Department Information

Accounts Receivable Aging Report 

Report Access Request Form | Instructions

The Accounts Receivable Aging Report lists all students, non-students, and businesses that owe UND for charges which have been billed through the Accounts Receivable process. The balances owed include:

• Amounts posted to the customer accounts for student tuition and fees.
• Charges submitted by UND departments such as Housing, Student Health, Parking, etc.

The report lists the outstanding balances by the various aging categories, based on the due date of the charge:

• Future
• Current
• 2-30 Days
• 31-60 Days
• 61-90 Days
• 91-120 Days
• 121-150 Days
• 151-730 Days
• 731+ Days

If you have any questions regarding the report, please contact Chelsea Larson at 777.3084 or chelsea.larson@UND.edu.

Reconciliation Report

Report Access Request Form | Instructions

The GL Reconciliation Report can be used to reconcile accounts receivable. It lists all students, non-students, and businesses that owe UND for charges which have been billed through the Accounts Receivable process. The balances owed include:

• Amounts posted to the customer accounts for student tuition and fees.
• Charges submitted by UND departments such as Housing, Student Health, Parking, etc.

The report can be run by department, fund, and/or item type number, or a range of any of these items.

If you have any questions regarding the report, please contact Chelsea Larson at 777.3084 or chelsea.larson@UND.edu.

Department Paid Charges Report

Report Access Request Form | Instructions

The Department Paid Charges by Fund Report lists all students, non-students, and businesses that have been assessed a particular charge (or charges) through the Accounts Receivable process. Departments can run this report for their fund, department, or item type (or a range of any of these) for a term (or terms) to view a list of customers charged and the remaining balances of those charges. Due to timing and rounding issues, however, this report may not necessarily tie to the general ledger.

If you have any questions regarding the report, please contact Chelsea Larson at 777.3084 or chelsea.larson@UND.edu.

Recording Receipts for Department Deposits

Receipts for departmental deposits can be reviewed in iDashboards: 

• Go to: University Analytics & Planning Dashboards
• Log in with your IdM username (firstname.lastname) and password
• Select: UND Campus Community
• Select: UND-SAS Deposit Finder

From here, enter a date range and select the department to which the money was deposited.  As options, you can also enter the account #, fund #, and/or receipt # or ranges of these to help narrow your search.

Once your information is returned, you can right-click on the chart to export it into a PDF report or into an Excel spreadsheet.

Many users will already have access to this.  However, if you find that you do not have access, send an email to dashboards@UND.edu including:

• Full Name
• Username (firstname.lastname)
• Email Address
• Dashboard Requested: Campus Community: UND SAS-Deposit Finder

The reports listed above are available only to PeopleSoft Student Administration users with access to the NDUS_SF_ALL_NDU_REPORTS role.

To request this access:

1. Complete the top portion of the ConnectND Access Request for Campus Solutions with the employee's information
2. Electronically sign and date the "Requestor's Signature" section at the bottom. (If an electronic signature is not available, enter the requester's name).
3. This indicates that data privacy training has been completed, and this will be verified by the Campus Access Control Officer
4. The department head must sign and date the "Approval Section" at the bottom. (If an electronic signature is not available, enter the Department Head's name).
5. Email the completed form to the UND Campus Access Control Officer at UND.reginfo@UND.edu
6. Processing generally takes 3-5 business days. Once the request has been processed, the user will be notified by email by the ConnectND Security group.

Accounts Receivable Posts

Instructions

Accounts Receivable Templates

• Student/Non-Student Charge Template
• Student/Non-Student Credit Template
• External Org Charge Template
• External Org Credit Template

External Organization Requests

When a department needs to bill a business through Accounts Receivable, an external org # is required. To request an external org #, email Student Account Services:

• Mary Anderson: mary.anderson@UND.edu
• Heidi Smart: heidi.smart@UND.edu

Please include the name or description of the organization and the billing address.

