Billing Batch Direct Deposit

With Direct Deposit, institutions can deposit funds directly into students’ accounts for those students who have an overall credit balance on their account eliminating the need to write and distribute a check to the student.

Once the Direct Deposit List function in Tools has been ran to retrieve the list of students who have been set up for direct deposit, you can run the Generate Billing Refunds process in Tools to create a billing batch with refund transactions. From Billing Batch you can post the refund transactions to the bank and retrieve a direct deposit response file confirming the deposits. Enable Bank Interface must be enabled in CAMS Manager >Configuration >Billing tab.

You must first contact Unit4 Education Solutions, Inc., and then your bank in order to have everything configured correctly on your site.

After first retrieving the Direct Deposit List from the bank, you will then create refund transactions either manually or by utilizing the Billing Refund process.

To Post Direct Deposit

After generating refunds for Direct Deposit students, the funds can be deposited in the students’ accounts directly from the Billing Batch.

From the CAMS Enterprise Home page, click Billing >Batch. The Billing Batch window opens.
Determine which batch will be posted to direct deposit and highlight that batch in the data grid. It is highly recommended that you first print an edit list to verify the accuracy of the batch entries. Do so by clicking the Print button in the Billing Batch window.
Click the Post Direct Dep button to send the direct deposits to your bank’s FTP site. Click Yes on the confirmation pop-up or No to cancel this action. Only students with direct deposit and debit transactions will be sent.

Note: The Post Direct Dep and Direct Dep Resp buttons will only be available if the Enable Bank Interface has been enabled in CAMS Manager >Configuration >Billing tab.

Click OK on the confirmation that the direct deposit was sent to the bank. The Billing Batch Direct Deposit List report displays. It is recommended that you print or export this report for future reference. You cannot post direct deposit transactions multiple times. If a user tries to post a batch a second time a pop-up message indicates there is nothing to post.
The batch should not be distributed to the student ledger until the Direct Deposit Response has been processed.

Note: Do not post another direct deposit until you process the Direct Deposit Response for the previous post. This will avoid overwriting the direct deposit response file placed in your directory on the banks FTP site.

To retrieve Direct Deposit Response

After the bank processes the direct deposit, a comma delimited file is placed in your directory on the banks FTP site. This is an automated process from the bank and typically happens within a short period. This file is necessary to process the Direct Deposit Response.

From the CAMS Enterprise Home page, click Billing >Batch. The Billing Batch window opens.
Click the Direct Dep Resp button. The Direct Deposit Response login/detail window opens.

Note: The Post Direct Dep and Direct Dep Resp buttons will only be available if the Enable Bank Interface has been enabled in CAMS Manager >Configuration >Billing tab.

Enter the values as provided by your banking institution. Once entered, these values will be retained between sessions. Note that the Remote Directory field must have the trailing backslash ( \ ) at the end.
Click Initiate. The Direct Deposit Response report displays with a response (Y or N) to indicate whether the transaction was deposited successfully into the students’ accounts. It is recommended that you print or export this report for future reference.
Close the report window. A pop-up displays with the option to delete the Billing Batch transactions where Direct Deposit failed. If you choose not to delete the failed transactions, you must deal with these refunds in a manner other than the Direct Deposit such as write and distribute a check for these transactions as you normally would. If you choose to delete the failed transactions, the student will still have a credit on their account, which you can refund manually or utilize the Generate Billing Refunds process in Tools to generate the refund.
After the Direct Deposit Response has been confirmed, this batch can be distributed as desired.