Kentucky State University Business Policies and Procedures Manual
Steps:
Beginning of term:
Update rate tables for upcoming term/academic year.
Ensure the billing setup is correct for all courses and course fees.
Update payment installment options, if applicable.
Collect information from students for third-party billing – e.g. Vocational Rehabilitation (Voc. Rehab), Kentucky Affordable Prepaid Tuition (KAPT) and other prepaid tuition programs, ROTC Army/National Guard, Veterans Administration (VA), etc.
Post registration, meal plan, and housing charges to student accounts.
Apply financial aid to student accounts.
Apply third-party credits to student accounts.
Send billing notification communications to students with payment instructions, due dates, and payment installment options.
Daily after beginning of term:
Run the billing process to post any new registration, meal plan, and housing charges to student accounts.
Run financial aid process to apply any new aid to student accounts at the end
Apply any new third-party payments to student accounts.
Process returned checks and e-checks:
Send billing notification communications to students with payment instructions, due dates, and payment installment options for new charges or changes in payment plans.
Apply return payment fees
Place account hold
Notify student
Bill Third-party Payers
Responsible position(s):
Bursar
Required documents and access:
Banner
Frequency and timing:
By term with monthly follow-up
Steps:
Verify that all third-party credits to student accounts have been posted.
Complete forms and supporting documentation required by each third-party payer.
KAPT
Voc Rehab