Australia - New Zealand (ANZ)

Hi everyone, apologies if you have already received this ...

 

Hello all,

 

The University of Southern Queensland are implementing online payments through CyberSource as part of our v9.0 upgrade project which is going live on the 28^th September 2009.

 

I would like to know how other universities have configured their online payments item type and associated charge priority. We are having difficulty in determining how we can ensure that a payment made against a particular account type will remain against that account type even if the fees are reversed or credited. Our current business policy/practice is that all credits remain in the originating account type unless the student requests them to be moved to another account.

 

Under our current setup we have separate item types with a different charge priority list for each account type thus isolating a payment and not allowing it to move to another account. Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.

 

I would appreciate any comments greatly.

 

Many thanks, Peta

 

Peta Jones

Project Manager, Student Financials

Project S (Staff & Student Support Systems)

University of Southern Queensland

Phone:  (07) 4687 5656

Email: jonespe@usq.edu.au">jonespe@usq.edu.au

 

Hi Peta

we at Unitec New Zealand are interested in any responses that you get this query as we have our own problems down here!

regards

Jenny

Jenny Ritson
Financial and Support Services Manager
jritson@unitec.ac.nz
09 815 4321 ext 8314

>>> "Peta Jones" <jonespe@usq.edu.au> 13/09/2009 17:11 >>>

Hi everyone, apologies if you have already received this ...

Hello all,

The University of Southern Queensland are implementing online payments through CyberSource as part of our v9.0 upgrade project which is going live on the 28thSeptember 2009.

I would like to know how other universities have configured their online payments item type and associated charge priority. We are having difficulty in determining how we can ensure that a payment made against a particular account type will remain against that account type even if the fees are reversed or credited. Our current business policy/practice is that all credits remain in the originating account type unless the student requests them to be moved to another account.

Under our current setup we have separate item types with a different charge priority list for each account type thus isolating a payment and not allowing it to move to another account. Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.

I would appreciate any comments greatly.

Many thanks, Peta

Peta Jones
Project Manager, Student Financials
Project S (Staff & Student Support Systems)
University of Southern Queensland
Phone: (07) 4687 5656
Email: jonespe@usq.edu.au ( jonespe@usq.edu.au">http://www.heug.org/jonespe@usq.edu.au )





-----End Original Message-----

Hi Peta,

At UniSA we allow our payments to bounce across any outstanding amounts - not that I advocate that as either good or bad, it works for us, but we do occasionally have issues with student's payments being allocated contrary to student's intent.

The issue you have is not isolated to Self-Service though I believe. In any case, using one Item Type that is allowed to pay any outstanding charge won't allow you to constrain the payment to the original (payment hierarchy) designated account type, irrespective of how you enter it. For instance, we use 3 item types to accept our 3 forms of external file payments (webpay, auspost and bpay). All 3 can pay any charge (as designated by the Account Type tab of the Item Type) and is associated with our 'Standard' Payment Overall Priority and Charge Priority List.

To date have you only had on-campus receipting? How else have you managed to ensure a payment is allocated to the correct Item Type? Do you also split your bills by Item Types to ensure one payment does not count for more than one charge (type) at a time?


regards
Jason

Jason Dolan
Project Manager
Enabling Systems Projects - Student Placement System
Information Strategy and Technology Services
University of South Australia
A2-05, A Building
Mawson Lakes Campus
Mawson Lakes SA 5095

Ph: +61 8 8302 6330
Mob: +61 434 601 092

Em: jason.dolan@unisa.edu.au<mailto:jason.dolan@unisa.edu.au>

CRICOS Provider Number 00121B

From: Peta Jones [mailto:jonespe@usq.edu.au]
Sent: Sunday, 13 September 2009 2:42 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - Payment Allocations for Online Payments


Hi everyone, apologies if you have already received this ...


Hello all,


The University of Southern Queensland are implementing online payments through CyberSource as part of our v9.0 upgrade project which is going live on the 28th September 2009.