Tuition & Fees Report

To view tuition and fees per program and residency, please access the Tuition Model Spreadsheet.

For assistance, refer to the Tuition Model Definitions and Rules.

Campus Connection Information

Get Campus Connection Access Information

Canadian Check Procedures

Canadian Check Deposit Procedures

Gift Deposit Forms 

Gift Deposit Documentation Form

Complete this form and return to Student Account Services for all deposits to Account Code 478005 and 478010.

Procedure

In an effort to track gifts received by the University and to ensure that adequate documentation is received regarding gifts, new procedures and a Gift Documentation form have been developed. Effective immediately, all deposits for gifts received and deposited by a UND department must follow the Deposits to Gift Account Codes procedures. Additional deposit information may be located at Departmental Deposit Procedures.

Please note that all deposits to account codes 478005 and 478010 must include a Gift Deposit Documentation Form and supporting documentation received from the donor (ex. letter that was received with donation specifying purpose or any restrictions). The Gift Deposit Documentation form is located below. For additional information on gifts and donations Gifts and Donations (2.8).

If you have any questions, please contact Emily Goodoien by phone at 7.2967 or by email at emily.goodoien@UND.edu.

Grants & Contracts Deposits

Grants & Contracts Deposit Form

Complete this form and return to Student Account Services for all grants & contracts deposits.

For Grant & Contract use only.

Grant Award Reporting

If the student will receive additional funding from other sources, please provide this information on the Department Other Award Reporting Form or Department Scholarship Award Reporting Form below.

Student awards must always be reported for the full academic year if the student is expected to receive funds both Fall and Spring Semesters.

If a student's award changes at any time during the year, report this to the Student Financial Aid Office by contacting Melissa Casanova at 701.777.2221 or melissa.casanova@und.edu immediately for adjustment.

Please use the following account codes (as defined by UND) as determined by the requirements of the grant contract (definitions provided above under Student Award Definitions and Information):

• 661005 – Scholarships
  • May be paid out only once per semester.
• 661007 - Tuition or Fee Remission
  • May be paid out only once per semester.
• 661010 – Fellowships/Stipends
  • May be paid out either monthly or once per semester.
  • Monthly payments to students are allowed only if required by the grant contract. Documentation must be received.
• 661025 - Other Awards: all other purposes for an award, such as dependency allowance or book allowance
  • Monthly payments to students are allowed only if required by the grant contract. Documentation must be received.

Department Grant Award Reporting Form

Scholarship Reporting

This form is used to report department scholarship awards from non-grant sources only. Department scholarship awards must be reviewed by the Student Financial Aid Office for eligibility before reporting on this form.

Please contact the Office of Student Finance at UND.scholarships@UND.edu or 701.777.6673 if you have any questions or revisions to the awards after the form has been submitted.

University of North Dakota Scholarship Policy

Department Scholarship Award Reporting Form

Department Waiver Forms

Deadlines

Waivers must be submitted by the following dates each semester:

• Fall - July 15
• Spring - December 1
• Summer - May 1

Department Waivers

Complete the Department Waiver Reporting Form.

• Please View Instructions for assistance when completing the Department Waiver Reporting Form, or contact Connie Gagelin in the Budget Office at 701.777.2165 or connie.gagelin@UND.edu with questions.
• For questions regarding a waiver on a student's account, contact Heidi Smart in Student Account Services at 701.777.4701 or heidi.smart@UND.edu. 

Graduate Waivers

Complete the Graduate Waiver Reporting Form and attach the Graduate Waiver Recipient Template.

• For assistance completing this form, or for questions regarding a waiver on a student's account, contact Heidi Smart in Student Account Services at 701.777.4701 or heidi.smart@UND.edu.

Changes to an Award

This form is used by One-Stop Student Services staff to report changes to an award package for a student. Internal Change Request forms will be reviewed by the Student Financial Aid office within 7-10 business days.

Internal Change Request Form

 Resources

Financial Aid Guide for Advisors