Refund job runs Monday-Friday

Refunds approved by 10am, electronic file submitted at 10:30am

Paper Refunds

Paper check refund job runs weekly every Thursday night

Refund File created and approved every Friday

Accounts Payable processes file and prints check Monday for mailing

Exceptions

Contract Accounts refund once per year, October 31st

W, X, E accounts do not refund

Student PrivacyBilling and Accounts Receivable System

Family Educational Rights and Privacy Act (FERPA) Federal Regulation that guarantees students’ three primary rights

To inspect and review their student record

To seek to amend their student record

To have some control over the disclosure of their student record

Considers any student (regardless of age) attending a higher education institution as an adult

Only the student can authorize the release of their personal records (academic, financial, etc.)

Student PrivacyBilling and Accounts Receivable System

As an education official, one must safeguard all student records in your custody and control

Unless the information is being shared with other educational officials, you must secure either written authorization from the student, or the student must assign third party access to an individual

In OASIS, we can view if an account holder has assigned 3rd party access by navigating to the S3P screen. The 3rd party logon, name and access granted to individual displayed

Student PrivacyBilling and Accounts Receivable System

Personal vs Public Information Personal

UID, SSN, race, ethnicity, nationality, gender, financial transactions, grades

Public

Name, address, telephone number, email address

Public information is generally releasable, however, at UCLA, students have the ability to restrict the release of this information

ReportingBAR System Reports

Types of Reporting Applications Report Distribution Systems (RDS/View Direct)

Campus Data Warehouse (CDW)

These reporting tools provide various forms of reporting Downloadable Reports

Canned Reports

Ad hoc Reports

ReportingBAR System Reports

RDS/View Direct In addition to the monthly Financial System reports, AIS provides

three online reports for BAR

BR0BW040 – Departmental Notice of Writeoff

Lists invoices charged back to your FAU for 80% of unpaid balance (assigned to collection agency)

BR0BWB40 – Departmental Notice of Writeoff

Lists invoices charged back to your FAU for 100% of unpaid balance (assigned to collection agency)

BR0BWM40 – Departmental Notice of Writeoff

Lists invoices with returned mail flags charged back to your FAU for 80% of the unpaid balance

ReportingBAR System Reports

BAR CDW CDW is able to provide both canned and ad hoc reporting

functionality

Prior to getting access, users must have completed FERPA training

Ad hoc vs. Canned Reports Ad hoc: customized queries built by the user using BAR data

Canned: pre-programmed queries which can be emailed directly to the user(s)

How to Access CDW

Access CDW through the following link: http://cdw.qdb.ucla.edu

Will be directed to Shibboleth logon page

How to Access CDW

Under Subject Area Administration, select the Billing and Accounts Receivable folder

How to Access CDW

Select the Monthly Reports folder. This will provide you a list of canned reports available to run and download.