I would like to know how other universities have configured their online payments item type and associated charge priority. We are having difficulty in determining how we can ensure that a payment made against a particular account type will remain against that account type even if the fees are reversed or credited. Our current business policy/practice is that all credits remain in the originating account type unless the student requests them to be moved to another account.


Under our current setup we have separate item types with a different charge priority list for each account type thus isolating a payment and not allowing it to move to another account. Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.


I would appreciate any comments greatly.


Many thanks, Peta


Peta Jones
Project Manager, Student Financials
Project S (Staff & Student Support Systems)
University of Southern Queensland
Phone: (07) 4687 5656
Email: jonespe@usq.edu.au<jonespe@usq.edu.au>">http://www.heug.org/jonespe@usq.edu.au>






-----End Original Message-----

Hi Peta,



For OUA, this is how it works:

- If student drops a unit paid for by cash/cheque/credit card, the
outstanding credit pays of any non-tuition fee item types (i.e. drop
penalty). We have configured non-tuition fee item types as first priority.

- The remainder of the credit goes into an unallocated fund (i.e.
refund pending) until it's manually reversed and posted against an
outstanding tuition (if there are pending student enrolments) as requested by
the student. We consciously made this decision to avoid paying off tuition
fee(s) that the student may not want to pay for or if the student has not
made up his/her mind to continue with the enrolment process.





FYI, we only offer the following payment method types:

- Credit card

- FEE HELP

- Cheque/cash

- Direct deposit (as an exception)

- NO BPAY





Hope this helps.

thanks

Rachel Zarate-Lee

Business Solutions Manager

Open Universities Australia

Tel: +61 3 8628 2542

www.open.edu.au <http://www.open.edu.au>

From: Jason Dolan [mailto:Jason.Dolan@unisa.edu.au]
Sent: Monday, 14 September 2009 10:31 AM
To: anz.heug@list.heug.org
Subject: [anz.heug] - RE: Payment Allocations for Online Payments



Hi Peta,



At UniSA we allow our payments to bounce across any outstanding amounts - not
that I advocate that as either good or bad, it works for us, but we do
occasionally have issues with student's payments being allocated contrary to
student's intent.



The issue you have is not isolated to Self-Service though I believe. In any
case, using one Item Type that is allowed to pay any outstanding charge won't
allow you to constrain the payment to the original (payment hierarchy)
designated account type, irrespective of how you enter it. For instance, we
use 3 item types to accept our 3 forms of external file payments (webpay,
auspost and bpay). All 3 can pay any charge (as designated by the Account
Type tab of the Item Type) and is associated with our 'Standard' Payment
Overall Priority and Charge Priority List.



To date have you only had on-campus receipting? How else have you managed to
ensure a payment is allocated to the correct Item Type? Do you also split
your bills by Item Types to ensure one payment does not count for more than
one charge (type) at a time?





regards

Jason



Jason Dolan

Project Manager

Enabling Systems Projects - Student Placement System

Information Strategy and Technology Services

University of South Australia

A2-05, A Building

Mawson Lakes Campus

Mawson Lakes SA 5095



Ph: +61 8 8302 6330

Mob: +61 434 601 092



Em: jason.dolan@unisa.edu.au



CRICOS Provider Number 00121B



From: Peta Jones [mailto:jonespe@usq.edu.au]
Sent: Sunday, 13 September 2009 2:42 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - Payment Allocations for Online Payments



Hi everyone, apologies if you have already received this ...



Hello all,



The University of Southern Queensland are implementing online payments
through CyberSource as part of our v9.0 upgrade project which is going live
on the 28th September 2009.



I would like to know how other universities have configured their online
payments item type and associated charge priority. We are having difficulty
in determining how we can ensure that a payment made against a particular
account type will remain against that account type even if the fees are
reversed or credited. Our current business policy/practice is that all
credits remain in the originating account type unless the student requests
them to be moved to another account.



