Jenzabar Campus Portal Features Help Hub

Desktop Accounts Receivable - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

2021.2
Enhancements
Updates to Generate 1098-Ts Window

Capping Options Locked for Prior Year 1098-Ts

When you open the Generate 1098-Ts window and select a prior year where 1098-Ts have already been processed, the capping options will be locked. You will see the capping option used to generate the prior year displayed as a read-only label. This is done to prevent you from accidentally selecting a capping option different from what was previously selected and reported.

Note

The system will check both the capping option flag and the 1098-T working tables to determine which capping option was used in the prior year.

Warning

Running the Generate option again using a different capping option would overwrite prior year box amounts and differ from what was actually produced for that tax year and what was sent to the government and to your students.

Updates to Payment Plan Window

Include Must Pay Courses Option

There is a new Include Must Pay Course Charges in Balance checkbox on the Payment Plan window. When this box is checked, any actual charges related to Must Pay courses will be included in the payment plan’s balance. If this box is unchecked and the A/R Configuration is set to include preliminary transactions, preliminary charges for Must Pay courses will still be included in the plan balance.

Note

The Include Must Pay Course Charges in Balance checkbox will be checked by default when a new Payment Plan is added.

RN_2021_2_Payment_Plan_MustPay.png
Resolved Issues

Issue

Description

RN24512

When a Must Pay Course had multiple charges, the payment generated more than one receipt transaction, but only the first receipt transaction contained a year/term.

Resolved Issues

Issue

Description

170456

The billing process was not honoring the preliminary charges settings for the billing period when run from the Campus Portal.

205614

On the Student Account Statements and Generate 1098-Ts windows, email notifications were sent to students who do not have the Institution Email and Notification Enabled checkboxes selected on the Address tab of the Name Entity window.

RN15136

On the Print A/R Statements, Select Billing Periods window, when the checkbox beside a billing period was selected or deselected, the Include on A/R Statements? checkbox on the Billing Period window was also selected/deselected. Changing the Billing Period selection on the Print A/R Statements window should only change it for the current statement run, not update the actual Billing Period table.

RN19268

The State and ZIP Code were misplaced in the 1098-T filer's box.

RN20296

The Payment Status for Online Gifts records was not set properly on the Process Internet Submissions window.

RN20869

When the Generate 1098-T process was run for individuals with a hyphen in their ZIP Code, the ZIP Code was formatted incorrectly on reports and forms for 2020 tax year.

Enhancements
1098-T Year End Updates for 2020
Self-Service Payment Plan Updates

Updates have been made on three windows:

  • Receipt Entry - Attach to Payment Plan window

    • The Attach to Payment Plan window now allows receipts to be attached to more than one month when payments for multiple months are made at one time.

  • Payment Plan window

    • The new First Payment Start Month drop-down in the Monthly Payments section on the Payment Plan window allows users to select both the month and day of the month to define when payment plan payments begin.

  • Add New Payment Plan window

    • The new First Payment Start Month drop-down on the Add a New Payment Plan window allows users to select both the month and day of the month to define when payment plan payments begin.

  • Self-Service Payment Plans window

    • There is a new Balance Locked checkbox on the Self-Service Payment Plans window. This checkbox allows users to prevent updates to the remaining plan balances during the recalculate process when changes affect the student's account balance. This option is only available prior to the plan's Recalculation Freeze Date.

    • Two new buttons at the bottom of the Self-Service Payment Plans window are enabled when an individual payment row is selected. The Detach Existing Payment button allows users to detach that payment from the plan it’s attached to. The Attach Existing Payment button allows users to select an existing posted receipt that was not originally attached to the payment plan when the payment was made.

    • The new Recalculate Plan button will run the recalc process for that student/plan combination to recalculate the remaining plan payments. This is the same recalc that automatically occurs when there is an event that affects the plan balance, such as new charges, adjustments, refunds, etc. Plans with the Balance Locked checkbox selected will not be recalculated.

Resolved Issues
Enhancements
New Process and Updates for the Generate 1098-Ts Window

Several updates to the 1098-T window have been made for this release. The process flow has been updated to the following order: Extract &Review 1098-Ts, Validate 1098-Ts, and Generate 1098-Ts.

  • In the Extract & Review section, you can now extract student data and determine the 1098-T Review Options (previously in the Generate 1098-Ts section).

  • In the Validate 1098-T section, you can customize and preview the Included Transactions, Excluded Transactions and Error/Warning reports after data has been extracted.

  • The Generate 1098-Ts section is now limited to choosing a 1098-T format, masking SSN, generating media, and publishing to students. All extracting, reviewing, and validation must be done from the other sections.

In addition, the following enhancements have been made in preparation for processing 2020 1098-T forms:

  • The Student Information Impacting Charges link is now available at the top of the Generate 1098-T window regardless of the section you’ve selected.

