Carol Tolbert-Tubbs, GeorgiaBEST Information Technology Services September 18, 2012

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Detail Code Maintenance Fee Assessment Student Health Insurance Acceptance Flag Update Direct Deposit Refund Status Receipt Writing Accounts Receivable Load End of Day Process Auditing Toolkit

Detail Code Maintenance Purpose ▪ Provides the user with the ability to establish and

maintain detail codes for use in Accounts Receivable Processing

Forms ▪ Detail Code Control Form (ZSADETC) ▪ Detail Code Accounting Mass Data Entry Form

(ZSRMASS) ▪ Chartfield Validation and Inquiry Form (ZSICHFD)

Process ▪ Working Area Summary Report (ZSRMSUM)

Detail Code Control Form (ZSADETC) Charge or payment type ▪ Note: Once defined the type should not be changed.

Associated with a specific category code Stored in baseline tables Clone of baseline TSADETC form Validated real time against the PS COA Combo

Table

Detail Code Accounting Mass Data Entry Form (ZSRMASS) Allows for multiple changes to multiple detail

codes Provides working area to pull current detail code

information for a specific population for updates Displays counts for number of records, number of

errors, and number of warnings Validated real time against the PS COA Combo

Table

Chartfield Validation and Inquiry Form (ZSICHFD) Query only form Underlying form when searching for GL entries Search by individual chart fields (PS chartfield

tables) Search by combo string (PS COA Combo Table)

Working Area Summary Report (ZSRMSUM) Print working area data for All records, Error

records only, or Warning records only Working area specific Executed from Job Submission (GJAPCTL)

Fee Assessment Purpose ▪ Provide the ability to assign an attribute to a student

record to use in processing fee assessment

Processes ▪ Student Attribute Process (ZGRATTR) ▪ Student Attribute Delete Process (ZGRATTD)

Fee Assessment Process Flow ▪ Set up rules and codes ▪ Create attribute codes (STVATTS) ▪ Build crosswalk validation rules (GTVSDAX) ▪ Set reverse non-tui/fee indicator (SOATERM) ▪ Build fee assessment rules (SFARGFE)

Fee Assessment Student Attribute Validation (STVATTS) ▪ Create attribute codes to identify students participating

in a special program such as SHIP ▪ Can be associated with the fee assessment rule to

ensure specific charges are made to the student

Fee Assessment Student Attribute Process (ZGRATTR) ▪ Uses population selection to assign specified attribute

codes to student accounts ▪ Process parameters include term and attribute code to

assign ▪ Creates an effective term in SGASADD for the term

specified ▪ Copies all prior active records to the new effective

record and assign new attribute code

Fee Assessment Additional Student Information (SGASADD) ▪ Stores current and historical attribute information for a

specific student ▪ Student may have multiple attributes assigned to the

record

Student Attribute Delete Process – (ZGRATTD) Deletes or expires attribute codes based on the

attribute code and term specified A report of the records created is provided as part

of the .lis file

Purpose Provides the ability to create an extract file for

submission to the USG approved health insurance provider as well as providing the ability to load waiver/exemption information received from the provider for the purpose of waiving charges for certain participants. Processes ▪ Student Health Insurance Extraction Process (ZSRSHIR) ▪ Student Health Insurance Load Process (ZSRHIEL)

Student Health Insurance Background ▪ Mandatory Plan ▪ Graduate students receiving a tuition waiver as a result of a GRA,

GTA, or GSA assistantship award ▪ Undergraduate, graduate and ESL international students holding

F or J visas ▪ Undergraduate and graduate students enrolled in programs that

require proof of health insurance ▪ Graduate students receiving fellowships that fully fund their

tuition

▪ Optional Plan ▪ Any student not included in Mandatory

Student Health Insurance Process Flow ▪ Set Up ▪ Create Attribute Codes (STVATTS) ▪ Create Detail Codes (ZSADETC) ▪ Build Fee Assessment Rules (SFARGFE) ▪ Create Exemption Codes (TSAEXPT)