Under our current setup we have separate item types with a different charge
priority list for each account type thus isolating a payment and not allowing
it to move to another account. Because the v9.0 self service configuration
only allows you to associate one item type with credit card payments our
current setup will not work.



I would appreciate any comments greatly.



Many thanks, Peta



Peta Jones

Project Manager, Student Financials

Project S (Staff & Student Support Systems)

University of Southern Queensland

Phone: (07) 4687 5656

Email: jonespe@usq.edu.au <jonespe@usq.edu.au>">http://www.heug.org/jonespe@usq.edu.au>








-----End Original Message-----



-----End Original Message-----



Open Universities Australia is a consortium of 7 leading Australian Universities : Curtin,
Griffith, Macquarie, Monash, RMIT, Swinburne, UniSA

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those of Open Universities Australia. Open Universities Australia Pty Ltd : ACN 053 431 888

Hi Peta,

At RMIT we have not upgraded to v9.0 yet. We are still at v7.6 but our payments are allocated in the following order:
Unpaid charges from previous semesters
Material Fees
Library Fines
Student Contribution or tuition fees
Any other charges

If all has been paid and there is nothing to allocate a payment to, it is applied to an EXCESS account, where the student can apply for a refund or it can sit in that account until the students adds more enrolment and then the money will allocate to those charges when they get added to the system.

We also, however, can manually reallocate payments if necessary. This can be, for instance, if a student pays for an admin fee "any other charges", the system will allocate the payment to Student Contribution or tuition fees according to the above payment priority rules. We can then manually reallocate the payment to pay off the admin fee.

We also have separate rules around HECS payment allocations but this relates to when payments are allocated to apply to terms/semesters (SF Term Defaults and HECS Payment Allocation Rules). For instance if a payment is made on 1/4/09 it will get allocated to second semester as the first semester census date has passed.

I hope this helps.


Regards

Suzie Bergkessel
Manager - Student Financial Systems
Academic Registrar's Group
RMIT University


CRICOS provider code 00122A

Tel: (03) 9925 8804
Fax: (03) 9925 8757

Email: suzie.bergkessel@rmit.edu.au
440 Elizabeth Street, Melbourne
Blg 88, Level 9, Desk 136

This message contains privileged and confidential information intended for the use only of the addressee named above. If you are not the intended recipient of this message you are hereby notified that you must not disseminate, copy or take any action in relation to it. If you have received this message in error, please immediately notify the sender at the above address.






>>> "Peta Jones" <jonespe@usq.edu.au> 13/9/09 3:11 pm >>>
Hi everyone, apologies if you have already received this ...

Hello all,

The University of Southern Queensland are implementing online payments through CyberSource as part of our v9.0 upgrade project which is going live on the 28th September 2009.

I would like to know how other universities have configured their online payments item type and associated charge priority. We are having difficulty in determining how we can ensure that a payment made against a particular account type will remain against that account type even if the fees are reversed or credited. Our current business policy/practice is that all credits remain in the originating account type unless the student requests them to be moved to another account.

Under our current setup we have separate item types with a different charge priority list for each account type thus isolating a payment and not allowing it to move to another account. Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.

I would appreciate any comments greatly.

Many thanks, Peta

Peta Jones
Project Manager, Student Financials
Project S (Staff & Student Support Systems)
University of Southern Queensland
Phone: (07) 4687 5656
Email: jonespe@usq.edu.au






-----End Original Message-----

Hi Peta

Good luck with your golive.

At Newcastle we have started our upgrade (8.9 to 9). We don't use CyberSource, or any of those other companies.

However, I believe I do understand your issue.

We have similar setup to what yours sounds like. We have a payment item type that can only pay HECS, another one can only pay PAYPLAN and a general PAYMENT that can pay everything else, thereby restricting payments.


> Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.

I believe that is correct and it does not replicate how you had this operating in v7.6. Don't know if you can modify the system or how big a job that would be.

