Business Process

Third Party Contracts

Module

Student Financials

Prerequisites

A Third Party Org must be created prior to creating a Third Party Contract.

Description

This Job Aid illustrates how to create a Third Party Contract. 

1.

Click on [] then [] and navigate to to Student Financials -> Payment Plans -> Third Party Contract -> Create

2.

Click the “Add a New Value” page (tab) [].

3.

Following the established naming convention, create the new contract number by entering it into the “Contract Number” field (e.g. “2173RSDFIR”).  Click the “Add” button [].

Naming Convention

• Do not use dashes.

• The Contract Number (g. “2173RSDFIR”) consists of three parts:

1)  The four digit number is the term/semester.  In this sample, “2173” = Spring 2017

2)  The next letter is the campus. “C” = City; “M” = Mesa; “R” = Miramar.

3)  The final part is an abbreviation of the Third Party’s name.  In this sample, “SDFIR” = the San Diego Fire Department

4.

On the Third Party Contract tab, enter the Description, Short Description, and Long Description based on the naming convention.  Enter the corresponding External Org ID in the External Org ID field.  Enter the Contract Max, Student Max, and Last Date in the corresponding fields.  Click the following boxes so that a checkmark appears in the box: “Cross Reference Student Charge”, “Track Charges by Due Date”, and “Reconcile Org Due Date”.

5.

On the Third Party Contract Detail page (tab), enter the District’s tax payer ID number in the User Defined 1 field.

6.

On the Third Party Item Types page (tab), enter the Account Type, Charge Item Type, Credit Account Type, and Credit Item Type in the corresponding fields.  Select the Contract Type and Date Type from the pull down boxes.  Enter the Term in the text box.

Note: When assigning Item Types, be aware of the following distinctions:

• Item Types that begin with “5” are the charges transferred to the sponsor’s account.

• Item Types that begin with “71” are the credits applied to the student’s account to show what sponsor covered the charges.

• Item Types that begin with “70” are the payment(s) received from the sponsor to pay the student’s account.

7.

On the Third Party Charges page (tab), on the Node Details tab, enter the Tree Node type, Max Amount, Percentage, and Charge Item Type for all item types to be paid by the Third Party Organization.  Then Save [].

A Third Party Contract has now been setup between Miramar and the San Diego Fire Department for the Spring 2017 semester.  Per the preceding screenshot, the SD Fire Department will cover up to $2,500.00 of a sponsored student's Enrollment Fee, $16.25 for the Health Fee, $2.75 for the Insurance Fee, $1.00 for the Student Rep Fee, and $35.00 for the Parking Permit.

8.

End of job aid.