▪ Processing SHI ▪ Assign Attribute Codes (ZGRATTR) ▪ Create Submission File (ZSRSHIR) ▪ Load Waivers (ZSRHIEL)

Student Health Insurance Extraction (ZSRSHIR) Pulls students charged the SHIP fees and all

pertinent information Creates file for sending to vendor ▪ The lis file contains a list of the students included in the

extraction file ▪ Extraction file contains data to submit to the vendor

Student Health Insurance Load (ZSRHIEL) Loads students who have been verified as exempt

for paying for health insurance in mandatory groups Creates a student record in the Exemptions Form

(TSAEXPT) for specified exemption code and term

AR Acceptance Flag Update Process (ZSRAFLU) After registration and fee assessment Must coordinate among Registrar, Bursar and

Financial Aid Uses population selection Update AR Acceptance indicator on SFAREGS for

population selection ▪ C – Confirmed ▪ N – None ▪ Y – Yes

All students updated to same code

Direct Deposit Subscription Purpose ▪ Provides the ability for students through Banner Self

Service to subscribe for financial aid proceeds and other refunds to be deposited into a checking/savings account

Forms – Set up Codes and Rules ▪ E-Mail Process Definition Form (ZTVPROC) ▪ E-Mail Status Definition Form (ZTVSTAT) ▪ E-Mail Rules Form (ZUREMRU) ▪ E-Mail Text Rules Form (ZURMAIL) ▪ E-Mail Hierarchy Definition Form (ZUREHIR)

Direct Deposit Subscription Forms (continued) ▪ Letter Code Validation Form (GTVLETR) ▪ E-Mail Process/Letter/Status Control Form (ZUREPLS) ▪ Direct Deposit Control Form (ZSRDDRU) ▪ Bank Routing Number Validation Form (GXVDIRD) ▪ Direct Deposit Subscription Form (ZSADDSD) ▪ E-Mail Additional Information Form (ZURAEML)

Direct Deposit Subscription Process ▪ Bank Routing Number Load (ZGRDIRD)

Process Definition (ZTVPROC) Defines the eDeposit process to the e-mail system

for the generation of e-mails Values populated with a script

E-Mail Status Definition (ZTVSTAT) Defines the e-mail statuses and potential error

conditions Values populated with a script

E-mail Rules (ZUREMRU) Establishes e-mail host settings and Banner

instance for the generation of e-mail notifications

E-Mail Text Rules (ZURMAIL) Establish the text and format for e-mail

notifications

E-Mail Hierarchy Definition (ZUREHIR) Defines the e-mail hierarchy for the selection of e-

mail addresses

E-Mail Process/Letter/Status Control (ZUREPLS) Defines the status of each letter code as ‘HOLD’ Populated with a script

Direct Deposit Rules (ZSRDDRU) Controls the Banner Self Service links for direct

deposit subscription and web refund status Create/edit agreement text Create/edit address type hierarchy

Bank Routing Number Load (ZGRDIRD) Used to insert bank routing numbers into the

Bank Routing Number Validation Form (GXRDIRD) File is obtained from the Federal Reserve Financial

Services web site: https://www.fededirectory.frb.org/download.cfm

Direct Deposit Subscription Activate, inactivate and delete direct deposit data

in SSB Found in the secure area of SSB Bank routing and account numbers are entered Subscription records are sent to PSFIN for the

creation of an ACH file ▪ Occurs automatically through a trigger

Direct Deposit Subscription (ZSADDSD) Stores current and historical direct deposit

subscription data Updates direct deposit subscription records

through the application Account number is masked with the exception of

the last two (2) digits

E-mail Additional Information Form (ZURAEML) Provides the ability to verify e-mail notification

statuses

Web Refund Status Purpose ▪ Provides the ability for a student to view Banner refund

information through Banner Student Self Service. ▪ All refunds the student received when enrolled at the

institution will be displayed including the date entered, the term, the transaction number, and the amount of the refund ▪ Note date entered not processed/sent to student

Form ▪ Direct Deposit Rules Form (ZSRDDRU)

