100.10 Introduction: Great Falls College maintains centralized accounts receivable, both student and non-student. Student Accounts receivable describes the charges, billing, and payments of tuition & fees. Non-student accounts receivable describes the charges, billing, and payments for non-tuition & fees. Examples include continuing education and training, the testing center, the dental clinic for patients, and the welding testing center. Departments can always ask the Business Services if their accounts receivable needs are student or non-student. For example, the college bookstore has situations that are student accounts receivable related, and non-student accounts receivable related. It should be noted that student and non-student accounts receivable are not independent of one another. This means that one may affect the other. Check with the Business Services with any questions.

The Great Falls College business services is responsible for invoice creation and for the timely and accurate posting of payments for non-student accounts receivable.

Campus departments delivering goods and services are responsible for providing the invoice information to business services. Business services is responsible for invoicing other campuses, other state agencies, and outside business entities for goods and services provided. While it is beneficial to obtain payment prior to delivery of goods and services, it is not always possible.

Multiple attempts to collect payment will be made before involving the department requesting the invoice be sent. Departments must understand that not all customers pay in-full or on time.

There are several places on campus approved to be revenue collection points. This includes the dental clinic for patients, the Weaver Library, the bookstore, continuing education and training, business services, and the testing center. Monies received will be taken to business services on a daily basis. Business services will create the Banner entries for department revenue and send the deposits to the bank.

Business services will issue certain refunds. If the original payment was made by credit card, the department can issue refunds. Departments must provide documentation and reason for refund. If the original form of payment was by check business services must have sufficient time to ensure the check written cleared the bank. If the original form of payment was by credit/debit card, the preferred form of refund is back to the original card. If the original form of payment was by cash, cash will not be given as a refund. Instead, a check will be issued via accounts payable. Normally, this does not require a w-9, but that is determined by the business services.

When checks are returned, the department that originally earned the revenue will have a receivable set up on their index/fund for the original check amount. The department will not be charged the NSF fee. The check writer has 1 year to pay. Therefore, the receivable will remain for 1 year. During that time business services has the right to turn over the balance to the Montana Department of Revenue offset program or an outside collection agency. However, business services typically does not have enough information to do this. At the conclusion of 1 year, business services will reverse the receivable because it has been deemed uncollectible and recognize a bad debt expense.

It is at the discretion of the department if they will accept checks as form of payment. A bad check can be returned for a variety of reasons. This can include insufficient funds, a closed bank account, a stop payment by the issuer, or fraud. The fee assessed for each returned check is the same for students and non-students. Business services maintains a no-check-cashing list when the bank has returned a check. The individual will stay on the list for one year from the date of the last returned check. This list is shared with the managers of departments that accept check payments. This list is confidential and should not be posted in the public’s view. If it is a non-student accounts receivable, the business services will send a letter to the check writer stating the amount still owed on the original check and the fee. If it is student accounts receivable, student accounts will send a letter to the student stating the amount still owed on the original check and the fee. The exception to this is QuikPAY eChecks. No letter will be sent. QuikPAY sends an automatic email that the payment was rejected. The student’s bill will reflect the reversed eCheck and NSF fee. An individual writes a check to continuing education and training and the check is returned, the department will be notified immediately so they have the opportunity to drop the student from the class for non-payment. After a returned check, payment must be made by another method. A check will not be accepted.

The Great Falls College Students Accounts office is responsible for the timely and accurate posting of payments and charges on Student Account receivable. Tuition and fees are assessed on a student’s account when registered for classes. Bill notifications are emailed regularly. Students can view their bills in MyInfo/BannerWeb, and QuikPAY. If a third party is paying for a student’s tuition and fees, and/or books, it is the responsibility of the student to provide information and documentation to student accounts. If federal financial aid is paying for a student’s tuition and fees, it is the responsibility of the student to communicate with the financial aid office. If the student expects scholarships to apply to their account, it is their responsibility to communicate with the financial aid office. Anything not covered by financial aid, scholarships, or third-party will be the responsibility of the student.

Any form of payment provided to student accounts will be posted in a timely and accurate manner. This includes cash, credit/debit, check, or money order. It is encouraged that students and authorized payers pay their bill through the QuikPAY portal. It is secure and available 24 hours. Payments can be made by credit/debit card, or echeck. Great Falls College does not charge fees for this service. All monies collected by student accounts is delivered to business services daily for deposit at the bank. Student accounts is responsible for and maintains a cash change account. Funds are secure at all times. The staff has been trained on PCI compliance when it comes to the use of credit/debit cards.