Will UC Berkeley implement the Third Party Contract (TPC) functionality available in Campus Solutions for the Sponsored Student Program (SSP)?

Decision:

Yes - SF will use the delivered TPC functionality to manage SSP.

On 01/22/15, the business partner Joyce Sturm discussed this topic briefly with Controller Delphine Regalia. We agreed to support Option 1 based on the guiding principles:

  1. All activity is contained in one system, eliminating duplicate data entry and improving integrity of recordkeeping.
  2. Available system functionality is fully leveraged.
  3. Exposure to financial loss is reduced.
  4. There is little negative impact to agency customers and potential positive impact (via better visibility to agency activity) to student customers.

Currently, considerable effort is devoted to reconciliation of a clearing account that records the award to the student which is then offset by the receivable to the agency.  Unmatched items are reviewed monthly and corrective action taken as appropriate. It is unclear what accounting actions will occur in Campus Solutions.  Requirements for accounting entries, reconciliation and reporting must be defined.  An assumption is made that there will be no increase in effort around reconciliation.

Rationale:

Today, there are approximately 150 sponsoring agencies and 700 sponsored students. Sponsor awards are managed for the fall, spring and summer terms. The SSP-coordinator manually tracks sponsorships in an Excel workbook and utilizes the below four systems:

  1. CARS: used to view student account information and identify eligible fees for sponsorship
  2. Excel to ProSAM process: an Excel form is completed and emailed to FASO in order for the sponsor award to be created in ProSAM and sent to CARS to pay fees.
  3. DSAS: used to process employee waivers, part-time study waivers and EAP-Reciprocity awards.
  4. BFS: used to generate sponsor invoices, email invoices as attachments to sponsors, accept eChecks and apply payments. 

Using delivered CS functionality will streamline management of the Sponsored Student Program.

Date: 
Monday, January 26, 2015