  • The Included Transactions, Excluded Transactions, and Error / Warnings reports have been organized and grouped by student. Each student will have a header section with student information, followed by a details section with any data populated for the student.

  • The Maintain Student Year Reporting Data window has a new read-only column, “Data changed since last extract” that will automatically be checked if a user updates data in the row.

  • The last used capping option will be captured and stored in the TaxYearDef table.

  • The 1098-T process has been updated for several box calculations in preparation for the upcoming 2020 year-end tax forms. See the Student Year Reporting table in the online help for more information.

  • The 2020 1098-T form is available from the Generate 1098-T’s window and with the Student Finance license you can publish PDF versions to students via the Campus Portal.

Resolved Issues

Issue

Description

RN12414

When a payment was made against a payment plan, the sign-up fee and convenience fee (MS) transactions were not updated with the billing period and year/term associated with the payment plan.

RN15010

When a student's account balance was updated and the payment plan freeze date was in the future, the payment plan payments were not recalculated correctly in some cases.

Enhancements
Non-Refundable Aid Funds for JFA Users With Open Items

The Create Student Refund Invoices process now supports schools using JFA with Open Items. A school configured for award funds that are non-refundable to the student awards a maximum amount and the fund is configured to be applied to specific charge fees. If the student does not use the maximum award amount, the Create Student Refund process updates the Financial Aid disbursement transactions on their receivable account and the student’s record in JFA accordingly.

Resolved Issues

Issue

Description

146604

The Receipt Entry window was not consistently setting the default value for the Distribution Priority field.

194921

The Transfer Subsidiary Balances process was not updating the new transaction with a 1098-T code, year, and term.

199363

An "Open Items Engine" error message appeared in certain data scenarios.

199408

The Generate 1098-Ts window was slow to open at some customer sites.

199991

Payment Plan Register, Payment Plan Aging, and Overdue Payment Plans windows only used the original query even when a custom query was selected.  The updated code now allows the user to select and execute their custom version of the report and not run the Original.

Note

As of 2019.4 this window no longer appends the report prompt criteria to the WHERE clause. Reports customized before 2019.4 must be re-customized to ensure the retrieval arguments are used as prompt criteria and not the appended where criteria. Customer reports created before 2019.4 that are not re-customized will not function correctly.

200231

The Generate 1098-T process displayed an error message when the Use Rules Based Update for PT/FT Definition checkbox was selected on the Registration Configuration window.

200286

The 1098-T Box 7 (Include Next Year's Amounts) calculation was not honoring the 1098-T Eligible designation on the Setup A/P & A/R Subsidiary Definition window.

200293

When generating 1098-Ts, half-time student calculations were incorrect when the Cap Payments By: Year option was selected.

200306

The 1098-T Post Process Warning Listing displayed the wrong name next to the ID number for some errors.

200434

The 1098-T Box 4 (Adjustments to Prior Year) amount didn't include transactions from certain source codes.

200845

The 1098-T Box 1 amount incorrectly included eligible charges for a prior year/term when there were no associated payments in the year being processed.

201498

Programs that weren't eligible to be copied for the selected catalog year weren't always being displayed in the "Not available to copy" section in the Copy Program Requirements wizard.

203321

The 1098-T Year Capping option was not consistently calculating amounts correctly.

205375

There was a performance issue in the Student Account section of the Student Home page portlet and the My Financial Accounts portlet.

205431

Several general security issues were addressed in this release.

206555

The payment plan recalculation process was not correctly adjusting the plan balance amount and unpaid payment detail amounts prior to the freeze date.

472560

There was a performance issue in the Student Account section of the Student Home page portlet and the My Financial Accounts portlet.

Enhancements
1098-T Year End Updates for 2019
Define the 1098-T Column in Fund Master

Previously, the Fund Master window cleared the 1098-T field and automatically assigned values based on the fund payment type. The column no longer operates this way. Now you should select the required value in the 1098-T Eligibility column of the Fund Master window when creating or editing a fund. Work with your business office to confirm that the fund code assigned is the appropriate code for 1098-T reporting.

Additional Updates for 1098-Ts
  • A new Custom Query checkbox on the Generate 1098-T’s window will allow customizing the student selection for generating 1098-Ts. When selected, users will be able to choose a custom query from a drop-down or create a new query.

  • All 1098-T forms will display legal names for any selected IDs. Users will not be able to access the Generate 1098-T’s window unless they have the appropriate permissions to view legal names.

  • The Reporting Method checkbox was removed from the Maintain Student Year Reporting Data window.

New Automatic Payment Plan Payments

Students can now set up automatic, recurring payments on their self-service payment plans. This feature will allow students to be billed automatically and help them save time and prevent late payments. Used in conjunction with the Authorize.Net Automated Recurring Billing functionality, Jenzabar One’s automatic payment plan payments will provide a reliable and convenient way for students to work with their payment plans.