Direct Deposit Rules Form (ZSRDDRU) Controls the Banner Self Service links for direct

web refund status This is part of the Direct Deposit Subscription

Receipt Writing Purpose ▪ Provides the user the ability to write receipts for

departmental related deposits and for non-student receivables through Georgia Modifications and Banner Baseline

Forms – Set Up Rules and Codes ▪ Define detail codes (ZSADETC)

Forms – Write departmental receipts ▪ Miscellaneous Transaction Form (ZSAMISC)

Miscellaneous Transaction (ZSAMISC) Clone of baseline TSAMISC Used to write departmental receipts Writes receipts without a student ID number if needed Validates Account numbers when a detail code is

marked GL Enterable Debits and credits must balance to commit record Data stored in baseline tables ▪ TBRMISC ▪ TBBMISD

Accounts Receivable Load Purpose ▪ The AR Load Process (ZSRINLD) provides the ability to

enter financial charges or payments into Banner in batch when an external source is used to generate those charges/payments.

Accounts Receivable Interface Load Forms – Set Up Codes and Rules ▪ Interface Code Validation Form (ZTVINFC) ▪ Interface Load Field Validation (ZTVINFF) ▪ Interface Load Rules (ZSAINFR)

Processes ▪ AR Interface Load Process (ZSRINLD)

Interface Code Validation Form (ZTVINFC) Used to create an interface code and description for

each file format that will be loaded into Banner Indicate the type of delimiter used in the file (Note:

Fixed file formats will have a blank delimiter) Required parameter when executing the process to

load the records Appended to the last six characters of the file name to

create a unique PaymentID code

Interface Load Field Validation (ZTVINFF) Lists fields required for processing Populated by script Each should be reviewed

Interface Load Rules (ZSAINFR) Used to create the interface rules for each file format LOV available for the interface code The interface code indicates which panel (delimited or

fixed) is displayed If the file format is delimited, the panel displays a

sequence number and occurrence that is user defined If the file format is fixed, the panel displays a start

position, end position, and occurrence that is user defined

AR Interface Load (ZSRINLD) Produces a .lis file that contains any

errors/warnings If any errors are encountered, NO records are

loaded into the TBRACCD table Creates a cashier session at the time records are

loaded The tbraccd_payment_id is updated with the

interface code and the last 6 characters of the file name (before the file extension)

End of Day Processing Purpose ▪ Provides the ability to create the accounting entries for the

PeopleSoft General Ledger and Accounts Payable Processes/Reports ▪ Student Billing Process (ZSRCBIL) ▪ Aging Report (ZGRAGES) ▪ Non-Banner Finance Interface (ZGRPSLD) ▪ GURFEED Temporary Table Purge (ZOPGFTT) ▪ Scholarship Allowance Report (ZORSCHA)

Scripts ▪ Feed Reset Script (ZORFRED)

End of Day Process Process Flow ▪ Baseline Processing ▪ Assess fees (SFRFASC) ▪ Assess housing and meal charges (SLRFASM) ▪ Apply contracts, exemptions, and deposits (TSRCBIL) ▪ Close all non-cash drawer cashier sessions (TGRCLOS/TGACREV) ▪ Close cash drawer cashier sessions (TGACREV) ▪ Process refunds (TSRRFND)

End of Day Process Process Flow ▪ Baseline Processes ▪ Finalize all closed cashier sessions (TGACSPV) ▪ Produce report of all finalized cashier sessions (TGRCSHR) ▪ Apply all payments (TGRAPPL) ▪ Unapply payments from application pending roster (TSAUNAP) ▪ Reapply payments (TSAAREV) ▪ Create GL and AP entries (TGRFEED) ▪ Generate the reconciliation report (TGRRCON)

End of Day Process Process Flow ▪ Insert due date and initiate aging (ZSRCBIL) ▪ Aging analysis (ZGRAGES) ▪ Execute the non-banner finance interface (ZGRPSLD) ▪ Delete records from the zurgftt table (ZOPGFTT) ▪ Reset problematic feed (ZORFRED) ▪ Run Scholarship Allowance report (ZORSCHA)