I wonder how many Universities would be needed to come on board in order to have Oracle/CyberSource (or Touchnet) look into this ? Over the years this has been done differently around the different Universities. So I don't think it we would have a very strong case.


Cheers
Renee.

Renee Picton
Student and Academic Services
University of Newcastle
ph +61 2 49217890



>>> "Suzie Bergkessel (Khalifa)" <suzie.bergkessel@rmit.edu.au> 14/09/09 2:51 pm >>>
Hi Peta,

At RMIT we have not upgraded to v9.0 yet. We are still at v7.6 but our payments are allocated in the following order:
Unpaid charges from previous semesters
Material Fees
Library Fines
Student Contribution or tuition fees
Any other charges

If all has been paid and there is nothing to allocate a payment to, it is applied to an EXCESS account, where the student can apply for a refund or it can sit in that account until the students adds more enrolment and then the money will allocate to those charges when they get added to the system.

We also, however, can manually reallocate payments if necessary. This can be, for instance, if a student pays for an admin fee "any other charges", the system will allocate the payment to Student Contribution or tuition fees according to the above payment priority rules. We can then manually reallocate the payment to pay off the admin fee.

We also have separate rules around HECS payment allocations but this relates to when payments are allocated to apply to terms/semesters (SF Term Defaults and HECS Payment Allocation Rules). For instance if a payment is made on 1/4/09 it will get allocated to second semester as the first semester census date has passed.

I hope this helps.


Regards

Suzie Bergkessel
Manager - Student Financial Systems
Academic Registrar's Group
RMIT University


CRICOS provider code 00122A

Tel: (03) 9925 8804
Fax: (03) 9925 8757

Email: suzie.bergkessel@rmit.edu.au
440 Elizabeth Street, Melbourne
Blg 88, Level 9, Desk 136

This message contains privileged and confidential information intended for the use only of the addressee named above. If you are not the intended recipient of this message you are hereby notified that you must not disseminate, copy or take any action in relation to it. If you have received this message in error, please immediately notify the sender at the above address.






>>> "Peta Jones" <jonespe@usq.edu.au> 13/9/09 3:11 pm >>>
Hi everyone, apologies if you have already received this ...

Hello all,

The University of Southern Queensland are implementing online payments through CyberSource as part of our v9.0 upgrade project which is going live on the 28th September 2009.

I would like to know how other universities have configured their online payments item type and associated charge priority. We are having difficulty in determining how we can ensure that a payment made against a particular account type will remain against that account type even if the fees are reversed or credited. Our current business policy/practice is that all credits remain in the originating account type unless the student requests them to be moved to another account.

Under our current setup we have separate item types with a different charge priority list for each account type thus isolating a payment and not allowing it to move to another account. Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.

I would appreciate any comments greatly.

Many thanks, Peta

Peta Jones
Project Manager, Student Financials
Project S (Staff & Student Support Systems)
University of Southern Queensland
Phone: (07) 4687 5656
Email: jonespe@usq.edu.au






-----End Original Message-----

-----End Original Message-----

Hi Renee and Peta,

How have you controlled your payments going to the correct Item Type? Is it via your billing process (ie. split charges/types per bill) and what methods have you traditionally allowed students to make payments - are any electronic/external source?


regards
Jason


-----Original Message-----
From: Renee Picton [mailto:renee.picton@newcastle.edu.au]
Sent: Monday, 14 September 2009 3:36 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - RE: Payment Allocations for Online Payments

Hi Peta

Good luck with your golive.

At Newcastle we have started our upgrade (8.9 to 9). We don't use CyberSource, or any of those other companies.

However, I believe I do understand your issue.

We have similar setup to what yours sounds like. We have a payment item type that can only pay HECS, another one can only pay PAYPLAN and a general PAYMENT that can pay everything else, thereby restricting payments.


> Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.

I believe that is correct and it does not replicate how you had this operating in v7.6. Don't know if you can modify the system or how big a job that would be.

