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Business and Financial Policies and Procedures

5.2.5 Process (Assess) Student Charges in Banner AR

Policy Statement

Tuition, fees, and adjustments are posted automatically to each student account in Banner AR as part of the registration and add/drop processes.

Units must assess all non-tuition/fee receivables in Banner AR within 30 days after providing the good or service. Consult the Accounts Receivable Operations (ARO) Production Calendar to ensure your charges are processed before scheduled refunds are issued. If documented circumstances beyond your control prevent you from meeting the 30-day assessment deadline, email Accounts Receivable Operations (ARO) aroperations@uillinois.edu to request an exemption.

There is no minimum charge amount; however, University Student Financial Services and Cashier Operations (USFSCO) does not send bills to former students when the balance is less than $25.00.

Procedure

To assess student charges in Banner AR:

  1. Verify that the charge qualifies as a receivable by obtaining approval as outlined in Determine Whether a Student Charge Qualifies as a Receivable.
  2. Ensure you have a Banner C-FOAP for the type of charge you are assessing. If not, submit Banner FOAPAL Request Forms.
  3. Ensure that you have a Detail Code for each type of charge you are assessing in Banner AR. If not, submit a Detail Code Request form. If you need assistance, contact Accounts Receivable Operations (ARO) at aroperations@uillinois.edu.
  4. Enter the charge in Banner using one of these methods:
    • Individual or small volume assessments - Banner form TSAMASS.
    • Recurring high-volume assessments - Banner "feeder." For information about creating a feeder, contact ARO.
  5. When you use a Banner feeder to submit charges, verify the transactions using Interface Error Reports (FIINTERFAC) in View Direct.

Fixing Erroneous Charges

If your unit has entered an erroneous charge, you must correct the error. USFSCO does not make these corrections:

  • If your unit overcharged, post a negative charge to the account in Banner AR.
  • If your unit undercharged, post an additional charge to the account in Banner AR.

Detail Code Request
Banner FOAPAL Request forms at Accounting & Financial Reporting Forms, Banner FOAPAL

5.2.4 Determine Whether a Student Charge Qualifies as a Receivable
5.3.1 Process Student Deposits in Banner

Accounts Receivable Processing Welcome Kit
Accounts Receivable Processing (AR 103)
ARO Production Calendar

Last Updated: August 1, 2012 | Approved: Senior Associate Vice President for Business and Finance | Effective: March 2010

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