CampusVue Student File Overview

Have all FA Disbursements Receipts been printed (Run Cash Receipt Report - CampusVue --> Reports --> Student --> Cash Receipts. Verify there is a date posted for all EFT Received)

Have all Withdrawal Letters been printed within 1 week of due date? (CampusVue --> Reports --> Contact Manager --> Activity Detail)

Have all VA and Alternative Loans been posted accurately and timely (review EFT Reconciliation spreadsheet posted T:\EFTRecon\2013\Month)?

Have all VA and Alternative Loan Refunds been posted accurately and timely (review EFT Reconciliation spreadsheet posted T:\EFTRecon\2013\Month)?

Have all Title IV Credit Balances been reviewed and resolved in a timely manner?

Enrollment Agreements

Student Sample pulled prior to audit

Enter Student Name and Number

Is Student Information (Name, SSN, Address, City/State, Zip, Telephone Number and DOB) Complete / Correct?

Is Program Information (Title, Total Clock Hours, Total Credit Hours, Total Weeks, Type of Program) Complete / Correct?

Is Class Information (Start Date, Class Days, Class Time, Completion Date) Complete / Correct?

Are all Program Costs listed correctly and Accurate?

Has Student initialed all Terms associated with contract?

Has the certification statement been dated and signed correctly by the Student?

Has the Enrollment Agreement been signed by Applicant and School Representative?

Credit Memo's

Student Sample pulled prior to audit

Credit Memo

Enter Student Name and Number

Is Student Name listed correctly?

Is Student ID listed correctly

Is Program Name listed correctly?

Is the Start Date listed correctly?

Are Program Charges from Catalog Addendum posted correctly?

Is the Number of Weeks in Program listed correctly?

Are the AY Weeks posted correctly?

Are the weeks remaining after credits posted correctly?

Are taxes posted correctly (including STRF for CA schools)?

Does the credit memo have all needed signatures and dates?

Are the Course Names / Numbers listed correctly?

Are Clock Hours posted correctly?

Are Clock Hours for Term posted correctly?

Are the number of weeks in Term correct?

Have any Non-Tuition Credits been listed correctly?

Are the Start and End Dates for each AY listed correctly?

Re-entry Within 180 Worksheet

Student Sample pulled prior to audit

Enter Student Name and Number

Is Student Name correct?

Is Student ID correct?

Is Program Name listed correctly?

Are charges posted correctly?

Are the Weeks Remaining to be Completed upon Reentry posted correctly?

Are the AY Weeks listed correctly?

Are the Start and End Dates for each AY listed correctly?

Past Due / Collections

Review Past Due Accounts over 60 days

Past Due Accounts

Enter Student name and ID

How long since the student has made their last payment

Has student been contacted? If no, why?

Has a payment plan been discussed with the student to bring them current?

Campus Processes and procedures

Cash Controls and Processes
Bank Deposits

Are Checks receieved stamped "For Deposit Only" immeadiately after recieving from the student?

How often are bank deposits being made?

Are bank deposits closed out in CampusVue Daily?

What controls are in place for Bank Deposits

Petty Cash

Where is the petty cash drawer stored?

Is the petty cash being signed for when handed out?

Do the Receipts on file and cash on hand equal the total Petty Cash GL Amount?

Are all reimbursements being properly coded according to the GL?

Is the Petty Cash Reconciliation being provided to the Accounting Department on a quartely basis?

Has Buisness Office Manager read the currenty Petty Cash Policy?

Are Petty Cash Funds being properly used according to the policy?

Student Collection Process

Are funds being stored in a safe secure location?

How often are students contacted about past due amounts?

Is the Campus President notified about students who are past due over 60 days on a monthly basis?

What is the campus procedure for collecting payments?

What procedure is followed for the deposits taken to the bank?

Are these duties segregated?

Are reciepts being provided to students to verify payment?

Bad Debt

Is the bad debt report sent out by Accounting reviewed?

Have the previous months students that were identified as having the largest increase been contacted?

Is the Campus President involved in this process?

Inventory

Inventory Process

What is return policy for your campus?

Who is recieving inventory?

Who has access to the inventory / inventory room on campus?

Are deliveries being match against a Purchase Order?

Are all items in the order checked prior to recieving the items?

What is the process for items that are in excess to what was ordered?

What is the process for recieving inventory?

Work Place

Who is ordering inventory?

How often are releases being done in workplace

What is the procedure for releasing inventory?

Book Margin

Is the book margin accrual report sent by Accounting at the end of the month being reviewed?

How often do you communicate book change templates to Accounting?

How are non-inventory items being coded?

Interviews

Students
Students

How is Business Office Customer Service at the Campus?

Do you have any suggestions that you would like to share?

What more can the Business office do for the Student Population?

Enter Student Name and ID

Management Staff

Enter Name and Department being interviewed

Management

How would you describe the customer service the BOM and the student body?

How does the BOM provide assistance to your dept and how does your dept provide assistance to the Business Office?

Are there any areas that impact your deparment that could use improvement and more assistance from to Buisiness Office.

Campus President / Operation Manager

Which skillset of the BOM or function of the Business office has been most useful to you and / or the campus

Which function of the Business Office and / or responsibilities of the Business Office Manager could use the most improvement?

How would you describe the customer service that the BOM provides the to the campus and student body

Please note that this checklist is a hypothetical example and provides basic information only. It is not intended to take the place of, among other things, workplace, health and safety advice; medical advice, diagnosis, or treatment; or other applicable laws. You should also seek your own professional advice to determine if the use of such checklist is permissible in your workplace or jurisdiction.