I wonder how many Universities would be needed to come on board in order to have Oracle/CyberSource (or Touchnet) look into this ? Over the years this has been done differently around the different Universities. So I don't think it we would have a very strong case.


Cheers
Renee.

Renee Picton
Student and Academic Services
University of Newcastle
ph +61 2 49217890



>>> "Suzie Bergkessel (Khalifa)" <suzie.bergkessel@rmit.edu.au> 14/09/09 2:51 pm >>>
Hi Peta,

At RMIT we have not upgraded to v9.0 yet. We are still at v7.6 but our payments are allocated in the following order:
Unpaid charges from previous semesters
Material Fees
Library Fines
Student Contribution or tuition fees
Any other charges

If all has been paid and there is nothing to allocate a payment to, it is applied to an EXCESS account, where the student can apply for a refund or it can sit in that account until the students adds more enrolment and then the money will allocate to those charges when they get added to the system.

We also, however, can manually reallocate payments if necessary. This can be, for instance, if a student pays for an admin fee "any other charges", the system will allocate the payment to Student Contribution or tuition fees according to the above payment priority rules. We can then manually reallocate the payment to pay off the admin fee.

We also have separate rules around HECS payment allocations but this relates to when payments are allocated to apply to terms/semesters (SF Term Defaults and HECS Payment Allocation Rules). For instance if a payment is made on 1/4/09 it will get allocated to second semester as the first semester census date has passed.

I hope this helps.


Regards

Suzie Bergkessel
Manager - Student Financial Systems
Academic Registrar's Group
RMIT University


CRICOS provider code 00122A

Tel: (03) 9925 8804
Fax: (03) 9925 8757

Email: suzie.bergkessel@rmit.edu.au
440 Elizabeth Street, Melbourne
Blg 88, Level 9, Desk 136

This message contains privileged and confidential information intended for the use only of the addressee named above. If you are not the intended recipient of this message you are hereby notified that you must not disseminate, copy or take any action in relation to it. If you have received this message in error, please immediately notify the sender at the above address.






>>> "Peta Jones" <jonespe@usq.edu.au> 13/9/09 3:11 pm >>>
Hi everyone, apologies if you have already received this ...

Hello all,

The University of Southern Queensland are implementing online payments through CyberSource as part of our v9.0 upgrade project which is going live on the 28th September 2009.

I would like to know how other universities have configured their online payments item type and associated charge priority. We are having difficulty in determining how we can ensure that a payment made against a particular account type will remain against that account type even if the fees are reversed or credited. Our current business policy/practice is that all credits remain in the originating account type unless the student requests them to be moved to another account.

Under our current setup we have separate item types with a different charge priority list for each account type thus isolating a payment and not allowing it to move to another account. Because the v9.0 self service configuration only allows you to associate one item type with credit card payments our current setup will not work.

I would appreciate any comments greatly.

Many thanks, Peta

Peta Jones
Project Manager, Student Financials
Project S (Staff & Student Support Systems)
University of Southern Queensland
Phone: (07) 4687 5656
Email: jonespe@usq.edu.au






-----End Original Message-----

-----End Original Message-----

-----End Original Message-----

Hi Renee, the issue here is that the delivered SF Merchant
configuration page only allows one item type for online credit card
payments. ANU has the same configuration that most AUS unis do with one
item type/payment allocation/charge priority rule for HECS and one for
other item types. This configuration is not able to be replicated using
the delivered online payment functionality.
Yes, this is an issue for AUS universities but I believe it is from the
Oracle side and not the payment provider side.
We went with our own in house built self service including online
payments during our upgrade. The payment gateway is not with
Cybersource. The part of the business process that deals with the
messaging to and from the payment provider does not really need to be
concerned about the payment rules etc. It is the configuration in the
Oracle product that tells the payment where it should be allocated once
a successful payment has been returned to the student system (ie which
item type to be attached to a payment based on the type of charge and
hence the other configuration that already exists and used for all your
other payments, then follows).
In the delivered version of Student Self Service, the SF Merchant setup
only allows one item type and this is the problem. We didn't go down
this path, so I only can speak to the investigations we did up to the
point of deciding not to use any delivered configuration tables.
WRT Jason's concerns, we have used the same logic for external payments
too ie assign different item types for HECS and other tuition and fee
payments and therefore, have different payment allocation rules and
separate invoices as well.
We did partially use the delivered miscellaneous configuration for
course materials online which does include a different item type for
each type of misc charge used but a single item type for the payment.
This payment has different rules again because it is a non-compulsory
payment and shouldn't be applied to any other charges.
Regards, Joan


