Configure Transaction Codes
About Transaction Codes
Transaction codes categorize charges and payments. They also serve as the bridge between Campus Cafe and the general ledger and are associated with 1098T preparation.
Add Transaction Code
- Navigate to Student Financials > Transaction Codes
- In the Code to Add box enter a short code for the transaction
- Click Add
- In the top section, complete the relevant items
Description: The description of the transaction that will show on a student ledger.
Account Type: The revenue code is used in various programs to determine if a student has been billed for the school year. The payment type is used in A/R reports to determine the last payment date. The deposit type is used in A/R to determine next semester or year deposits. Transaction codes which are used to receipt F/A loans (i.e. debit cash and credit the F/A clearing account) the revenue code should be left blank. For cash payments against a student account, or miscellaneous cash payments, the revenue code should be a 'P' for payment. For transaction codes that are strictly revenue accounts like tuition, room and board the revenue code should be 'R' for revenue.
On F/A Discrepancy: The Financial Aid code should be set to 'Y' for any accounts to appear on the Financial Aid discrepancy report. For example, a Loan is received for a student and the student account is credited and the Loan clearing/exchange account is debited. On the cash receipts side, the cash account is debited and the loan clearing/exchange account is credited. Any transaction code having a ‘Y’ will be included on the F/A discrepancy report, which list discrepancies between the F/A entries and the cash receipt entries. All transaction codes for scholarships, revenues, and payments etc., should be set to blank.
Report Code 1098T: Scholarship will place the transaction in the scholarship box (Box 5), Tuition indicates a qualified tuition or related expense, blank will exclude it from the 1098T altogether. Refer to 1098T documentation.
Student Refund Default: A Y indicates code is valid for the processing of student refunds
Credit Card Type: Customizable text to describe the credit card type (American Express, etc.) associated with the transaction. If using Campus Cafe to take application fees or enrollment fees this field must remain blank for all transaction codes.
Title IV Award Type: The value here is used in federal financial aid summary reports. The report will group aid by these values. The is also utilized by the National Student Clearinghouse report option that specifies whether to include only students who have received Title IV aid in the report or all students. The NSC report determines students who have received Title IV aid by evaluating students' transactions codes where this field is not empty. Additional items may be set using STParm BCFAT4, however, they will not appear on the delivered Title IV report in base reports.
Inactive: Check to indicate transaction code no longer in use
Activate Cash Preset Distribution AutoFill: When posting cash to a student's ledger, allows the activation of the Auto Fill button to automatically create the offsetting accounting entry
Ninety Ten: For use by institutions that must report if 90 percent or more of revenue is derived from the federal government funds. A 10 indicates non-federal funds. A 90 indicates federal funds. A value of 'NI' indicates non-institutional charges. A value of '1P' indicates Presumption amounts. These are revenue (fund) sources that can be calculated against institutional charges before Title IV funds. A value of 'ST' indicates a stipend record. May also be left blank.
Payment Code 1098T: A Y indicates the code represents a qualified payment reportable under the 1098T. Leave blank if not a qualified payment. Refer to 1098T documentation.
3rd Party Reimbursement: Not in use
PET#: The Project Expense Tracking number. A way of grouping transactions. Options set in Accounting > Project Headers and Accounting > Project Details
Code CC-GL-Fund: Select the General Ledger account the transaction is associated with
Override CC-GL as Cash Account: This box applies only to cash transactions; not billing transactions. If checked, specifies the code specified in Code CC-GL-Fund as a cash account. Transactions utilizing this code will send cash to this account rather than the default cash account. The default cash account is defined on the Fund Master screen.
- In the Preset Distributions define if the transaction is split among general ledger accounts. Select the GL account, then define the percentage or dollar amount and click Save Distribution
- Click Save