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NelNet Automatic Payments. Presented to BAR by State Board IT Team January 17, 2013. Overview Planning & Initial Set-up Setting up Sponsorship Record Unusual Action Code Nelnet Fee Class Configuration & YRQ Cross Reference Confirm Sponsorship Configuration Daily Processing

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nelnet automatic payments

NelNet Automatic Payments

Presented to BAR by State Board IT Team

January 17, 2013



  • Planning & Initial Set-up
  • Setting up Sponsorship Record
  • Unusual Action Code
  • Nelnet Fee Class Configuration & YRQ Cross Reference
  • Confirm Sponsorship Configuration
  • Daily Processing
  • Confirmation of Enrollment
  • Payment Processing
    • On-demand & End of Quarter

Automated Process

    • An automated process has been developed that updates Nelnet student enrollments and payments from files that are FTP’d from Nelnet’s secured site.
    • This effort was sponsored by Seattle Community Colleges.
planning initial set up

Contact NelNet

  • Contact SBCTC-Support
  • Send one-time payment to Seattle Colleges
    • To off-set development cost
  • SBCTC0Support will contact college to start the process
  • Detailed set up information and configuration available in technical documentation
Planning & Initial Set-up
sponsorship record

Setting Up Sponsorship Record (screen BM1626)

    • A unique sponsorship must be set up for each year quarter and, if applicable, each campus.
    • The debt type should be a non-billing debt type (Screen BM1020).
    • Use an initial status of IN to ensure no billing will occur.
    • Screen shots available in documentation
Sponsorship Record
unusual action code

Unusual Action Code (Screen SM5021)

    • Three Unusual Action Codes must be set up:
      • One for full payment plan,
      • one for partial payment plan, and
      • one for Bad Debt.
        • The Bad Debt unusual action code should be unique for Nelnet (separate from the usual bad debt code used by the college) and should have the appropriate Punitive Action code associated to prevent registration.
    • NOTE: Unusual Action codes are college defined so it is up to the college to determine the what values will be used for Nelnet. Please do not use the &, !, or + symbols as they are reserved for SBCTC use only.
Unusual Action Code
nelnet fee class confiq

Nelnet Fee Class Configuration Parameter (Screen ZX0070, Parameter CA1071)

  • To control which fee classes will be included or excluded from payment with the Nelnet Automatic payment process, a new configuration parameter (CA1071) has been added to ZX0070 (Configuration Parameter Table).
    • This table is college controlled.
    • Fee classes to be included or excluded are college defined.
    • This table must be set up before your process begins.
  • CA1071 Sample Parameter Values
    • To include fee classes “I10203040”
    • To exclude fee classes “E10203040”
  • The data entered on this screen are used to populate student sponsorship records. Auto Application (FG095R) uses these parameters to determine which charges (based on fee class) will be paid off.
NelNet Fee Class Confiq
yrq cross reference

Nelnet YRQ Cross-Reference (Screen SM5305)

    • College security manager to grant access to the new screen SM5305. This screen is used to populate the YRQs and sponsorship record in each year to reference the NBS code received from Nelnet.
YRQ Cross-reference
sponsorship confiq parameter

Confirm Sponsorship Configuration Parameter (Screen ZX0070, Parameter CA1039)

    • Using screen ZX0070, verify that the configuration parameter CA1039 is set to “Y”
      • This allows auto application to process sponsorship records for a student.
      • If set to “N” contact SBCTC-Support to request the change to “Y”.
Sponsorship Confiq Parameter
daily processing

Once the initial set-up steps are complete, it’s time to look at daily processing.

    • The job groups described below should be scheduled and configured for your daily copy-over.
    • It is critical that the jobs be set up in the sequence noted below.
    • Failure to run in the proper sequence will result in failed jobs and payments not being sent and received properly.
Daily Processing
enrollment confirmation

Daily Files from NelNet

  • Job Group SG500R – Nelnet Confirm FTP & Upload
    • NOTE: The file received from Nelnet may include student records for more than a single YRQ. SG500R will process all of the YRQ’s in the file based on the NBS code referenced on screen SM5305.
  • SM5300J – Nelnet Receive Enrollment Confirmations
  • SM5301J – Nelnet Enrollment Confirmation Posting
Enrollment Confirmation
payment processing

Payment Processing processes the payment file made available through SFTP from the Nelnet system.

  • Job Group FG162R – Nelnet Payment Process
  • BM4000J – Nelnet Receive Payments
  • BM4001J – Nelnet Create Sponsorship Records
Payment Processing
on demand processing

On Demand Processing

  • BM4002J - Nelnet Balance Extract and Upload
  • BM4003J - Freezing Students Charges
  • SM5304J - Nelnet Outstanding Terminated Agreement Report
On-Demand Processing
end of quarter processing

End of Quarter Processing

  • Job Group SG501R – Nelnet EOQ Bad Debt Process
  • SM5302J – Nelnet EOQ Student Extract
  • SM5303J – Nelnet Students Unpaid Fee Extract
  • SM5239J – Nelnet Update Bad Debt Amount
End of Quarter Processing