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Workflows: Transferring to Student Accounts

Transferring Bills to Student Accounts

Transferring Bills and Fines to Student Accounts

On the 8th of each month, a report of unpaid bills and fines from the previous month (FINOTICE) is produced for circulation staff at each library.  The fine notice will be in roughly the following format:

[Alt ID/Previous User ID] | [User name] | |[User ID] | [Owning Library] | [Bill amount (2000 = $20)]|

Ex. 0001234567|Smith, Brad F|987645312|MUSIC|5000|

If any fines or bills have been assigned to user accounts that month and you have not received a FINOTICE, submit an Inform.

Student Accounts can only bill students (undergrads and grads).  Bills and fines stay on the accounts of all other groups until paid.  If amount owed exceeds $100, the account will be blocked.

The window for sending bills and fines to Student Accounts is the 10th-18th of each month. Each library should only be sending bills or fines to Student Accounts for items owned by their library.

To submit bills or fines to Student Accounts:

  1. Bills must be sent to Student Accounts from a named workstation.
  2. Under Common Tasks in the Circulation module, click on Paying Bills.
  3. Enter patron's User ID
  4. In the Individual bills and payments section, choose STUDNT-ACT from the Payment Type drop-down menus for each bill or fine. This can be set as a default payment type.
  5. Enter amounts from the Owes column in the Payment column. Entered amounts must be in decimal format: 20.00
  6. Click on Pay Bills at the bottom of the window.

A report listing fines sent to Student Accounts is sent to circulation staff by the 20th of each month.

Issuing Credits

Credits are issued via this form and staff must have authorization.  If you don’t have authorization, the Public Services Coordinator of your Service Desk will need to submit an INFORM.  Credits are only issued for charges that have been transferred to Student Accounts (Student Billing).

Once you bring up the webpage for issuing credits you will need to enter the following information:

  1.  VUNet ID of Student:
  2. Credit Amt:
  3. Library (Select your library from the drop down)
  4. Term (Select the term that the charges were transferred)
  5. Comments:  (add a comment as to why the credit is being issued, for Billed books it’s wise to add the item barcode.  Ex:  Billed book return 30081….)

Print out two copies – one for Library Administration and one for your files.