Authorize Unofficial Registration

When students are registered in Unofficial Registration (also referred to as Pre-Registration), all tuition related fees are automatically transferred to Pre-Registration Billing Batch. From here, they must move to the Registration batch for distribution to the student ledgers. Transactions held within the unofficial batch cannot be distributed directly to a student’s ledger--they can only be distributed from the Registration batch. The authorization process, which will allow you to authorize individual or multiple students, will move transactions from the Unofficial to the Official batch.

When a student is authorized, a “clean” bill is generated that removes all add/drop, late registration, and refund computations – in effect, the student is charged at that time just for the current courses and fees.

The Recalculate feature will also produce a clean bill. The difference between this function and Authorize is that Recalculate will NOT move students from Unofficial to Official registration. This feature is beneficial when validating the setup of your institution's cost structures. If it is determined that the setup was incorrect (inaccurate fees, tuition rates, refunds, etc.), you can make the changes in Cost Setup and then Recalculate the Unofficial Registration.

Note: Authorize and Recalculate can only be performed with Unofficial Registration. For this reason, you may wish to take advantage of this functionality by registering your students unofficially and verifying that your cost setup is accurate.

Open the Authorize Unofficial window by clicking Billing >Authorize.
Enter either a student’s Last or First name, or the student’s ID or select the Term, Campus, Cost Type (as defined in the Student Status Record), and/or AR Type (as defined in the TransDoc), to be used in selecting students to be authorized. Click Find.
Select individual students from the list to either Authorize, Recalculate, or Delete. In the Select column of the data grid select the appropriate operation as described:
1. Authorize - Double Left-click (This process will recalculate and move transactions from unofficial to official registration.)
2. Recalculate - Single Right-click (Recalculate will generate charges based on the current registration of the student.)
3. Delete - Double Right-click (Deleting a student from the authorization list will remove, or drop, all courses for which the student is unofficially registered in the defined term.)
Use “Set All to” to mark all students in the list to a specific status such as Authorize—this will mark all listed students to be authorized to Official Registration.
Click Initiate. The Results form will open indicating the process about to take place.
Check Financial Aid Package Load. If selected, CAMS will compare the registration load for the student with the Financial Aid Load as designated in the Financial Aid Status Detail form of the Financial Aid Student Maintenance window. If the value in the "Packaged for Load" field does not match the registered student load, a warning prompt will be displayed and the student registration will not be authorized.
If satisfied, click Process. CAMS will recalculate tuition charges to ensure that current cost setup is being applied. All marked records will be removed from Unofficial (or Pre-Registration) batch to the Official Registration Batch.