Setting Up Payment Plan
J1 Desktop Setup
On this window, there are three fields that determine what is included in the student’s balance:
Display Preliminary Financial Aid Online?
Display Preliminary Charges Online?
Display Unposted Items Online?
Check the A/R Configuration window to make sure the settings are correct for the unposted, suspended, unapplied financial aid, and preliminary charges when calculating the student’s balance.
A student's account balance is calculated using flags from General Ledger. Three flags are checked to verify student account balances. Be sure you have properly setup the following flags so the student account balances will calculate with the correct amounts:
Include in Account Balance checkbox on the A/P & A/R Subsidiary Definitions window
Payment Source Code? checkbox on the Define Journal Source Codes window
Include in Payment Plan Balance checkbox on the Define Journal Source Codes window
Create payment plan options for students.
The details you enter on the Plan Info tab will be used to find eligible students when the Payment Plan Assignment process is run.
Tip
If you associate fees with the payment plan, Miscellaneous charges will automatically be created, as needed, to ensure the fee payments do not come out of the plan balance.
Note
Be sure to name your payment plans appropriately. Using the time period and the number of monthly payments could be helpful as students are deciding which plan to choose (for example, Fall 2018 12M Plan or Fall 2018 6M Plan) You could also describe the length of monthly payments (for example, Fall 2018 Long-Term Plan or Fall 2018 Accelerated Plan).
The Manage Payment Plans window allows you to search for payment plans, create new payment plans, and to review, edit or delete existing plans, and set up email notifications.
Click the Setup Payment Plan Notifications link in the top right corner of the window to customize messages and determine who receives a message. Select the On radio button.
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Note
You will need to set up and turn on notifications from this window if you want students to receive email notifications for their payment plans.
Tip
Payment plan notifications can be set up for the following payment plan events:
Consent to Payment Plan
Next Payment Due
Payment Past Due
Finance Charge/Late Payment Fee Charged
Payment Made
Change to Plan Balance
When you add new plans, you can add them to the Payment Plans Assignment Rules on the Update Results and Rules window. These rules can be used when assigning or making payment plans available to students.
Right-click to add a row and select the plans to include when the Payment Plan Assignment process is run.
Students must be eligible for payment plans or have been assigned a payment plan to see plans in the Campus Portal. There are three standard queries available to select students for payment plans.
Student Master Original: This query retrieves all students in the STUDENT_MASTER table.
Student Course History Original: This query retrieves all students in the STUDENT_CRS_HIST table.
Student Division Master Original: This query retrieves all students in the STUDENT_DIV_MAST table.
The Use Rules Based Update checkbox on the Payment Plan Availability window determines if payment plan rules are used to select which students in the selected query are eligible for payment plans. When this checkbox is not selected, the payment plans selected on the Select Report Criteria window are made available to the students in the query. Eligible students will see either the plan that was assigned to them or a list of payment plans to review and select in their Campus Portal.
Note
You can also assign a payment plan to a student on the Self-Service Payment Plans window. Before adding a payment plan to a student's account, make sure you've received their consent in accordance with your institution's policies.
Once eligible plans are made available to students in the Payment Plan Assignment process, students have the option of signing up for those plans in the JICS Campus Portal. You can also use the Self-Service Payment Plans window to manually add a payment plan to a student.
Note
Before adding a payment plan to a student's account, make sure you've received their consent in accordance with your institution's policies.
Campus Portal Setup
Log in to the Campus Portal as an administrator and navigate to the appropriate feature page.
From the Admin Toolbar
, click Access. The Access page appears. Campus Portal roles that have access to that page are indicated by a green visible 
symbol while roles that do not have access are indicated by the red hidden 
symbol.Click on the Campus Portal role you are setting up permissions for. If the role has not already been granted access to the page, click the button to toggle it to Visible
. Additional permissions appear.To grant administrative privileges to a Campus Portal role, click the button for the Allow this role to manage this page permission to move the toggle to "Yes". Administrative permissions will allow the users in the role to add or remove features and set page and feature level permissions.
Changes are saved automatically
Warning
When you open the Payment Plans Settings page, you may see a warning at the top of the page if your school is not using the hosted payment form. If you see this warning, the Make a Payment buttons will not appear in the Campus Portal, and students will not be able to make online payments.
As an administrator, you are able to edit the text that will introduce payment plans to students.
Log in as the Campus Portal administrator.
From the Payment Plan feature, click the Settings
option.In the Payment Plan Introduction text field type an introduction that will explain what payment plans are and any additional information you want your students to know.
In the Automatic Payment Instructions text field, enter information and steps a student should consider when selecting the automatic payment option during the payment plan sign up.
When you’re finished, click Save changes.
Note
Jenzabar provides generic text for these sections; however, you should customize this text for your school.
Tip
Students and/or parents can set up recurring payments on their payment plans. When a recurring payment is complete, the system's next run for daily processes will add the payment information in general ledger as receipt transactions and update the payment plan balance.
Warning
When you open the Payment Plans Settings page, you may see a warning at the top of the page if your school is not using the hosted payment form. If you see this warning, the Make a Payment buttons will not appear in the Campus Portal and students will not be able to make online payments.
As an administrator, you are able to edit the contact information that students will use when they have questions about their current and possible payment plans.
Log in as the Campus Portal administrator.
From the Payment Plan feature, click the Settings
option.In the Contact Email text field, enter a valid email address for the person or office that will be responsible for answering student questions about payment plans.
In the Contact Phone Number text field, enter the phone number for the person or office that will be responsible for answering student questions about payment plans. Do not use dashes or parenthesis (for example 5555740911).
When you are finished, click Save Changes.
Warning
If you want online payments to be available, you must add the Payment Checkout feature to a page in your Campus Portal. If this feature is not added, the Make payment and Pay Ahead buttons will be inactive.
The Payment Checkout feature only support the Authorize.Net hosted payment form for online payments. While this feature cannot be used alone, it is required for the My Financial Accounts, Payment Plan, and Student Home Page features if you want students to be able to make payments through the JICS Campus Portal.
Note
While the Payment Checkout feature must be added to a page, users will not be able to make payments directly from the page. Instead, if a user accesses the Payment Checkout page directly from the navigation, they will see a note that the portlet can only be accessed from the My Financial Accounts or Payment Plan portlets.
Warning
If you want online payments to be available, you will need to make sure you are using Authorize.Net as a hosted payment form. If this is not set up, the Make payment and Pay Ahead buttons throughout the Campus Portal will be inactive.
Log in to the Campus Portal as an administrator and navigate to the Online Payment Administration feature.
Click the Click here to administer the Payments Portlet link.
Make sure the Use Authorize.net hosted payment form? option is set to Yes.
Tip
For more information about setting up and using Authorize.Net, see the help for Online Payment Administration.