Student Financial Records

1. All Students register in Admissions, in person or by telephone, through the Student Registration Module.

2. First time student registrants are assigned a Student I.D. number.

3. The Auto Biller System reads the registration information, prints the student a Registration Invoice and posts the information to the Student Accounts Receivable System. This information can be accessed by: 1) Student I.D. #, 2) Soc. Sec. No. or 3) Last Name, First Name.

4. The student chooses to pay by :

   1. Payment in full- the Registration Invoice is presented, by the student, to the Cashier in the College Business Office for payment.

   2. Tuition Payment Installment Option (TPIO) - The College Business Office verifies the registration information and initiates the promissory note procedure for the tuition and fees due. (Refer to Item 4.4.2 for more information)

5. The payment procedures outlined under 4.4.3.1 Receipts & Deposits - College should be followed.

1. The registration procedures outlined under 4.4.1.1 Registration - Regular should be followed for class schedule selection.

2. The Published Payment Date, found in the Lone Star College System Schedule of Classes (applicable to the term), is the deadline for payment of classes.

3. If Tuition Payment Installment Option (TPIO) is requested, the Promissory Note must be executed prior to the first day of the semester or the date set by Lone Star College System. Additionally, all application fees and one-half of the tuition and fees must be paid by this date. (Refer to Item 4.4.2 for more information)

4. Cancellations will result for all students registered but not paid the payment deadline.

5. Payment from Published Payment Date to the established date prior to the first day of class, can be made by cash, check, credit card or TPIO. Payment as of the first day of class, must be paid in full by cash, check, or credit card. If registration is by telephone after the Published Payment Date, payment must be made by credit card.

6. The College Business Office will reconcile outstanding tuition and fees with the student.
   For College Business Office Use Only:
   Reconciliation is performed using a "Term Detail Trial Balance" report, printed at least weekly. Student should be notified of open balances not in compliance with state guidelines.

1. Registration can be in person, by mail, by fax or by phone. Fees must be paid at the time of registration (for fax or phone, payment is made by credit card only).

2. Registration, in person, is available at all four colleges and off-campus centers during registration hours.

3. Documentation verifying residence must accompany registration or be on file to determine in-district/out-of-district fees.

4. Registration ,on the day/night of the first class session, is allowed, depending on class availability.

5. Registration forms are in the Community Education Schedule of Classes.

1. Financial Assistance is one of the student services provided by the College District. Students who plan to use a grant, scholarship or tuition exemption must have an award on file before registration.

2. The registration procedures outlined under 4.4.1.1 Registration - Regular should be followed for class schedule selection.

3. Federal Financial Assistance monies are not available to students until 10 days before classes begin. Tuition, fees and book vouchers are applied to the student’s receivable account to await funding.
   For College Business Office Use Only:
   This is performed by the "Financial Aid" transmittal.

4. The Financial Assistance Office will review a report to include all students registered and scheduled to receive financial assistance.
   For College Business Office Use Only:
   A "Term Detail Trial Balance" report is run by the College Business Office and given to the College Financial Assistance Department. The Financial Assistance Office will print a "Financial Aid Status Mismatch" report to insure that students are registered for the approved number of hours and the corresponding award.

5. The College Business Office will review a report for other Financial Assistance students awaiting funding, as outlined below:

   1. Texas Rehabilitation Commission (TRC)

   2. Dual Credit - within the accepted guidelines

   3. Job Training Partnership Act (JTPA)

   4. Disabled Veterans Rehabilitation Program (Chapter 31)

   5. Short Term Loans - will be canceled if tuition is over the loan amount.

   6. Scholarships

6. For students requesting Tuition Payment Installment Options (TPIO), financial aid and scholarships are applied first to the tuition and fees due for semester length classes. Any remaining amount for semester length classes may be put on a payment plan. (Refer to Item 4.4.2 for more information)

The procedures for implementation will be as follows:

1. Tuition Payment Installment Options (TPIO) will begin in Fall, 1997.

2. Tuition Payment Installment Options are only for Fall and Spring semester length credit classes.

   • Non-semester length credit classes are not eligible for the Tuition Payment Installment Options (TPIO).

   • Non-credit classes are not eligible for Tuition Payment Installment Options.

3. Lone Star College System will communicate to the students all pertinent issues regarding the terms of the Lone Star College System Tuition Payment Installment Options in an information sheet titled, Explanation of Lone Star College System Tuition Payment Installment Options (TPIO).