Student Billing Process (ZSRCBIL) Clone of baseline Student Billing Process

(TSRCBIL) Run only in *STATEMENT* mode Creates a due date for a specific term and any

prior terms Begins the aging process for student accounts

with a balance due

Aging Report (ZGRAGES) Board of Regents auditing requirement to submit

aging analysis June 30 and December 30 each year Reports aging accounts Output displays from 1-30 to >5 years Output used for reporting aging analysis for the

institution Three report options generate two report formats ▪ Detail by ID (.rpt and .tab) ▪ Detail by fund and account (.rpt and .tab) ▪ Summary (.rpt and .tab)

# Parameter Default Value

01 By Bill Date N

02 By Due Date N

03 By Effective Date N

04 Produce Summary Report Y

05 Produce Detail by Fund_Acct Y

06 Produce Detail by Student ID Y

07 Selection Identifier

08 Application

09 Creator ID

10 User ID

Non-Banner Finance Interface (ZGRPSLD) Writes accounting records found in GURFEED to

the JGEN_BNR_BOR table in PSFIN Data are copied to Banner temporary table

ZURGFTT GURFEED records are deleted at the time of

successful completion Executed from Job Submission (GJAPCTL)

GURFEED Temporary Table Purge (ZOPGFTT) Deletes records from ZURGFTT temporary table

based on start and end date Executed in (A)udit or (U)pdate modes Should only be executed following end of year

reporting to the Department of Audits Executed from Job Submission (GJAPCTL)

Feed Reset Process (ZORFRED) Used to reset the Feed Indicator when

problematic data is posted to GURFEED Executed through SQLPlus Resets all data for the feed date entered

(including multiple feeds)

Scholarship Allowance Process (ZORSCHA) Pulls accounts receivable data used in populating

the Schedule for Determining Scholarship Allowance and Student Aid Expenses. This is a GASB report required for fiscal year end processing. Requires data to be set up on baseline Tax Type

Validation Type form (TTVTAXT) Requires tax indication set on the Detail Code

Control form (ZSADETC)

Auditing Tool Kit Purpose ▪ Provides tools necessary to pull data to satisfy State Audit

requirements

Processes ▪ Term Code Data Report (ZAQTERM) ▪ Term Based Designator Data Report (ZAQTBDS) ▪ Additional Registration Fees Report (ZAQAFEE) ▪ Fee Assessment Rules Report (ZAQRGFE) ▪ Refund By Total Rules Report (ZAQRFND) ▪ Accounts Receivable Supervisory Report (ZAQCASN)

Processes (continued) ▪ Supervisor Restricted User Report (ZAQTPRF) ▪ Financial Aid Source Code T Transaction Report

(ZAQCSHT)

Scripts ▪ All users with access to AR Objects (ZAQTCLS) ▪ Determination of value-based security status (ZAQQVBS) ▪ Determination of auditing status for TAISMGR (ZAQTAUD) ▪ All users with permission to access TAISMGR objects at the

database level (ZAQTOBJ) ▪ User activity as a result of a security violation (ZAQALOG) ▪ Oracle roles (ZAQROLE) ▪ All users with access to specific objects (ZAQSCLS) ▪ Assign users to a specific profile for security (ZAAFUNC,

ZAAPROF, ZAAGRPF, ZAAEXPW)

Auditing Tool Kit Process Flow ▪ Auditing Requirements Satisfied with ITS Processes ▪ Term codes and related data (ZAQTERM) ▪ Term-based designators for detail codes and associated

information (ZAQTBDS) ▪ Additional registration fees for a specific term (ZAQAFEE) ▪ Fee assessment rules for a specific term (ZAQRGFE)

Auditing Tool Kit Process Flow ▪ Auditing Requirements Satisfied with ITS Processes ▪ Refund rules used when refunding by total (ZAQRFND) ▪ AR supervisors and the cashiers assigned to each (ZAQCASN) ▪ Supervisors and restricted users (ZAQTPRF) ▪ Financial aid transactions with a source of ‘T’ (ZAQCSHT)