-----Original Message-----
From: Jason Dolan [mailto:Jason.Dolan@unisa.edu.au]
Sent: Monday, 14 September 2009 4:11 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - RE: Payment Allocations for Online Payments

Hi Renee and Peta,

How have you controlled your payments going to the correct Item Type? Is
it via your billing process (ie. split charges/types per bill) and what
methods have you traditionally allowed students to make payments - are
any electronic/external source?


regards
Jason


-----Original Message-----
From: Renee Picton [mailto:renee.picton@newcastle.edu.au]
Sent: Monday, 14 September 2009 3:36 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - RE: Payment Allocations for Online Payments

Hi Peta

Good luck with your golive.

At Newcastle we have started our upgrade (8.9 to 9). We don't use
CyberSource, or any of those other companies.

However, I believe I do understand your issue.

We have similar setup to what yours sounds like. We have a payment item
type that can only pay HECS, another one can only pay PAYPLAN and a
general PAYMENT that can pay everything else, thereby restricting
payments.


> Because the v9.0 self service configuration only allows you to
associate one item type with credit card payments our current setup will
not work.

I believe that is correct and it does not replicate how you had this
operating in v7.6. Don't know if you can modify the system or how big a
job that would be.

I wonder how many Universities would be needed to come on board in order
to have Oracle/CyberSource (or Touchnet) look into this ? Over the
years this has been done differently around the different Universities.
So I don't think it we would have a very strong case.


Cheers
Renee.

Renee Picton
Student and Academic Services
University of Newcastle
ph +61 2 49217890



>>> "Suzie Bergkessel (Khalifa)" <suzie.bergkessel@rmit.edu.au> 14/09/09

>>> 2:51 pm >>>
Hi Peta,

At RMIT we have not upgraded to v9.0 yet. We are still at v7.6 but our
payments are allocated in the following order:
Unpaid charges from previous semesters
Material Fees
Library Fines
Student Contribution or tuition fees
Any other charges

If all has been paid and there is nothing to allocate a payment to, it
is applied to an EXCESS account, where the student can apply for a
refund or it can sit in that account until the students adds more
enrolment and then the money will allocate to those charges when they
get added to the system.

We also, however, can manually reallocate payments if necessary. This
can be, for instance, if a student pays for an admin fee "any other
charges", the system will allocate the payment to Student Contribution
or tuition fees according to the above payment priority rules. We can
then manually reallocate the payment to pay off the admin fee.

We also have separate rules around HECS payment allocations but this
relates to when payments are allocated to apply to terms/semesters (SF
Term Defaults and HECS Payment Allocation Rules). For instance if a
payment is made on 1/4/09 it will get allocated to second semester as
the first semester census date has passed.

I hope this helps.


Regards

Suzie Bergkessel
Manager - Student Financial Systems
Academic Registrar's Group
RMIT University


CRICOS provider code 00122A

Tel: (03) 9925 8804
Fax: (03) 9925 8757

Email: suzie.bergkessel@rmit.edu.au
440 Elizabeth Street, Melbourne
Blg 88, Level 9, Desk 136

This message contains privileged and confidential information intended
for the use only of the addressee named above. If you are not the
intended recipient of this message you are hereby notified that you must
not disseminate, copy or take any action in relation to it. If you have
received this message in error, please immediately notify the sender at
the above address.