   • Students need to carefully read the information sheet and then sign and date the sheet. One copy is given to the student and one copy is maintained on file with the Promissory Note in the College Office administering the payment plans.

   • Information sheet will be available in English and in Spanish.

   • Colleges may choose to have Information Sessions/Meetings for students.

   • Colleges may have special processing for the installment payment plan through a College Vice-President, Financial Aid Office, etc.

4. Lone Star College System will have a Promissory Note for each College.

   • The Tuition Payment Installment Options Promissory Note is a legally enforceable promise to pay a specific sum of money by three specific dates.

   • College personnel will be responsible for the calculation of tuition and fees put on the Promissory Note.

   • Fees associated with the Promissory Note are clearly stated in the note.

   • Payment due dates are clearly stated in the note.

   • The Promissory Notes will be printed each term so that the specific dates can be included.

   • Promissory Notes are available in English and in Spanish.

   • The student should write the required information on the Promissory Notes. One copy will be given to the student and one copy will be maintained on file with the signed information sheet by the College Office administering the payment plans.

   • Registration and/or official transcripts may be denied until the note has been paid in full.

5. Withdrawal from the College, for whatever reasons, will not cancel the obligation to pay the full amount of the Promissory Note that was signed. Any refund of tuition and fees due will be applied to the balance owed on the Promissory Note and not sent to the student.

6. Lone Star College System Tuition Payment Installment Options (TPIO) are not available for any classes added on or after the first day of the semester or the date set by Lone Star College System.

7. Financial Aid and Scholarships are applied first to the tuition and fees, with any remaining amount available to be put on a payment plan for any semester length credit classes added prior to the first day of the semester or the date set by Lone Star College System.

8. Payment dates each term will be set by the Records Office through the Vice Chancellor for Education and Student Development.

9. A three-part payment coupon sheet may be provided to the student.

4.4.2.3.1 College Responsibilities

Checks and cash are received in the Business Office. The basic procedures for receiving and depositing payment of the registration invoice is outlined below with additional procedures, as required, for Scholarship checks, Workforce Development checks, Miscellaneous checks and Cash.

4.4.3.1.1 Payment of Registration Invoices and Depositing Procedures

1. Payment of the Registration Invoice or Tuition Payment Installment Options (TPIO) Promissory Note is by a) Cash, b) Check or c) Credit Card and is made to the cashier.

2. For students utilizing Tuition Payment Installment Options (TPIO), a payment coupon should accompany the payment to insure proper application to the student’s receivable account.

3. The cashier uses the cash receipt software module to apply payments to the students’ accounts and to print receipts.

4. All transactions are posted by the College to the holding file by the next day.

5. All receipts are secured in the vault until the deposit is prepared.
   For College Business Office Use Only:
   Each cashier will run a "Cash Analysis" report for the receipts received for the day, and must balance to it.

6. The deposit is prepared in triplicate: White (top, for bank), Pink (to be validated by the bank and sent to District Accounting Dept.) and Yellow ( to be validated by the bank for the College Business Office).
   For College Business Office Use Only:
   An "Daily Payment Types Register" report is run that will total all of the "Cash Analysis" reports and will total all cash, checks and credit cards that should be on hand. These two reports must be in balance.
   An "Daily Register Update" report is run, which is a Cash Receipts Register Summary with General Ledger account numbers. This report must balance to the total of the cash, checks and credit cards and is posted to the "Post G/L Transactions" report (which then is run by District Accounting to update the General Ledger).

7. The checks and white and pink deposit slips are secured in an armored car transport bag, registered and amount recorded, and secured to await pick up.

8. The College will forward to the District Accounting Department:

   1. one copy of the deposit report ("Daily Payments Types Register")

   2. one copy of the cash receipts report ("Daily Register Invoice") and

   3. the pink copy of the deposit slip.

9. The District Finance Department monitors the funds that have been deposited in the Bank.

4.4.3.1.2 Scholarship Checks

1. All Donor checks are forwarded to the Financial Assistance Office.

2. The Financial Assistance Office will assign an award code to the check and will enter the check into the Student’s receivable record (using the "Award Detail Entry" Screen in the Colleague system). New A/R Codes and G/L Codes can be requested from District Student Financial Records.

