Review Control Definitions

Transaction history data and the control definitions must be accurate. Correcting your control definitions prevents transaction data from becoming corrupted when creating student charges, miscellaneous charges, accepting payments, disbursing financial aid, or when producing third party scholarship-type receipts. Follow the steps below to verify the accuracy of your information.

Step 1: Update Year/Term Definitions

The Year/Term is required on the following windows for 1098-T eligible transactions in order for a transaction to be included on student 1098-T forms.

Financial Aid Transaction Entry
Invoice Entry
Miscellaneous Charges – A/R Charge Entry
POE Cross Reference: Choose the correct year/term combination for disbursement processing
Receipt Entry
Transaction Entry

Step 2: Review 1098-T Eligible Definitions

There are two options in J1 Desktop that may appear for 1098-T eligibility:

A checkbox that will allow you to indicate if the something should be included in the 1098-Ts

A 1098-T eligibility code that must be properly assigned (B, C, G, N, P).

Valid 1098-T Eligibility codes are as follows:

B 1098-T Eligible Box 1 and 5 (non-FA source codes)
C 1098-T Eligible Charge
G 1098-T Eligible Grant/Scholarship
N 1098-T Not Eligible
P 1098-T Eligible Payments

The following windows need to be reviewed for 1098-T eligibility flags and/or codes in order for transactions to be included on student 1098-T forms.

Benefits Control window
Charges: Check each charge code
Charges/Refunds Definition
Create Student Refund Invoices
Define Journal Source Codes
Fund Master
Miscellaneous Charge Codes: Check each charge code
Receipt Code Control: Check the receipt code your institution uses to identify third party scholarships and grants
Setup A/P & A/R Subsidiary Definitions

Step 3: Check Additional Definitions

Define Journal Source Codes window: Select the Payment Source checkbox to indicate which source codes (other than RC) are payment source codes that should be considered for inclusion in the calculation for Box 1 (Eligible Payments) on the 1098-T.
Year Term Subterm window: Ensure all year/term and year/term/subterm combinations have valid Start and End Dates