>>> "Peta Jones" <jonespe@usq.edu.au> 13/9/09 3:11 pm >>>
Hi everyone, apologies if you have already received this ...

Hello all,

The University of Southern Queensland are implementing online payments
through CyberSource as part of our v9.0 upgrade project which is going
live on the 28th September 2009.

I would like to know how other universities have configured their
online payments item type and associated charge priority. We are having
difficulty in determining how we can ensure that a payment made against
a particular account type will remain against that account type even if
the fees are reversed or credited. Our current business policy/practice
is that all credits remain in the originating account type unless the
student requests them to be moved to another account.

Under our current setup we have separate item types with a different
charge priority list for each account type thus isolating a payment and
not allowing it to move to another account. Because the v9.0 self
service configuration only allows you to associate one item type with
credit card payments our current setup will not work.

I would appreciate any comments greatly.

Many thanks, Peta

Peta Jones
Project Manager, Student Financials
Project S (Staff & Student Support Systems) University of Southern
Queensland
Phone: (07) 4687 5656
Email: jonespe@usq.edu.au






-----End Original Message-----

-----End Original Message-----

-----End Original Message-----

-----End Original Message-----

Hi

I had forwarded this to someone from our finance team but they don't
appear to have posted yet. Like most Universities we had separate item
types for our different payment types eg HECS, and other payment types.
When we went with Cybersource we were concerned about only having one item
type. Similar to the RMIT response we agreed on a payment allocation
order which we went with. We move payments manually if we need to but my
understanding is that this has not been a significant issue for us.

Regards

Barbara Buckley
Program Manager
Project Office
Information Services
Willett Centre (N53) 1.23D
Nathan Campus
Griffith University
170 Kessels Road
Nathan, QLD 4111
Australia

Phone: (07) 373 54424
Fax: (07) 373 57845

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[or responsible for delivery of the email to the addressee(s)], please
disregard the contents of the email, delete the email and notify the
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From:
"Joan Angel" <Joan.Angel@anu.edu.au>
To:
anz.heug@list.heug.org
Date:
14/09/2009 04:31 PM
Subject:
[anz.heug] - RE: Payment Allocations for Online Payments



Hi Renee, the issue here is that the delivered SF Merchant
configuration page only allows one item type for online credit card
payments. ANU has the same configuration that most AUS unis do with one
item type/payment allocation/charge priority rule for HECS and one for
other item types. This configuration is not able to be replicated using
the delivered online payment functionality.
Yes, this is an issue for AUS universities but I believe it is from the
Oracle side and not the payment provider side.
We went with our own in house built self service including online
payments during our upgrade. The payment gateway is not with
Cybersource. The part of the business process that deals with the
messaging to and from the payment provider does not really need to be
concerned about the payment rules etc. It is the configuration in the
Oracle product that tells the payment where it should be allocated once
a successful payment has been returned to the student system (ie which
item type to be attached to a payment based on the type of charge and
hence the other configuration that already exists and used for all your
other payments, then follows).
In the delivered version of Student Self Service, the SF Merchant setup
only allows one item type and this is the problem. We didn't go down
this path, so I only can speak to the investigations we did up to the
point of deciding not to use any delivered configuration tables.
WRT Jason's concerns, we have used the same logic for external payments
too ie assign different item types for HECS and other tuition and fee
payments and therefore, have different payment allocation rules and
separate invoices as well.
We did partially use the delivered miscellaneous configuration for
course materials online which does include a different item type for
each type of misc charge used but a single item type for the payment.
This payment has different rules again because it is a non-compulsory
payment and shouldn't be applied to any other charges.
Regards, Joan


-----Original Message-----
From: Jason Dolan [mailto:Jason.Dolan@unisa.edu.au]
Sent: Monday, 14 September 2009 4:11 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - RE: Payment Allocations for Online Payments

Hi Renee and Peta,

How have you controlled your payments going to the correct Item Type? Is
it via your billing process (ie. split charges/types per bill) and what
methods have you traditionally allowed students to make payments - are
any electronic/external source?


regards
Jason


-----Original Message-----
From: Renee Picton [mailto:renee.picton@newcastle.edu.au]
Sent: Monday, 14 September 2009 3:36 PM
To: anz.heug@list.heug.org
Subject: [anz.heug] - RE: Payment Allocations for Online Payments

Hi Peta

Good luck with your golive.