3. A Multicopy Donor Scholarship Tracking Form (sample form available in Forms Appendix 4.6) is prepared with the following information:

   1. Recipient name and address

   2. Donor name and address

   3. Notes as to restrictions or educational fees

   4. The award code, A/R code and G/L number

   5. The amount, term and date received.

4. Two copies of the check are made:

   1. One copy of the check and donor form to be retained in the Financial Assistance Office.

   2. The original Donor check, a copy of the check and donor form is forwarded to the College Business Office.

5. The Business Office prepares deposit slip, enters the check into the system, enters the invoice number on the donor form and deposits the check according to the procedures outlined, above, in Section 4.4.3.1.1, Items 3-9.

6. The College Business Office forwards a copy of the check, the donor form and a copy of the deposit slip to the District Business Office, Student Financial Records.

7. The District Business Office, Student Financial Records retains the forms, for audit purposes, and to provide the Scholarship Foundation Office with information.

8. The Financial Assistance Office retains the Donor form for the College Scholarship Reception and for scholarship data information for audit. A letter is sent by the College Financial Assistance Office to the Donor to acknowledge receipt and gratitude for the donation and to explain the Scholarship Policy.

4.4.3.1.3 Workforce Development Checks

Workforce Development invoices are prepared by the District Accounting Office.

1. The District Accounting Department invoices companies for services and training.

2. When payment is received, the District Accounting Department codes the check and prepares a receipt.

3. The District Accounting Department is responsible for reconciliation and collection of Workforce Development accounts receivable.

4.4.3.1.4 Cash

Cash originates from a variety of sources such as: picnics, luncheons, annual awards dinners, NSF charges, Workforce Development functions, personal machine usage, telephone reimbursements and cosmetology.

1. A receipt must be written for all cash received. This receipt is prepared in duplicate, one for the daily deposit and one to be given to the payor of the cash.

2. The account to be credited is identified and noted at this time.

3. Normal depositing procedures, outlined above in Section 4.4.3.1.1, Items 3-9, are followed.

4. Deposits containing cash are secured in the vault until deposited.

4.4.3.1.5 Other Receipts

All receipts must be forwarded to the College Business Office for processing. Examples of miscellaneous receipts are listed below:

1. Club Accounts

2. Theater Tickets

3. Counseling

4. Food Service (refer to the Auxiliary Services section in this manual for special procedures)

5. Learning Resource Center fines

6. Copy cards

7. Phone charges

8. Travel advance and expense report reimbursements

9. Third party payments - Texas Rehabilitation Commission, Job Training Partnership Act, etc.

10. Cosmetology

11. Rental of facilities (refer to the Facilities section in this manual for special procedures)

12. Special Events, such as luncheons, sales, awards dinners, picnics, etc.

13. Scholarship Checks (refer to Scholarship Checks, Section 4.4.3.1.2, above)

14. Payments for services and training to companies (refer to Workforce Development Checks, Section 4.4.3.1.3, above)

15. NSF Charges

Checks and cash are received in the Finance and Treasury Department. The basic procedures for receiving and depositing all checks are outlined below. Additional procedures are required, as detailed below, for workforce development checks, vending checks and cash.

4.4.3.2.1 Basic Procedures for Receipts and Deposits

1. The Secretary in Finance and Treasury Department receives all receipts (checks and cash) for the District Office.

2. The Secretary date stamps the stub portion of all checks and secures them for deposit.

3. Deposits are prepared daily.

4. The Secretary makes two copies of the check and sends one copy to the person responsible for the account coding of the check, with a coding note attached.

   1. The Secretary will attach the copy of the check, with the account codes, to the Accounting copy of the deposit slip (yellow).

   2. If proper coding can not be determined, the check will be deposited, subject to further research.

5. Three bank accounts currently in use are the (1) Current Operating Fund, (2) Federal Fund and (3) Plant Fund.

6. The deposit is prepared in triplicate: White (top, for bank), Pink (to be validated by the bank and returned) and Yellow ( for the District Accounting Dept.).

7. A copy of the deposit slip is attached to the second set of copied checks, filed in the cash receipt book and maintained by the Secretary.

8. Tapes are prepared of the checks to be filed with the cash receipt book.

9. The Secretary will verify proper endorsement.

10. The checks and white and pink deposit slips are secured in an armored car transport bag, registered and the amount is recorded. The bag is then taken to the reception area to await pick up by the armored transport company each day.

