Departments need to send the G/L String to create the charge. Once created, they will have two options to add debts to accounts depending on their KSIS access.

• Departments with access can add debts to KSIS. View Group Posting Instructions
• Departments without access need to send us a spreadsheet with the following information:
  1. EID
  2. Student Name
  3. $ Amount to charge

Departments determine the frequency with which they reconcile student payments. Users need FIS access. To reconcile student payments:

Step 1: From the KSU Division of Financial Services webpage, click on the FIS/Discoverer link.

Step 2: Use your K-State sign-in once redirected to the login page.

Step 3: Click on the KSU FIS User Folder and select Reports.

Step 4: Locate KSU Transactions Report and click on the blue bullseye, "Select to focus in."

Step 5: Narrow your search to Transaction Detail by selecting the first link beneath the Transactions Report.

Step 6: Enter your search parameters as listed below.

• Enter the Project: 'NZCA071TUI'
• Enter the Source: '%'
• Enter the Organization: '%'
• Object: '%'
• Enter the Fiscal Year: '2023'

Step 7: Find the transaction(s) labeled "GMASTUDENT" under the Tran Type, as these transactions are KSIS payments specifically.

Step 8: Scroll over to the Amount column and click on one of the blue arrows.

Step 9:A pop-up box will appear. Select Student Detail.

Step 10: The Student Detail selection will display a list of student names and WIDs you may use for your records.

Once debts are on KSIS, it will go through the University’s collection process, therefore the departments no longer need to refer debts for collections. This debt will be covered by the University’s financial agreement: https://www.k-state.edu/finsvcs/cashiers/billing/financial-responsibility-agreement/

These students will go through the following process:

• 1^st notification, 1^st email: first past due notification sent after that first billing cycle
• 2^nd notification, 2^nd email: second email after second billing cycle
• 3^rd notification, 1^st paper letter: mailed letter after third billing cycle
• 4^th notification, 3^rd email: email sent after fourth billing cycle
• 5^th notification, 2^nd and FINAL Paper letter: this letter is sent after fifth billing cycle and gives them 30 days to pay the balance or they will be sent to collections on the 6^th billing cycle.

The university’s CAPP Enrollment Holds Review Working Group audited KSIS and determined that department holds leading to withheld transcripts or diplomas are not in compliance with the University Handbook, Section F45.

The university is also retiring DLQ (Delinquent Accounts) software. Therefore, the cashiers office must ensure all departments' treatment of student and non-student accounts remains compliant and thoroughly audited.

Student debt payments resolve after students pay through their KSIS account or one of our many other payment options. Departments may also refer students to our office so we can walk them through their payment options. After payment, the cashiers office notifies the collection agency. The collection agency will, in turn, include the payment and bill us for their collection agency fee, which we will remit once a month. Should a student contact your department or send payment, please notify our office.

For non-student debt payments received, please notify the cashiers office. We will contact the agency to update their debt and adjust our records accordingly.

This information is available from the cashiers office upon request. If the collection agency returns an account, it will go through our 2nd and 3rd referrals process.

Once an agency invoices KSU for a payment received, there will be two ways to pay the fee.

Student debts: The cashiers office pays the invoice. We will post payment on the student account and create a Red/Black transaction to charge the fee from the department accounts. The department will receive an email once a month on collection payments and twice a month on setoff payments with all backup documentation included.

Non-student debt: The cashiers office receives the invoice with the ACH payment (if applicable) and notates the debtor account. The department is notified of the payment due and can pay the fee via APV.

All student referrals automatically upload to setoff when referred to collections. Please follow the same guidelines for receiving payments. We will also notify your department of the payments received and you will be able to see the payments posted through the transaction report on FIS.

Student debts written off by your department need to be on KSIS. The department must specify if these are bad debts so the cashiers office can code them as bad debts on the student account.