Several windows in J1 Desktop have been updated for this feature:

  • Payment Plan window

    • Allow Students to Set Up Automatic Payments option lets you determine if students can set up automatic payments for each payment plan.

  • Self-Service Payment Plans window

    • New indicators for automatic payments will appear next to the payment plan name when a plan set up for automatic payments is selected on a student’s account.

    • Customer Profile ID, Payment Profile ID and Subscription ID information from Authorize.net will appear next to the payment plan balance information that will allow the staff/administrator the ability to reference the plan information tied to the student when they are viewing payment information on Authorize.net.

    • You can adjust automatic payment plan payments for a student using the Adjust Plan Payments button, and the adjusted amounts will update the corresponding Authorize.Net account.

    • There is a new Cancel Automatic Payments option available that will allow an admin to cancel a student’s automatic payments in the event a student is unable to do so from their Campus Portal.

    • Payment plans set up for automatic payments will not be auto-recalculated.  Any changes causing the plan balance to be changed will need to be updated through the Adjust Plan Payments option on the Self-Service Payment Plans window.

  • Receipt Entry Detail window

    • Users will now see an info icon next to payments that are part of a reoccurring automatic payment. Automatic payments cannot be included in the distribution of a new payment unless an automatic payment is late.

New Copy Payment Plan Feature

A new Copy button is available on the Payment Plan and Maintain Payment Plans windows. When you select an existing payment plan and click the Copy button a new plan is created with default data from the original plan. You can then edit the details and make any adjustments before saving. The plan name will be the same as the original with (Copy) at the end of the title. This feature will make it easier to create annual and reoccurring plans.

New Reversing A Payment Plan Payment

Payment plan payments with a posted receipt can now be reversed with the click of a button. When you click the Reverse Payment button for eligible payment plan payments, a receipt batch will be created to offset the original transaction, including any fees associated with the original payment.

RN_2019_5_SelfServicePaymentPlanWindow.png
Additional Updates to Payment Plan Windows
  • Drop-down options on the Maintain Payment Plans window for editing or deleting a payment plan were removed. Options now appear as buttons at the bottom of the window.

  • Drop-down options on the Self-Service Payment Plans window for making a payment, adjusting plan payments, or deleting a payment plan were removed. Options now appear as buttons at the bottom of the window.

  • The Add Plan button on the Self-Service Payment Plans window was moved to the bottom of the window along with the new options buttons.

  • Radio buttons for Year/Term, Billing Period, and Total Balance removed from the Add New Payment Plan pop-up window. The plan type will now appear in the drop-down when selecting an available new plan.

  • The Payment Made notification was updated to not show the Finance Charge and Late Payment Fees since they do not apply to the event.

Resolved Issues

Issue

Description

173877

For the 2018 tax year, customers reported issues with the 1098-T process because the 1098-T Eligibility flag was set to 'P' on both sides of the transaction (in rare cases). The 1098-T collection process should only look at the transaction history rows with the offset_flag of 'R'.

174595

In certain cases, some ID's were missing from the Included Audit Report.

194281

Performance issues related to the Generate 1098-Ts window have been resolved.

Caution

Before running the 1098-T audit reports, verify the Payment Year on the 1098-T Magnetic Media Control window is a four-digit number. If the Payment Year isn’t a four-digit number, the 1098-T audit reports will not run.

195557

The list of students on the Generate 1098-Ts window was displaying un-formatted Social Security Numbers.

196121

The Anticipated Aid and Disbursements & Adjustments process no longer populates the chg_yr_tran_hist and chg_trm_tran_hist columns on the non-receivable side of the transaction.

197904

Box 1 Amount was incorrect with 1098-T year capping in certain data scenarios.

Enhancements
New Student Tab on the Payment Plan Window

The Payment Plan window now includes a Students tab, where you can view a list of students that are either eligible (Available) or already signed up (Signed Up or Paid) for the payment plan. From this tab, you can see the list of students, and remove that plan from being available to a student if they still have the Plan Status of Available.

RN_2019_4_ex_PaymentPlan_StudentsTab.png
New Fee Options for Self-Service Payment Plans

New fee options for the self-service payment plans gives schools more control over the set up and cost of payment plans. There are two new fees, and two new settings:

  • Finance Charge: This fee is applied if the total amount of the plan balance is not paid in full.  Finance charges are calculated by the Generate Finance Charges process.

  • Late Payment Fee: Currently late fees are calculated when the Generate Finance Charges process is ran.

  • Days Late Before Late Payment Fee: Use this setting to choose the number of days past the due date a student can make a payment before the Late Payment Fee is applied to their account.

  • Calculate Finance Charge and Late Payment Fees by: Use this setting to determine if you want the student’s late fee or finance charge to be calculated on their outstanding account or plan balance.

