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To create new Financial Aid (FA) Item Types, you must utilize a template with the necessary information to create the item type. Two templates have been made for your use, each designed to accommodate the new accounting fields. COA Template: This template focuses on the Chart of Accounts (COA) and should be used to request Financial Aid Item Types in AIS. There are ten segments associated with the COA. The template (Template to request item type with only COA) attached to this article must be completed per the instructions on the Instructions Tab in the workbook. The COA segments must be accurately entered into the green highlighted columns in the Item_Type_Tbl tab in the workbook and must pass validation in Oracle. All fields on the template should be completed, as this is required to create the item type. POETAF Template: This template focuses on accounts that have a POETAF value. Accounts with POETAF values are usually grants/projects. There are six segments associated with the POETAF. The COA segments associated with these accounts are not required, as the setup will use a specific clearing account at creation. The template (Template to request item type with POETAF) attached to this article must be completed per the instructions on the Instructions Tab in the workbook. The POETAF segments must be accurately entered into the green highlighted columns on the Item_Type_Tbl tab in the workbook and must pass validation in Oracle. All fields on the template should be completed, as this is required to create the item type. There is no need to include the COA string. Templates are to be completed and sent to: item_type_request@lists.uchicago.edu. Additional information on creating FA item types is provided in the Webinars & Announcements | University of Chicago (uchicago.edu) section on the Bursar's Intranet Page. The webinar's title is "ITEM Type Training – FST Updates."

University Tax Dates, Departments, and Documents Employees receiving income from the University in salary, stipend, or fellowship must report taxable income. Below we have a listing of University Tax Documents, dates, and issuing departments: Tax Document Date Issued Purpose Population Issued Issuing UChicago Department W-2 Wage and Tax 1/31 – Annually Statement of Wages and Tax Withholding for Tax Year to file income. Students who received wages/compensation from the University. Shared Services 1042-S Foreign US (United States) Income Subject to Withholding 3/15-Annually Statement of Income and Tax Withholding for Non-Resident Aliens to file income, or Resident Aliens to claim tax treaty benefits. International students who have US income are subject to reporting/withholding. Shared Services 1099 – Miscellaneous Income 1/31-Annually Statement of payments, not considered to be wages (i.e., rent, royalties, prizes and awards, independent contractor work) to file income. Students with income were not considered wages. Shared Services 1098-T – Tuition Statement 1/31 – Annually To claim an eligible Tax Credit or Deduction under the AOTC or Lifetime Learning Credit. These are issued to students who have a TIN/SSN on file in my.UChicago Portal. Bursar 1098-E –Student Loan Interest Statement 1/31- Annually To claim an eligible Tax Deduction. Issued to students who have paid more than $600 in interest on an educational loan. Bursar for Institutional and Perkins Loans Federal Loan Servicer for Guaranteed Student Loans 1095-B Health Coverage 1/31-Annually To document Heath Insurance Coverage. These are issued to students who carry USHIP coverage. United Health Care/On-Campus Advocates Tax Document issuing dates remain the same regardless of the academic year.”

Audience Employees wishing to diagnose problems with the posting of external transactions to student accounts. Content Departments submitting files for processing will receive two communications, one when the file is received, and another when it is posted. If the Group Summary Post Action is "Do Not Post", none of the transactions will be posted. This could result from several problems. The control total or amount is incorrect (conflicts with the enclosed transactions), or the file layout is incorrect. See How to Create and Submit .dat Transaction Files for specifications. A reversal transaction does not match an existing transaction in AIS (amount and item type must be same as the original). Multiple reversals for the same student, term, item type, and amount must be submitted in separate files. The item type is financial aid - this is prohibited. Individual transactions may encounter errors, which are listed in the Posting Results communication. Detailed explanation follows. Error Details Invalid Term See Term Codes Invalid Employee ID The Student ID does not exist Invalid Item Type The item type does not exist Term has defaulted to current term Term wasn't provided Cannot post this charge No matching charge to reverse exists (verify item type) Cannot reverse this payment No matching payment to reverse exists (verify item type) Cannot reverse this charge No matching charge to reverse exists (verify item type) Select failed for Payment table No matching payment to reverse exists (verify item type)