Auditing Tool Kit Process Flow ▪ Auditing Requirements for Security Satisfied by ITS SQL

Scripts ▪ All users with access to AR Objects (ZAQTCLS) ▪ Determination of value-based security status (ZAQQVBS) ▪ Determination of auditing status for TAISMGR (ZAQTAUD) ▪ All users with permission to access TAISMGR objects at the

database level (ZAQTOBJ)

Auditing Tool Kit Process Flow ▪ Auditing Requirements for Security Satisfied by ITS SQL

Scripts ▪ User activity as a result of a security violation (ZAQALOG) ▪ Oracle roles (ZAQROLE) ▪ All users with access to specific objects (ZAQSCLS) ▪ Assign users to a specific profile for security (ZAAFUNC,

ZAAPROF, ZAAGRPF, ZAAEXPW)

Auditing Tool Kit Term Code Data Report (ZAQTERM)

Auditing Tool Kit Term Based Designator Data Report (ZAQTBDS)

Auditing Tool Kit Additional Registration Fees Report (ZAQAFEE)

Auditing Tool Kit Fee Assessment Rules Report (ZAQRGFE)

Auditing Tool Kit Refund By Total Rules Report (ZAQRFND)

Auditing Tool Kit Accounts Receivable Supervisory Report

(ZAQCASN)

Auditing Tool Kit Supervisor Restricted User Report (ZAQTPRF)

Auditing Tool Kit Financial Aid Source Code T Transaction Report

(ZAQCSHT)

Auditing Tool Kit Course Section Fees Report (ZAQCSFR)

Auditing Tool Kit Exemptions/Rate Codes Report (ZAQEXRC)

Auditing Tool Kit Residency Status Report (ZAQRESS)

Auditing Tool Kit Third Party Contracts Report (ZAQTPCR)

Auditing Tool Kit AR Class Security Report (ZAQTCLS) ▪ Provides a list of objects each AR user has access to

including the class and roles

Value-base Report (ZAQQVBS) ▪ Shows the status of value-based security (active or

inactive)

Determination of Auditing Status-TAISMGR ▪ If auditing is not active, no rows will be returned

Auditing Tool Kit ARSYS Object Access Report (ZAQTOBJ) ▪ Provides a list of all users with permission to access

TAISMGR objects at the database level ▪ User must have select privileges on DBA_TAB_PRIVS

Not Authorized to Access Report (ZAQALOG) ▪ Lists user activity that has violated security within the

Banner application ▪ Must be run by BANSECR

Auditing Tool Kit Oracle Role Report (ZAQROLE) ▪ Lists granted role and the grantee ▪ User must have select privileges on DBA_ROLE_PRIVS

Class Security Report by Object (ZAQSCLS) ▪ Lists the user, specific object, role and activity date that

can be accessed through Banner by the user ▪ User must be BANSECR

Auditing Tool Kit Assign users to a specific profile for security ▪ ZAAFUNC is used to create the

BOR_VERIFY_FUNCTION password strength function ▪ ZAAPROF is used to create the BOR_PROFILE Oracle

profile ▪ Sets limits on user logins

Auditing Tool Kit ▪ ZAAGRPF is used to assign all end users who are not

Oracle distributed or Banner schema owners to the BOR_PROFILE

▪ ZAAPEXW is used to expire passwords for all Banner end users who are not Oracle distributed or Banner schema owners

User must be logged in as SYSTEM to run these scripts

College Work Study Interface Purpose ▪ The Georgia Banner Enhanced Student and Financial Aid

College Work Study Interface (CWSI) process inserts College Work Study payroll information from ADP into Banner, eliminating manual entry. Users maintain CWSI through Banner baseline and Georgia Enhancements.