RN_2019_4_ex_PaymentPlan_Fees.png
Improvements to the Payment Plan Assignment Window

The Payment Plan Assignment window has been renamed and redesigned for clarity. The newly re-named Payment Plan Availability window now allows you to select specific payment plans instead of all payment plans for each run of the process. You can also use the Preview button to do a test/preliminary run of the student and payment plan combination to ensure the results are as expected before posting eligible plans to students on the Campus Portal.

RN_2019_4_ex_PaymentPlan_Availability.png
Additional Updates to AR Features

Additional updates for Accounts Receivable includes:

  • The Generate Finance Charges process will now include Self-Service Payment Plans during the run.

  • Reporting for payment plans will now include both legacy and the new self-service payment plan information on the following windows:

    • Overdue Payment Plans Report

    • Payment Plan Aging Report

    • Payment Plan Register

    • Student Account Statements

    • Standard Account Statement

    • Account Statement with Schedule

    • Account Statement – Year/Term

    • Account Statement – Billing Period

Resolved Issues

Issue

Description

173880

The Generate 1098-T window was not using updated queries, so the process did not always display a correct list of students.

176501

When a payment was made against a self-service payment plan on the Receipt Entry window, any Sign-Up and Convenience fees (miscellaneous charges) were not automatically created as new subsidiary master rows if they didn’t already exist for the student.

176892

When generating the 1098-T magnetic media file, the country description was being included in the B records, which caused the files to be rejected by the IRS.

180663

Users encountered the following issues on the Receipt Entry Detail window:

  • Posted receipts showed an U (Unposted) status and continued to appear on the Receipt Entry window

  • Error message appeared when a user saved a previously posted receipt

183655

When a receipt batch was posted, the RECEIPT_HEADER.RECEIPT_STS column remained set to 'U' instead of updating to the proper 'C' status.

Enhancements
New Flag for 1098-T Eligible Subsidiaries

With the new 1098-T Eligible flag on the Setup A/P & A/R Subsidiary Definitions window, the Receipt Entry Detail window will only require the year and term to be entered if there is an ID Number entered and the Subsidiary Code associated with the A/R Code (Receipt Code) is flagged as 1098-T Eligible.

Resolved Issues

Issue

Description

124919

Declined payments were included in the RC batch.

171015

Both sides of the Voided Refund transaction were incorrectly being reported in the 1098-T Audit reports and in Box 1 of 1098-T.

171130

Customers reported that the 1098-T process should only include eligible charges that have the same year/term as payments made during 2018.

171784

This resolved issue includes the following changes:

  • Receipt Entry now requires the year and term when an ID number is entered and the selected receipt code has a subsidiary code assigned. Previously the year and term were only required when an ID number was entered.

  • Two new 1098-T eligibility codes let your school choose which transactions should go in Boxes 1 and 5 (non-FA Source Codes):

    • ‘B’ for 1098-T Eligible Box 1 and 5. When selected, the transaction is included in Box 5 and considered for inclusion in Box 1. This code should only be used for payments that are not financial aid transactions with a default source code of FA, LO, LN, or LD.

      FA, LO, LN, or LD transactions already have funds coded with an eligible flag (‘G’) and can be included by selecting the Apply to 1098-T Eligible Charges checkbox on the Fund Master window.

      Caution

      You must manually update any existing non-FA transactions with the appropriate codes to ensure the data collection process includes the right transactions in Boxes 1 and 5.

      To include applicable grants and scholarships in Boxes 1 and 5:

      1. Access the Fund Master window.

      2. Select G, 1098-T Eligible Grant/Scholarship from the 1098-T Eligibility drop-down AND select the Apply to 1098-T Eligible Charges checkbox. This assigns the non-FA transactions a ‘G’ 1098-T eligibility code.

      3. Save.

      To only include grants, scholarships, and/or other customer source codes in Box 5:

      1. Access the Fund Master window.

      2. Select G, 1098-T Eligible Grant/Scholarship from the 1098-T Eligibility AND ensure the Apply to 1098-T Eligible Charges checkbox is NOT selected. This codes non-FA transactions a G 1098-T eligibility code.

      3. Save.

      To include applicable grants, scholarships, third party payments, etc. handled outside of Financial Aid using other source codes such as MS/JL/RC/custom in Boxes 1 and 5, select ‘B’ from the 1098-T Eligibility code drop-down from the window being used to enter the transaction.

    • ‘N’ for Not-eligible. When selected, the transaction is excluded from the 1098-T process.

      These new codes are available from the following windows:

      • Receipt Entry

      • Transaction Entry

      • Financial Aid Transaction Entry

      • Miscellaneous Charge Entry

      • Invoice Entry

  • Audit reports have been updated to include the changes made to the 1098-T collection process.

FAQ

How does the process work for a 2018 payment that pays off a balance from 12/31/17?

If a payment transaction is dated in the 2018 calendar year and the year/term on the payment transaction is for a balance on a year/term in 2017, the payment is included in Box 1.  The calculation process looks back in the prior years for QTRE if a payment exists in the current calendar year for charges in a prior year.  It also looks forward if there is a payment in the current calendar year for a future year.