Audience This is for departmental administrators wishing to submit transactions to student accounts. Contents First, request Approval to Submit Entries to a Student Account. After that is approved, follow with the below file layout and data requirements to submit your transaction files. Separating transactions Each file must contain transactions of exactly one of the following types: Charges Charge reversals Payments Payment reversals Waivers Waiver reversals Reversals must be preceded by their original transactions, and the original must be sent at least one day prior to its reversal. Reversals must be for exactly the original amount. If for example you submitted a payment for $5000 on January 1, but want to decrease that to $4500, you must submit a file with a reversal of $5000 after January 1, then in a separate file add a payment for $4500. To reverse more than one transaction that share the same student ID, term, and item type, separate the reversals into separate files. We describe how to use Excel or Notepad to create the file in the correct format. If you have another tool to create files in fixed width format, skip to "Creating with Notepad", which gives the text file layout. Creating with Excel It's easiest to start with the Excel template which gives the proper column widths. Do not adjust the column widths, and note that the font must be Calibri 11 in all cells. Fonts can change when copying and pasting, so ensure that the font is correct after all numbers have been entered. Column layout Column Width Contents of header Contents of transactions A 8 Number of transactions 8-digit student ID B 2 Blanks Blanks C 12 Sum of all item amounts in the file. It should be positive for any original charges, payments or waivers. It should be negative for reversals of charges, but positive for reversals of payments or waivers. Item amount (if reversal, then make negative). D 2 Blanks Blanks E 12 Blanks Your assigned item type F 2 Blanks Blanks G 30 Blanks Optional reference number H 2 Blanks Blanks I 4 Blanks 4-digit Term code Converting .xlsx to .dat The Excel steps above are simply for convenience. We need a file in fixed-width format (a file that can be viewed easily in Windows Notepad). To convert an Excel file to fixed-width format, follow these steps. 1) In Excel, save the file as Formatted Text (Space delimited) (*.prn) 2) In Windows File Explorer, rename the file from .prn to .dat (to do this, in Windows File Explorer you need to have View > Show > File name extensions checked) 3) Filename must be named with a combination of alphanumeric characters and underscores or hyphens, and end with an extension of .dat. 4) Check the file by opening it in Notepad and ensuring that it aligns with what you get if you create the file directly in Notepad, described below. Creating with Notepad Header The first record is a header. Start Pos Length Value 1 8 Count of transactions – can be left-justified or 0 filled 9 2 blanks 11 12 Sum of all item amounts in the file. It should be positive for any original charges, payments or waivers. It should be negative for reversals of charges, but positive for reversals of payments or waivers. Transactions Transactions follow the header. Start Pos Length Value 1 8 8-digit student ID 9 2 blanks 11 12 Item amount (if reversal, then make negative). 23 2 blanks 25 12 Item Type 37 2 blanks 39 30 Optional reference number 69 2 blanks 71 4 4-digit Term code - see knowledge article Sample charge file 2 2284.00 12345678 1142.00 143200000420 2222 12345677 1142.00 143200000420 2222 Sample charge reversal file 1 -1142.00 12345678 -1142.00 143200000420 2222 Sample payment file 2 2284.00 12345677 1142.00 720120000000 2222 12345678 1142.00 720120000000 2222 Sample payment reversal file 1 2284.00 12345678 -2284.00 720120000000 2222 Sample waiver file 2 2284.00 12345678 1142.00 743110010010 2222 12345677 1142.00 743110010010 2222 Sample waiver reversal file 1 2284.00 12345678 -2284.00 743110010010 2222 Filename Filename must be named with a combination of alphanumeric characters and underscores or hyphens, and end with an extension of .dat instead of the usual .txt. Submit Upload your files to your assigned Box folder. At 9PM all valid files will be sent to AIS, and you will receive email the next day confirming receipt. Transactions will be posted after tuition calc starts for the transaction's term. The day after we post your transactions you will receive email confirmation / error listing. Deadline Send files before the deadline listed in the Bursar Operational Calendar.

Audience Departmental administrators wishing to submit transactions to student accounts. Contents University departments may request approval to submit entries for to the Student Account for degree-seeking students. This process may only be utilized to submit a Charge, Penalty or Fee for Service, Enrollment Deposit or Pre-Payment and a Waiver of an Original Charge. Tuition and Mandatory Fees are managed by the Office of the Bursar and Course Fees are managed by the Office of the Registrar directly. Approval requests for allowable entries should be submitted via the Bursar Administrative Contact Form. Choose Request category of "Assessment/Calc, Tuition and Fees" and Subcategory "Other". All requests should be submitted with the Student Account Entry Approval Request Form completed and submitted as an attachment. Approval requests must be submitted at minimum one quarter before the department expects to begin submitting charges. If the request is approved, the Office of the Bursar will contact the department to complete necessary documentation and training before submissions may begin. The Office of the Bursar will only accept charges after this process is complete.

Holds All University Students must comply with the Student Account Policies as the Financial Responsibility Agreement indicates. The Office of the Bursar is authorized to place a Student Account Hold on future quarter registration for a past due balance on a Student Account. Once a Student Account Hold is placed on a Student Account, the past due balance must be paid in full for hold automatic removal. If the student cannot remit their past-due balance in full, they can appeal this hold. Appeals require students to acknowledge that they have a past-due balance and have exhausted all external and institutional funding options available to them. This includes all financial aid types (loans, scholarships, grants, etc.). Students must consult with their Office of Financial Aid and/or their Academic Program Office to confirm this outside of this appeal. Appeals are only considered for the following circumstances: · Students are requesting an extension to pay the past due balance in full by the term Bill Due Dates for their next term of enrollment. *Students must also submit a payment toward their past balance. We ask that students please advise us of the payment amount they will be submitting. · Students have been approved for financial aid/scholarships to fund their past-due balance. · Students have submitted proof of payment reflecting payment in full, which will be forwarded to the University. Please have the student provide details to support their selections above and upload attachments for review if applicable to their circumstances. The Student Account Hold Appeal will be reviewed within 2-3 business days, and a decision regarding their appeal will be communicated via their UChicago email account.