Creating and Linking a Third-Party Contract to an Account


Concept


Steps:

  1. Begin by navigating to the Third Party Contract page.

     

    Click the Student Financials link.

    Step 1
  2. Click the Payment Plans link.

    Step 2
  3. Click the Create link.

    Step 3
  4. Click the Add a New Value tab.

    Step 4
  5. Note that the system assigns a Contract Number of NEXT until you save the new contract you are about to create.

     

    Click the Add button.

    Step 5
  6. Use the Third Party Contract page to define basic third-party contract parameters.

    Step 6
  7. Click the Copy button to access the Copy Contract page where you can copy an existing third party contract as the basis of a new third party contract. You may copy all contract setup information except for term and date information.

    Step 7
  8. Enter the desired information into the Description field. Enter

     a valid value
     e.g.
     "Third Party Contract"
    .

    Step 8
  9. Click in the Short Description field.

    Step 9
  10. Enter the desired information into the Short Description field. Enter

     a valid value
     e.g.
     "Third Part"
    .

    Step 10
  11. Click in the Long Description field.

    Step 11
  12. Enter the desired information into the Long Description field. Enter

     a valid value
     e.g.
     "Third Party Contract"
    .

    Step 12
  13. Click in the External Org ID field.

    Step 13
  14. This contract is sponsored by the Modelman Foundation, whose system ID is SFORG1030.

     

    Enter the desired information into the External Org ID field. Enter

     a valid value
     e.g.
     "SFORG1030"
    .

    Step 14
  15. Enter a Contract Priority value if a student is linked to more than one third-party contract. This establishes an order for the contracts to apply.

     

    In this case, you want to accept the default value.

    Step 15
  16. If you have a contact person at the organization, enter their code here.

     

    Click in the Contact Type field.

    Step 16
  17. Enter the desired information into the Contact Type field. Enter

     a valid value
     e.g.
     "PRI"
    .

    Step 17
  18. Specify a Contract Max amount. This is the maximum dollar amount that the sponsor provides for all sponsored students combined.

     

    Click in the Contract Max field.

    Step 18
  19. Enter the desired information into the Contract Max field. Enter

     a valid value
     e.g.
     "100,000.00"
    .

    Step 19
  20. Specify a Student Max amount. This is the maximum amount that the sponsor provides for any one sponsored student.

     

    Click in the Student Max field.

    Step 20
  21. Enter the desired information into the Student Max field. Enter

     a valid value
     e.g.
     "5,000.00"
    .

    Step 21
  22. Enter the Charge Tree (item type tree) that you want to use to define which charges the contract covers.

     

    In this case, accept the system default value.

    Step 22
  23. Specify the last date that charges can be adjusted.

     

    Click in the Last Date field.

    Step 23
  24. Enter the desired information into the Last Date field. Enter

     a valid value
     e.g.
     "12/31/2008"
    .

    Step 24
  25. Click the Third Party Item Types tab.

    Step 25
  26. Use the Third Party Item Types page to define third-party contract item types.

    Step 26
  27. Enter the desired information into the Account Type field. Enter

     a valid value
     e.g.
     "TPC"
    .

    Step 27
  28. Enter the item type for third-party contract charges that will appear on the corporate account and invoice.

     

    In this case, enter the code for sponsored tuition and fees.

     

    Click in the Charge Item Type field.

    Step 28
  29. Enter the desired information into the Charge Item Type field. Enter

     a valid value
     e.g.
     "100000000008"
    .

    Step 29
  30. If you want to allow discounts to third-party contract sponsors, enter the Discount Item Type you have set up to credit against eligible charges.

     

    For example, if you have a local corporation that provides tuition sponsorship for dozens of employees each year, you can offer them a discount on tuition charges.

    Step 30
  31. Enter the item type that the system uses for credits to the customer.

     

    In this case, enter the code for TP contract priority 400.

     

    Click in the Credit Item Type field.

    Step 31
  32. Enter the desired information into the Credit Item Type field. Enter

     a valid value
     e.g.
     "3600000000010"
    .

    Step 32
  33. You can select to apply the contract to a: Specific Course, Specific Course List, Specific Term, or Specific Year or Period.

    Step 33
  34. Since this contract is for a Specific Year or Period, and the Date Type is a Date Range, you must enter the Start Date and End Date to specify the date range to which the contract applies.

     

    Click in the Start Date field.

    Step 34
  35. Enter the desired information into the Start Date field. Enter

     a valid value
     e.g.
     "01/01/2000"
    .

    Step 35
  36. Click in the End Date field.

    Step 36
  37. Enter the desired information into the End Date field. Enter

     a valid value
     e.g.
     "12/31/2008"
    .

    Step 37
  38. Click the Third Party Charges tab.

    Step 38
  39. Use the Third Party Charges page to define third-party contract transfer parameters.

    Step 39
  40. You can enter an Item Type Group that the system uses to offset charges covered by the contract. For example, you can apply all financial aid to the student’s account before transferring eligible charges to the sponsor.

     

    Note that if your school uses the payment priority flag option in the setup of these item types, you may not want to define any offset charge item type groups.

     

    If you enter an Item Type Group, then you must enter a term range for offsetting charges.

    Step 40
  41. Enter a Tree Node from the item type tree that includes all charge item types you want to cover with the third-party contract.

     

    Click in the Tree Node field.

    Step 41
  42. Enter the desired information into the Tree Node field. Enter

     a valid value
     e.g.
     "TUITION"
    .

    Step 42
  43. Define a maximum amount that you can apply to pay off the charges belonging to the corresponding tree node.

     

    Click in the Max Amount field.

    Step 43
  44. Enter the desired information into the Max Amount field. Enter

     a valid value
     e.g.
     "4,000.00"
    .

    Step 44
  45. Specify the percentage of the eligible charge that the system transfers to the sponsor. This percentage amount is limited by the maximum amount.

     

    Click in the Charge % field.

    Step 45
  46. Enter the desired information into the Charge % field. Enter

     a valid value
     e.g.
     "100"
    .

    Step 46
  47. If you want to give a discount to the third-party contract sponsor, enter a Discount % in this field.

    Step 47
  48. Click the Add Row button.

    Step 48
  49. Click in the Tree Node field.

    Step 49
  50. Enter the desired information into the Tree Node field. Enter

     a valid value
     e.g.
     "HOUSING"
    .

    Step 50
  51. Click in the Max Amount field.

    Step 51
  52. Enter the desired information into the Max Amount field. Enter

     a valid value
     e.g.
     "2,000.00"
    .

    Step 52
  53. Click in the Charge % field.

    Step 53
  54. Enter the desired information into the Charge % field. Enter

     a valid value
     e.g.
     "100"
    .

    Step 54
  55. Click the Save button.

    Step 55
  56. Now that you have created a third-party contract, link it to a student's account.

     

    Click the Assign link.

    Step 56
  57. Use the Third Party Contract page to link students to third-party contracts.

    Step 57
  58. Notice that the system populates this page with information from the third-party contract you just created, including its newly assigned Contract Number.

    Step 58
  59. You want to assign Terry Shannon to this contract.  His student ID is SFTRN015.

     

    Enter the desired information into the Reference Number field. Enter

     a valid value
     e.g.
     "SFTRN015"
    .

    Step 59
  60. After you assign an ID to the contract and click in another field, the system makes the Post button active.

     

    Click in the Student Max field.

    Step 60
  61. Click the Post button to link the student to the third-party contract.

     

    Click the Post button.

    Step 61
  62. Click the Save button.

    Step 62

You have successfully created a third-party contract and linked it to a student.

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