Should a payment for a prior year be coded to the year/term it applies to even though it is from a different year?  Would the payment only have an effect on Box 1 in the event QTRE for the current year did not exceed payments in the current year or is the QTRE cap getting bumped up to account for the unpaid QTRE in the prior year?

Payments must be coded with a year/term so that we can properly grab the related QTRE.  That is the only way to know what amount is their total QTRE in which their total payments can be applied.  If there is a payment to a prior year, year/term, then we will be including that prior year/term's eligible charges/expenses in the calculation for the QTRE amount.

If a school has not separated QRTE-payments from non-QTRE payments in the "P" code, does this mean Box 1 will be overstated? Will separate payments be needed in the future or will the C code still be there to allow a school to ensure payments do not exceed total QTRE?

If all payments are coded with a ‘P’, that will be the total amount compared to the total QTRE.  If a student’s total payments made in 2018 total $15,000, but their total QTRE is only $14,000, box 1 will only have $14,000.  If that student’s total payments were really for non-QTRE, they should really be split to ensure the most accurate amounts are used when the calculation process runs.  The ‘C’ eligible charge code will still be available as this allows the school to always know the total QTRE is and ensure an amount that exceeds that total is reported.

How are RC or MC source codes used for G transactions handled?

If those source code transactions should be included in both boxes 1 and 5, update the eligibility code to the new ‘B’ code. If they should only be included in Box 5, leave the eligibility code as ‘G’.

Will all RC transactions coded as a ‘G’ need to be changed to a ‘B’ in order for them to be included in boxed 1 & 5?

Yes, if you want those RC transactions coded with a ‘G’ to also be considered for inclusion of Box 1, they will need changed to a ‘B’.  Your IT staff can run a mass update SQL script so you don’t have to manually edit each one.

Will all FA Transactions that have a ‘G’ now be calculated within Box 1 & 5?

There are no changes to FA source code transactions.  As long as the funds are coded with a ‘G’, eligible grant/scholarship AND they have the “Apply to 1098-T Eligible Charges” checkbox selected on the Fund Master window, they will appear in Box 5 and be considered for inclusion in Box 1.

Does a school need to do an adjusting entry for students in a credit at the end of the fall term with funds rolling forward to the spring term to properly allocate those funds to the spring term?

If a payment was made to the fall term and that payment triggered an overpayment/credit on the student account and that amount is not being refunded but is being applied to the upcoming term, then yes an adjustment to reverse that amount of the payment from the fall year/term will need to be done so the amount is applied to the upcoming spring term. Then, as long as there are at least preliminary QTRE charges for the spring term, that payment will be picked up in the calculation of Box 1.

Would room and board pre-payments for 2018 fall and spring be incorrectly picked up as prepayments for spring of 2019?

Room and board are not eligible charges and are not picked up when calculating the total QTRE.

171972

Customers who applied the recent hot fix reported 1098-T audit reports were terminating prior to completion. To address this issue and improve performance, reports were modified.

172225

1098-T Box 1 calculation updates:

  • Calculation now includes Financial Aid for a prior year (non-adjustments)

  • A 0 is now displayed when the calculated amount is negative

  • Payment totals in the Box 1 amount on the Included Transactions Audit report and the amount being reported in Box 1 now match

Clarifications:

  • Exporting Audit reports to Excel: Audit reports consist of a collection of nested reports, which makes exporting to Excel challenging.  Listserv users have successfully exported the nested report that includes the details OR saved the reports as a PDF, converted the PDF to a Word document, and then copied and pasted the Word document text into Excel. These may offer an immediate solution while Jenzabar works on a better resolution for a future release.

  • If a payment was received in 2018 for a prior year’s QTRE, it should be reported in Box 1.

  • Prepayments: Payments collected in 2018 for an academic period beginning in the following year, the payment should be included in Box 1 if the student has QTRE for that future academic period. If there is a payment amount in Box 1 that reflects a future year/term payment, Box 7 is also selected.

    Caution

    To ensure the computation process works correctly and Box 1 is completed accurately, all payments must be associated with a year/term code. This lets the system know if a payment applies to the current reporting year, a prior year, or a future year!

  • Room and Board/Non-QTRE Payments: Room and board payments are non-QTRE and should not be included in Box 1.  Non-QTRE payments must be flagged appropriately so they are not included in the data collection process.

    Notice

    If a student has QTRE charges for 2018 of $10,000, non-QTRE charges for 2018 of $2,000 and a payment was made for $12,000, only $10,000 will be reported in Box 1 because only $10000 of their payment was for their QTRE.  If that student also has QTRE charges for 2019 of $5,000 and a payment for 2019 charges of $5,000, the amount in Box 1 will be $15,000 and Box 7 will be selected to signify a portion of the amount in Box 1 includes payments for a future academic period.

