Overview

The Student Financials (SF) module of the Student Administration application is the repository of all billing and payment detail for students.  As payments are received from students, the SF module applies these payments to charges.  At the beginning and throughout each semester, any overpayments or excess Financial Aid are selected for refunding to students, either by ACH transfer or by physical check.

As a result of the above processing with in the SF module, three essential interfaces are generated and transferred to KFS daily (7 days per week).  These are:

1. Student receipts. 
2. Payment application to charges.
3. Student refunds.

 A brief description of each interface follows:

Student (cash) receipt transactions:

This interface contains the total receipts from students by any payment method accepted by the Bursar.  The transactions are posted by receipt "batch" with two transactions per batch.  One transaction is credited to account 9090116-2115 (Deferred Income Student) while the other is debited to account 9000001-1110 (Cash In Bank). Since these receipts affect the Cash position of the University, they must be posted to KFS daily (except Saturday) to permit reconciliation of KFS to the central bank account. 

Payment application (distribution) transactions:

As the name implies, these transactions result from the distribution of payments to charges.  While payments are posted to a central KFS account, charges have a different account number for each charge category; e.g. Tuition vs. Residential Life or Student Activity Fee.  In general, payment application transactions are summarized and credited to the various charge account with a single summarized debit to the Deferred Income account (9090116-2115).  However, if a charge is cancelled or reversed, the debit and credit accounts are also reversed.  These transactions have no effect on the Cash position of the University.

Student refund (disbursement) transactions: 

Again, as the name implies, these transactions represent credit amounts on a student's fee bill that are subsequently refunded to the student. The individual refunds are credited to account  9000001-1110 (Cash In Bank) with one summary transaction being debited to account 9090116-2115 (Deferred Income Student). By their nature, these transactions also affect the Cash position of the University.

Since the Student Administration is hosted on a UNIX server, multiple steps are required prior to processing the above transactions by KFS. These steps are:

1. Create the transactions via Student Financials batch processes on the UNIX server,
   1.  Jobs are maintained by UITS-EAS-Student Administration Systems Support.
2. Transfer the transactions to the KFS Batch Server.
1. Run SAPROD-PRDKFS-AFT.
3. Run the KFS batch jobs to process the transactions.
   1.  Jobs are maintained by UITS-Financial Systems (KFS) and Controller-Finance Systems.

 The server hosts and file locations for the transactions described above are as follows:

 The file format for the Student (Cash) Receipts, Payment Application (Distribution), and Student Refunds (Disbursement) transactions can be found by selecting this link.