Overview
The Accounts Receivable (AR) team is responsible for maintaining systems and processes to manage accounts receivable from student billing. The AR team performs system configuration and testing, as well as performing the tuition calculation processes each academic term. Campus departments enter charges into Campus Solutions (CS). Campus tuition and fees are due the Friday before the start of classes in the Fall and Spring terms. These processes ensure campus tuition and fees post to student accounts before any other department charges, such as housing, dining, etc.
Campus Deliverables
Student Billing
Tuition & Fees are generally assessed as follows:
- Fall - July
- Spring - November
- Summer - March/April
While AR is responsible for assessing tuition and fees to student accounts each term, campus departments may charge students for various things, such as housing, dining, etc.
Departments that have approved charges are responsible for loading files with department-specific charges and appropriate due dates into Campus Solutions (CS). Monthly, AR runs the student billing statement and initiates email notifications to students and their delegates (paper billing statements are not generated). For assistance with loading charges into CS, please email studentbilling@berkeley.edu(link sends e-mail).
Departments may want to establish new self-supporting degree programs or concurrent degree programs (CDP). Before approaching UCOP with a program proposal, engage with AR, Budget Office, and the Office of the Registrar to discuss proposed fees and fee structure. When meeting with AR to discuss proposed programs and fees, AR will review standard campus protocols for fee assessment and fee refund calculations/schedules. See Academic Revenue Generation for more details. For assistance, please email studentbilling@berkeley.edu(link sends e-mail).
Student Account inquiries and issues
Departments that have student account inquiries or have identified potential student account issues can reach out to the AR department at studentbilling@berkeley.edu(link sends e-mail).
Students and/or delegates will submit inquiries via Salesforce cases; AR will respond to those cases routed to the AR department with a typical 48-hour service level.
AR oversees the student refund process. Student refunds are issued via check (weekly) or direct deposit (daily). Credit balances as a result of a payment must meet the 14-day encumbrance period before they can be refunded.
Collections
When a student has withdrawn or graduated from the University, Accounts Receivable is responsible for collecting the amounts that are billed. Efforts will be made internally, through collection agencies, and the CA Franchise Tax Board.
Policies that Govern the Work
UC Accounting Manual R-212-2: Receivables Management(link is external)
Roles and Responsibilities
Billing for Tuition and Fees is the responsibility of the AR department.
Once the charges are loaded into Campus Solutions, the Accounts Receivable department is responsible for collections.
Systems Used
Campus Solutions - The official system of record as the student information system (SIS).
Salesforce - Utilized by Cal Student Central, AR, and other central departments to manage student & delegate inquiries.
Cal Central - Used by students to access their account information. Some staff use it as an interface to view student account information. However, it is recommended that you use the system of record, Campus Solutions.