  • Box 4, Adjustments to a Prior Year: This remains the same for the 2018 reporting tax year.  Charge adjustments for a prior year are still reported. Box 4 will change to report adjustments to payments for a prior year for 2019 reporting. Until then there are no changes.

  • Payment Source Code:  This new flag was added in the December 2018 year-end releases. It allows schools to identify custom payment source codes for online payments in transaction groups without a RC source code. This ensures that the data collection process includes these payments. There have been questions regarding what other source codes should be flagged, like IV. It is important to remember that you ONLY want to flag the source codes in which you are entering payments or receiving payments within - such as RC.  Transactions within other source codes will be picked up appropriately as long as they have been flagged as 1098-T eligible.

174997

Budget notification roles were not visible in the Set Up Notifications window.

176135

The "Order Statements By" radio buttons recently added to the Student Account Statements prompt were overriding any sort order customizations made to the reports. The "Order Statements By" radio buttons were removed.

Enhancements
1098-T Year End Updates 2018
  • Form Changes

    • New IRS requirements to populate Box 1 for the total payment amount of eligible charges

    • Box 2 should be empty

    • Check Box 3 since the reporting method changed from “amounts billed” to “payments received”

    • Box 4 has no changes this year

    • Box 5 has no changes, but note that the amount from Box 5 is included in the Box 1 total

    • Box 6 has no changes

    • Box 7 reflects pre-payments made within the 2018 year for eligible charges in a future academic period

    • Boxes 8, 9, and 10 have no changes this year

  • Media Changes

    • Amount Code 1 is used in positions 28-43 of Payer A record

    • Delete Amount Code 2

  • IRS 2018 Filing Links

Requirements for Box 1 on 1098-T Forms

For the 2018 filing year, Box 1 includes all payments received for qualified tuition and related expenses, from all sources, during the calendar year. The amount should exclude any reimbursements or refunds related to eligible expenses from the same calendar year, and the amount should not be reduced by scholarships or grants reported in Box 5. Any past-due eligible amounts from the previous year should be added to the Box 1 total if the student was previously billed by your school. Payments should be reported in the year they were made, including any pre-payments or late payments.

Note

The updates for the 1098-T form processing affects several Jenzabar products, including Accounts Payable, Accounts Receivable, Financial Aid Manager, and General Ledger. For more details see the Desktop Business Office Release News for 2019.3.

Publish 1098-Ts to Students

The Generate 1098-T’s window has been updated to include a Publish to Students button. The process was changed to allow more control over when students will receive a new electronic copy of their 1098-T form. The Generate 1098-T button creates the forms, and a new pop up window allows you to enter a name for the new 1098-T form that students will see in the Campus Portal Financial Document Center.

A Setup Student Account Notifications link was also added to the top of the window to allow for quick access to the Set Up Notifications window.

Tip

Do not lock the 1098-T year until you have sent the forms to the government and published to the students. The Publish to Students button is disabled once the year is locked.

Manage 1098-T Notifications

A new notification Delivered 1098-Ts is available on the Set Up Notifications window. Student Directors can define the subject and message that students receive as an email when a new 1098-T form is available.  Once notifications are set up and turned on, the defined message is sent when the Publish to Students button is clicked on the Generate 1098-T’s window.

Updates to Student Account Balances

On the Setup A/P & A/R Subsidiary Definitions window, there is a new column for Include in Account Balance that allows an A/R Admin to choose the subsidiaries included in the student account balances online in the My Financial Account feature. When selected, the subsidiary is included for student balances. In order to select a subsidiary, the A/P Flag checkbox must be unchecked.

Resolved Issues

Issue

Description

121472

The 1098-T Eligibility Flag was not being set by the Auto-Generate Rows option in Receipt Entry. This has been resolved.

142702

Multiple issues were reported with the audit reports. Audit reports were redesigned to accommodate new reporting requirements.

162552

A batch lock in the Student Billing window is not created, allowing CG batches to be created without header records as well as allowing suspended transactions in a batch that has been posted. This issue has been resolved by changing the billing process to check the status of a batch prior to inserting new rows.

164123

The Charge Entry window opened instead of the Transaction Entry window when attempting to edit Miscellaneous Charge transactions. This issue has been resolved and the Transaction Entry window opens correctly.

171015

Both sides of the Voided Refund transaction were incorrectly being reported in the 1098-T Audit reports and in Box 1 of 1098-T. This has been corrected.

Enhancements
Introducing Self-Service Payment Plans

J1 2019.2 introduces an updated payment plan process that allows students to review, consent, and pay on payment plans through the JICS Campus Portal. For full details, setup, and process flow, see the Payment Plans (Self-Service) process in the Online Help.

Important

The Self-Service Payment Plans require the Student Finances license. Without this license, you may not see the changes listed in the Quick Look at What's Impacted section below.