College Work Study Interface Process Flow ▪ Setting up Codes and Rules ▪ Create Authorization Status Codes (RTVAUST) ▪ Establish job skills (RJRJREQ) ▪ Associate job titles and descriptions with valid pay rates

(RJRJOBT) ▪ Establish name and address information for student employment

locations (RJAPLBD)

College Work Study Interface Process Flow ▪ Setting up Codes and Rules ▪ Build job placement rules (RJRPLRL) ▪ Build employment default rules (RJRSEDR)

▪ Award students entitled to receive Work Study (RPEPCKG/RPAAWRD)

College Work Study Interface Process Flow ▪ Create employment authorization for individual

students (RJASEAR) ▪ The EPOP006 process is run in ADP. The process creates

an epop006.txt file to load into Banner ▪ Place file in your $DATA_HOME/tapedata/finaid

directory to be processed (rename ‘CWS######.txt’) ▪ Run the CWSI Load process (ZRPWST1) ▪ Review error report (zrpwst1.lis)

College Work Study Interface Process Flow ▪ Make corrections based on error messages in .lis file ▪ Rerun the CWSI Load Process until no errors are

encountered ▪ Run the CWSI Update process (ZRPWST2) ▪ Verify output files

College Work Study Interface Process Flow

▪ Produce CWSI Report (ZRRWSTD) ▪ Review Balance Report output (.lis file)

TouchNet Provides the ability to accept credit card and ACH

payments through Self-Service Banner Awarded state wide contract for all USG

institutions

Self-Service Retrieve Email Address Allows the user to search by the term of

enrollment, and the first and last name Retrieve Email Address button on the secure login

page Institutions can deactivate the button via

GTVSDAX Internal Code RETRVEMADD

Self-Service Retrieve ID Allows the user to enter the name, birth date and

last 4 digits of the Social Security Number to retrieve the institutional ID for a specific student Retrieve ID button on the secure login page Institutions can deactivate the button via

GTVSDAX Internal Code RETREIVEID

Local Print Solution Provides end user a way to view and print log and lis

files without directly accessing the operating system Creates a PDF file of the lis file with confidentiality

statement appended to the bottom of each page Permits the saved documents to be opened directly

from the Process Submission Controls form (GJIREVO) ▪ Modification to baseline GJIREVO

Can copy file to another Banner user

GeorgiaBEST Community: Accounts Receivable Banner 9 DegreeWorks Developers Financial Aid Hosted Institutions Student

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Remember: All USG GeorgiaBEST customers have access to Ellucian’s Digital Campus Academy.

Access baseline training on your own schedule

Contact the ITS helpdesk (helpdesk@usg.edu) for access information

To create a new or update an existing production down, business interrupting (emergency) support request, call the ITS Helpdesk immediately 706-583-2001 1-888-875-3697 (toll free in Georgia)

For anything else, contact the ITS helpdesk at http://www.usg.edu/customer_services (self-service

support request) or E-mail at helpdesk@usg.edu

NOTE: Self-Service requires login using a user ID and access code. Contact the ITS Helpdesk at helpdesk@usg.edu to obtain self-service login credentials.

Wednesday, September 19 4:20 – 5:10 – Birds of a Feather SponsorPoint throughout TouchNet – Olgethorpe

F/G 5:20 – 6:10 – Application of Payment, Have it Your Way – Olgethorpe F/G

Thursday, September 20 8:30 – 9:20 – Automate the Refunding Process – Olgethorpe F/G 9:30 – 10:20 – Banner to PeopleSoft Reconciliation-TGRRCON – Olgethorpe A/B 10:40 – 11:30 – Due Diligence: Debt Collection – Estes B 11:30 – 1:00 – AR Birds of a Feather – Lamar A/B 2:00 – 2:50 – Student Tuition & Fee Payment Plan Options: Making Education More

Affordable – Olgethorpe A/B 3:10 – 4:00 – Developing a Banner Accounts Receivable Training Program –

Olgethorpe A/B 4:10 – 5:00 – Banner and the Financial Aid Audit – Olgethorpe A/B

Friday, September 21 9:30 – 10:20 – Fee Waiver Birds of a Feather – Olgethorpe F/G

Be sure to stop by Ellucian's Vendor Room for additional sessions. ▪ Course Signals Product Demo, Thursday,

September 20th 10:20-10:40 am ▪ Recruiter Product Demo, Thursday, September

20th 2:50-3:10 pm