11. Coding Notes:

    1. The Grants Accountant is responsible for identifying checks to be recorded to the Federal Fund.

    2. The Financial Analyst is responsible for identifying checks allocable to the Plant Fund (i.e. Interest from Banks).

    3. Other types of receipts, in general, will go to the Unrestricted Fund. Refer to special procedures, below, required for scholarship checks, workforce development checks, vending checks and cash.

12. The yellow copy of the deposit slip, a set of check copies and the original check stubs are forwarded to the Accounting Clerk to ready for data input into the system.

13. The pink validated deposit slip is mailed, by the Bank, to the Accounting Department.

4.4.3.2.2 Vending Checks

1. The Business Affairs Secretary receives the information for commissions from vending machines.

2. The vending information is compiled on a monthly basis and is accompanied by a summary report listing the location and revenue of each vending machine.

3. The Business Affairs Secretary creates a spreadsheet to total the information by College, verify the calculations to be used for future year comparisons.

4. The spreadsheet provides the data to correctly allocate the revenue to each College.

5. A deposit is prepared by the Secretary in Finance and Treasury according to procedures outlined above in Section 4.4.3.2.1.

6. Revenues are applied to the month that the check is received, for the earnings of the previous month.

4.4.4.1 Refunds - Students Enrolled In Regular Credit Classes

The refund policy for Lone Star College System is based upon the assumption that student tuition and fees provide only a portion of the actual incurred costs to provide educational opportunities. When a student enrolls in a class, a place is reserved which cannot be given to another student. This represents a significant cost to the District whether or not class enrollment is continued. Therefore, based on the rules of the Texas Higher Education Coordinating Board, the following guidelines will be used to determine refunds for college credit class drops or withdrawals.

1. Class Cancellation: If the College cancels or discontinues a scheduled course, a 100 percent refund will be granted.

2. It is the student’s responsibility to submit a written withdrawal request for College credit hour classes to the Admissions Office. This may be done in person or by mail.

3. Students who drop a course, or who totally withdraw, will have their tuition and fees (except the registration fee) refunded on a declining basis, as defined below. Refer to the current catalog for the actual dates for each semester.

   Coordinating Board approved semester-length courses
   Fall & Spring Semesters
   Prior to the first scheduled class meeting day	100%
   During the first fifteen class days	70%
   During the sixteenth through twentieth class days	25%
   After the twentieth class day	None
   Six-Week Summer Semester
   Prior to the first scheduled class meeting day	100%
   During the first five class days	70%
   During the sixth and seventh class days	25%
   After the seventh class day	None

4. Refunds for drops or withdrawal from minisemester classes, flex entry, non-semester length and other classes scheduled outside the regular fall and spring sessions will be made on a prorated basis as outlined below. Refer to the Business Office at the College for the exact dates.
   

   Class Term/Weeks	Last Day For 70 % Refund	Last Day For 25% Refund
   2 or less	2	N/A
   3	3	4
   4	4	5
   5	5	6
   6	5	7
   7	7	9
   8	8	10
   9	9	11
   10	9	12
   11	10	14
   12	12	15
   13	13	16
   14	13	17
   15	14	19
   16 or longer	15	20

5. The College Business Office will run a report ("Term Detail Trial Balance") indicating students that are due a refund.

6. For students utilizing Tuition Payment Installment Options (TPIO), withdrawal from the College, for whatever reasons, will not cancel the obligation to pay the full amount of the Promissory Note signed. Any refund of tuition and fees due will be applied to the balance owed.

7. Each refund is researched by the College Business Office for appropriateness and accuracy.

8. The refund report is forwarded to District Student Financial Records to be verified and to District Accounts Payable to initiate check processing (refer to the Accounts Payable section in this manual).

   For College Business Office Use Only:

   1. The Business Office will "screen print" every page of the student’s A/R report, along with the registration report and any credit card information, where applicable.

   2. This package will be reviewed and manually calculated to determine if the amount of refund showing is correct.

   3. After calculation, each package will be initialed and dated by the College Business Office.

   4. The College Business Office will run an "Term Detail Trial Balance" report and a note of the package is made on the report of the date that the package has been forwarded to District Student Financial Records. This is done for all registrations that were paid by Cash or Check.