What are the benefits of self-service payment plans?
  • "Self-Service" means students can review, compare, and sign up/consent to payment plans online

  • Customizable online consent form and virtual agreement option for students

  • Plans can be built using year/term, billing period, or total amount

  • Additional fee options with automatic miscellaneous charges

  • Appointed contact information can be assigned to each plan

  • Streamlined payment checkout process

  • Plans are closely tied to the student's financial account for more visibility

Quick Look at What's Impacted

The self-service payment plan enhancements impact J1 Desktop Accounts Receivable and CRM Student.

Accounts Receivable
  • A new option for Legacy Payment Plans and one update for Course and Fee Statement options on the A/R Configuration window

  • New link to the Self-Service Payment Plans window on the Subsidiaries window

  • Updates to the following windows that allow payment plan balances to update in real time:

    • Disbursements and Adjustments

    • Financial Aid Transaction Entry

    • Miscellaneous Charge Entry

    • Recalculate Financial Balances

    • Receipt Entry

    • Student Billing

    • Transaction Entry

  • Four new windows for the self-service payment plans:

    • Payment Plan

    • Payment Plan Assignment

    • Manage Payment Plans

    • Self-Service Payment Plans

Student
  • New Payment Plan feature

Detailed Impact to Accounts Receivable
A/R Configuration Window

There is a new Legacy Payment Plans setting that allows you to choose between two methods of assigning payment plans to students. On uses current and new payment plans, while Off will only allow for the new payment plans. Off should only be selected if you've never used the legacy payment plans, or all legacy payment plans have a zero balance. By default, this setting is turned On.

Subsidiaries Window

From the Subsidiaries window, the Default Payment Plan Code on the Master tab and the Payment Plan tab don't appear if the Legacy Payment Plans option on the A/R Configuration window is set to Off.

A link to the Self-Service Payment Plans window appears in the top corner of the Subsidiaries window if the student has active payment plans on their account.

Setting Up Self-Service Payment Plans

There are four new windows that the self-service payment plans use to create, edit, assign payment plans.

Tip

See Self-Service Payment Plans in the Online Help for more information and a detailed checklist of the setup and payment plan process.

Payment Plan window

Use this window to create a new payment plan or edit an existing payment plan for the new Self-Service Payment Plan process. You will need to enter the payment plan details on the Plan Info tab and write messages on the Consent and More Info tabs that student's will read before selecting and consenting to the plan in the JICS Campus Portal.

RN_2019_2_ex_Payment_Plan_EXwindow.png
Manage Payment Plans Window

Use this window to search for payment plans, create new payment plans, and to review, edit, or delete existing plans.

RN_2019_2_ex_Manage_Payment_Plan.png
Self-Service Payment Plans Window

This window can be used to look up students with payment plans and review plan information. From this window, you can also:

  • View all plans the student has consented to

  • See the status of the payments on the plan

  • Review a summary and details of the plan

  • Make a payment

  • Adjust plan payment amounts

RN_2019_2_ex_Self-Service_Payment_Plans_MAIN.png
Payment Plan Assignment Window

This window is used to start the process of running rules-based updates for eligible plan assignments.

RN_2019_2_ex_Payment_Plan_Assignment.png

There are three standard queries available that will retrieve a list of students you want to assign payment plans to:

  • Student Master Original: This query will review all students in the student master table against the payment plan rules-based updates to determine if any of those students are eligible for payment plans.

  • Student Course History Original: This query will review all students in the student course history table against the payment plan rules based updates to determine if any of those students are eligible for payment plans.

  • Student Division Master Original: This query will review all students in the student division master table against the payment plan rules based updates to determine if any of those students are eligible for payment plans.

If students are eligible, the available payment plans will appear in the student’s Campus Portal and allow them to review and choose plans based on their need.

Campus Portal and Student Access

Once the payment plans are assigned to students (from the Payment Plan Assignment window), any plans students are eligible for appears on the JICS Campus Portal Payment Plan page. From the Payment Plan page, students can review, consent, and make payments on their plans.

RN_2019_2_Payment_Plans.png
A/R Configuration Window Updates

There are three changes to the A/R Configuration window:

  • Under the Online Configuration Items section, the Online and Offline options have been removed. The offline option has not been supported for several releases so the options were removed to avoid confusion.

  • With the new CRM Student Financial Document Center feature, the Course and Fee Statement section is no longer needed and has been changed to Legacy Course and Fee Statement. If your school is using the new Student Financial Document Center feature, this setting can be decided on the Student Account Statements window, and the Legacy Course and Fee Statement options should not be selected on the A/R Configuration window.

  • The new Legacy Payment Plans setting allows you to choose between two methods of assigning payment plans to students. When legacy payment plans are turned On, you can continue using the legacy payment plans and the new Student Self-Service Payment Plans. By selecting Off, you are deciding to stop using the legacy payment plan features. All legacy payment plan processes, windows, options, reports, and references are disabled. If you have any plans that still have a balance, do NOT turn the legacy payment plans off. By default, this setting is turned On.