At Newcastle we have started our upgrade (8.9 to 9). We don't use
CyberSource, or any of those other companies.

However, I believe I do understand your issue.

We have similar setup to what yours sounds like. We have a payment item
type that can only pay HECS, another one can only pay PAYPLAN and a
general PAYMENT that can pay everything else, thereby restricting
payments.


> Because the v9.0 self service configuration only allows you to
associate one item type with credit card payments our current setup will
not work.

I believe that is correct and it does not replicate how you had this
operating in v7.6. Don't know if you can modify the system or how big a
job that would be.

I wonder how many Universities would be needed to come on board in order
to have Oracle/CyberSource (or Touchnet) look into this ? Over the
years this has been done differently around the different Universities.
So I don't think it we would have a very strong case.


Cheers
Renee.

Renee Picton
Student and Academic Services
University of Newcastle
ph +61 2 49217890



>>> "Suzie Bergkessel (Khalifa)" <suzie.bergkessel@rmit.edu.au> 14/09/09

>>> 2:51 pm >>>
Hi Peta,

At RMIT we have not upgraded to v9.0 yet. We are still at v7.6 but our
payments are allocated in the following order:
Unpaid charges from previous semesters
Material Fees
Library Fines
Student Contribution or tuition fees
Any other charges

If all has been paid and there is nothing to allocate a payment to, it
is applied to an EXCESS account, where the student can apply for a
refund or it can sit in that account until the students adds more
enrolment and then the money will allocate to those charges when they
get added to the system.

We also, however, can manually reallocate payments if necessary. This
can be, for instance, if a student pays for an admin fee "any other
charges", the system will allocate the payment to Student Contribution
or tuition fees according to the above payment priority rules. We can
then manually reallocate the payment to pay off the admin fee.

We also have separate rules around HECS payment allocations but this
relates to when payments are allocated to apply to terms/semesters (SF
Term Defaults and HECS Payment Allocation Rules). For instance if a
payment is made on 1/4/09 it will get allocated to second semester as
the first semester census date has passed.

I hope this helps.


Regards

Suzie Bergkessel
Manager - Student Financial Systems
Academic Registrar's Group
RMIT University


CRICOS provider code 00122A

Tel: (03) 9925 8804
Fax: (03) 9925 8757

Email: suzie.bergkessel@rmit.edu.au
440 Elizabeth Street, Melbourne
Blg 88, Level 9, Desk 136

This message contains privileged and confidential information intended
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>>> "Peta Jones" <jonespe@usq.edu.au> 13/9/09 3:11 pm >>>
Hi everyone, apologies if you have already received this ...

Hello all,

The University of Southern Queensland are implementing online payments
through CyberSource as part of our v9.0 upgrade project which is going
live on the 28th September 2009.

I would like to know how other universities have configured their
online payments item type and associated charge priority. We are having
difficulty in determining how we can ensure that a payment made against
a particular account type will remain against that account type even if
the fees are reversed or credited. Our current business policy/practice
is that all credits remain in the originating account type unless the
student requests them to be moved to another account.

Under our current setup we have separate item types with a different
charge priority list for each account type thus isolating a payment and
not allowing it to move to another account. Because the v9.0 self
service configuration only allows you to associate one item type with
credit card payments our current setup will not work.

I would appreciate any comments greatly.

Many thanks, Peta

Peta Jones
Project Manager, Student Financials
Project S (Staff & Student Support Systems) University of Southern
Queensland
Phone: (07) 4687 5656
Email: jonespe@usq.edu.au






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