   5. For registrations that were paid by Credit Card, the above procedure is the same, except that a Credit Card Summary Sheet is put on the top of the package. An E-Mail is sent to the District Accounts Payable, who actually performs all credit card refunds, with a copy to the Student Financial Records Department.

9. Refunds for registrations paid by check or cash are mailed from the Lone Star College System District Office six to eight weeks after the Official Day of Record. Refer to the current catalog for this date.

10. For refunds for registrations that were paid by credit card, the College Business Office must forward a Credit Card Summary Sheet to District Accounts Payable, with a copy to the Student Financial Records Department. All credit card refunds are performed by District Accounts Payable.

Special refund policies apply to students who have received either exemptions at registration or cash awards from Financial Assistance Programs. For refund information, refer to the Financial Assistance Department at the College. See 4.4.4.1, steps 5-9, above for refund procedures.

Refunds for CE Classes must be requested through the Community Education Offices. Students requesting refunds before the class begins will receive a 100% (100 percent) refund. Special circumstances may warrant a refund after the first day of class. See 4.4.4.1, steps 5-9, above for refund procedures.

1. NSF Check Distribution -
   The District Accounting Department will prepare an NSF Transmittal Form and, where appropriate, a Letter to the Student (see Forms Appendix at the end of this section for examples of these forms) for checks returned for insufficient funds (NSF).

   1. NSF Transmittal Form-

      1. The transmittal form is a three part form (White, Yellow & Pink).

      2. The White and Yellow are forwarded to the College, along with the check and any other supporting documentation.

      3. If the returned check was for Academic or CE tuition or fees or LRC charges, a copy of a Letter to the Student will be attached to the transmittal form.

      4. The College will sign the Transmittal and return the white copy to District as notification that the NSF information was received.

      5. The Pink copy is retained at District and is discarded when the signed White copy is received from the College.

   2. Letter to the Student-
      1. If the returned check was for Academic or CE tuition or fees or LRC charges, a three part Letter to the Student is prepared by the District Accounting Office.

      2. The first copy (White) is mailed to the student for notification that payment of the check and a returned check fee of $25.00 must be made at the College Business Office by cash, credit card, money order or cashiers check within ten (10) days from the date of the letter. Failure will result in the student being dropped from classes (except LRC charges).

      3. The second copy (Yellow), the returned NSF check and the above transmittal form is sent to the appropriate College for collection purposes.

      4. The third copy (Pink) is retained at District.

2. Journal Entries-

   1. If the returned check was for Academic or CE tuition or fees, the District Accounting Department will post the outstanding amount and the associated returned check charges to student’s receivable account. A Hold will be placed on the Student’s account against any further transactions.

   2. If the returned check was not for Academic or CE tuition or fees, the District Accounting Department will charge the amount to the original General Ledger account. This account number is noted at the bottom of the Transmittal Form.

1. When the transmittal form is received at the College Business Office (BO), the White (top copy) is to be signed and returned to District Accounting.

2. If the returned check was not for Academic or CE tuition or fees:

   1. A copy of the Transmittal form is forwarded to the Department Head or "Club" Chairperson of the function for which the check was originally taken. It is the responsibility of the Department Head or "Club" Chairperson to make collection efforts.

   2. The check and transmittal form are retained in the Business Office.

   3. If the check is collected, the payment must be made to the Business Office. Payment can only be in the form of cash, credit card, money order or cashiers check.

3. If the returned check was for Academic or CE tuition or fees:

   1. The check and transmittal form are retained in the Business Office for the ten (10) day collection period.

   2. If payment is made within the ten (10) day period, the College Business Office will apply the payment to the student’s receivable account. Payment can only be in the form of cash, credit card, money order or cashiers check.

      1. The BO will forward the yellow copy of the Letter to the Student to the District Accounting Department. The BO will note on the yellow copy how the payment was made.

      2. The hold will be removed from the student’s account.

   3. If payment is not made within the ten (10) day period, the Student will be dropped from all classes. A letter is sent to the student informing of the drop and that there is a hold on the student’s account to remain in effect until payment is made. The drop will be effective from the date of the check.

The Student Financial Records Department will reconcile the students’ financial records on an ongoing basis, but no less than once a month.

1. NSF Transmittal Form - Academic

2. Letter To The Student

3. NSF Transmittal Form - Non-Academic

4. Multicopy Donor Scholarship Tracking Form