    Tip

    Schools that have used legacy payments should leave this feature ON until all payment plan balances are zero and students have completed all legacy payment plans. Schools that have never used the legacy payment plans should turn this feature OFF to hide legacy options and windows.

RN_2019_2_ex_AR_Config_LegacyPaymentPlans.png
Student Finances Features for the Generating 1098-Ts Window

If you have the Student Finances license, 1098-Ts can now be sent as PDF files to students via the JICS Campus Portal Financial Document Center. There are also some additional options that appear:

  • Totals Bar: In the middle of the Generate 1098-T window, you see a row with Total, Electronic Opt-in, and Print Version. This shows you the number of students that have 1098-T forms, the number that have chosen to receive electronic 1098-Ts, and the number that will receive print-only versions of their 1098-T.

  • Electronic Consent: To see which students have opted into electronic forms, you can go to the Generate 1098-T window, click the Selected Students radio button on Review 1098-Ts or Generate 1098-Ts. In the Select Students section, you can see either Printed statements or Electronic statements.

  • PDF Files: When you generate or preview the 1098-T forms, you automatically get the printable forms that can be used with the pre-printed forms for 1098-Ts. In addition to the printable versions, you also see PDF files with the student data already inserted into the 1098-T form layout. For more details, see the examples shown in the Review 1098-Ts and Generate 1098-T sections.

  • View Previous 1098-Ts: When you generate 1098-T forms for all students, a master report is created as a PDF that includes all printable forms. Each master report shows the 1098-Ts for all students that have not consented to receiving their 1098-T forms on the JICS Campus Portal, listed in alphabetical order. You can access the master reports from the View Previous 1098-Ts link on the Generate 1098-Ts window.

RN_2019_2_Generating_1098-T.png
Student Information Impacting Charges Window

A new 1098-T Preference column is available on the Student Information tab. This option determines the 1098-T format the selected student will receive. Printed statements are mailed by the school, and Electronic statements are sent to JICS where the student can download and print their forms.

Caution

This preference is decided by the student. Students should give consent to change this option. If a change is made, the student must be notified.

New Options Payment Plans Rules-Based Updates

On the Update Results and Rules window, new SUBSID_MASTER columns have been added as rules based update options for Payment Plan Assignments. Having this table available allows your institution to build their payment plan rules and make plans available to students based on a balance that also meet the criteria of the rules you configure. You can add these to your payment plan assignment rules by selecting the PAYPLANS code (under PMT Payment Plans Assignment Rules), clicking on the Results Rules Definition tab, adding a new row, and selecting the table and column from the Rules Table / Column / Expression drop-down.

Resolved Issues

Issue

Description

154257

Online payments from Authorize.net were not always reflected in the ONLINE_PAYMENT table. This caused the inability to reconcile payments from the settlement report from Authorize.net. We enhanced tracking the Campus Portal payment feature by including the online payment ID as the invoice number. And we now create online payment rows in the database and add log messages to make it easier to track payment issues.

Enhancements
1098-T Magnetic Media Control

The Payment Year column has changed from a text field to a drop-down date selection. When you select a four-digit year the Tax Year on the Generate 1098-Ts window will automatically be updated when you run the reports.

Generate 1098-Ts Window Redesign

The Generate 1098-Ts window has been redesigned to help you quickly process 1098-T forms for all or select students.

From this window, you can select from the following three options:

  • Validate: gives you the ability to generate audit reports prior to generating 1098-Ts for students, helping you identify possible data issues that need to be corrected prior to finalizing the 1098-Ts and allows you to check student consent preferences.

  • Review: allows you to preview and edit your 1098-T forms prior to actually generating them, and gives you the opportunity to verify that the formatting and student information is correct.

  • Generate: creates 1098-Ts for eligible students and the government required media file for electronic filing.

RN_2019_1_Generating_1098-T.png

Note

Some features shown on the screen capture above require the Student Finances license and will be available in an upcoming release.  For more information, on how to generate 1098-T forms, press F1 from the Generate 1098-Ts window or search the Online Help.

Year Term Subterm Window

There is a new column on the Year/Term and Year/Term/Subterm tabs for Payment Due Date. The date entered in this column will be used in the JICS Campus Portal to know when an account balance is due.

Note

This feature will be available for use in an upcoming release.

Holds Setup Window

There is a new tab on the Hold Setup window for Hold Category. Use this tab to map hold types to a specific category that will help associate the hold with specific requirements or conditions and allow the system to display holds automatically for students in appropriate locations of their Campus Portal.

Note

This feature will be available for use  in an upcoming release.

RN_2019_1_ex_Holds_Setup.png
Resolved Issues

Issue

Description

149711

Previewing or customizing the 1098-T Validate Payments report incorrectly showed the original, model version of the report instead.