APPLICATION FEE PAYMENT MANAGEMENT

The Application Payment Management interface provides access to applications fees received (in the case of credit cards) or anticipated (in the case of checks, money orders, etc.), and the ability to reconcile application fee payments.

IMPORTANT!!

·     The payment reconciliation process automatically removes the application fee missing item for payments reconciled. Do not manually remove application fee missing item.

·     The payment reconciliation process automatically updates payment status to PAID for checks reconciled. Do not manually update payment status to PAID.

 Reconciliation of Application Fees Received

·                      Open the payment reconciliation menu item.

·                      Click on STANDARD RECONCILIATION TAB (other tabs are for custom functionality)

·                      Select the payment type to be reconciled (values vary by client)

·                      Click SEARCH

              fee  waivers, etc.) that have not been reconciled will appear.

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the SELECT ALL button if all transactions are confirmed. Click the RECONCILE button

o     Checks, money orders, etc. - the names displayed are those applicants who indicated that payment option when submitting their online application, so a check is EXPECTED. Consequently, this is a list of anticipated payments, vs. payments already received.                For each check payment actually received, select (CNTL-click) the row containing the applicant’s name, then click the RECONCILE button.

o     Application Fee Waiver Requests – some schools offer online applicants the option to request a fee waiver. Fee waiver requests must be evaluated and approved, and this is done via the reconciliation screen. Since there is no payment received, by reconciling the fee waivers you will be approving the individual’s fee waiver request.

To approve a fee waiver request, select (CNTL-click) the names you want to approve. NOTE: it may be necessary to occasionally waive an application fee for an individual applicant. To waive the application fee for a specific applicant:

·     On the app general screen, change the PAY BY OPTION to fee waiver

·     set the FEE STATUS to waived on the Application General screen (NOTE: edit of fee payment status is limited to users with that specific role)

·      Once you’ve selected all the waiver requests to be reconciled, click the RECONCILE button at the bottom of the payment reconciliation screen.

·     The application fee missing item is automatically removed for payments reconciled.

Do not manually remove the application fee missing item.

·     Payment status is automatically updated to PAID (or waived for fee waivers) for payments reconciled. Do not manually update the payment status to PAID.

·     A Payment Reconciliation report like the following is generated, which can be printed and used for internal purposes. NOTE: This is a standard report, used by all clients, so there will be some unused (blank) fields (PayPal, CFNC, etc.) on the report printed for some clients.

Reconciliation History

A history of app fees reconciled is available via the Reconciliation History screen. Using the search criteria provided, you can pull a history of reconciliations and print a copy of the reconciliation report (see PRINT RECON REPORT button) for each batch (group reconciled). By double-clicking on the row, an itemized list of payments within that batch will be returned.

Payment transaction information returned by the credit card provider automatically appears on this screen. This screen is primarily for information purposes only. As a

standard practice, do not use the PAYMENTS tab/screen inside an applicant’s record to record payments received. However, there are rare exceptions where you will enter information onto this screen, such as for an occasional paper application, or to record a credit card payment made successfully via the credit card provider that failed to post back successfully to AdmissionPros (found during reconciliation of credit card report with AP transactions).

 Recording credit card payment(s) made successfully via the online admission application, and the online credit card provider storefront, but where transaction(s) did not post back to AdmissionPros. NOTE: this should be used only where credit card payment is attempted using the AdmissionPros online application, and an online credit card provider storefront.

ü                      Open applicant’s record

ü                      Open the PAYMENTS tab

ü                      Click the NEW button on the bottom

ü                      Enter

-     Payment type

-     Transaction #

-     Date paid

-     amount

ü                      SAVE