Processing AAWS Application Fees

This section provides an overview of AAWS application fees. To use the AAWS application fee payment process, you must implement hosted payment with your provider.

Understanding AAWS Application Fees

Admissions Application Web Services (AAWS) is a set of web services that allow schools to post application data collected through their own online application into Campus Solutions. This is done by initially storing application data in a set of tables (Staging Data) that mirrors the current Admissions application stack (Production Data) as the application information is collected and saved. After the student submits the application, the data is validated and promoted to the current admissions production tables.

As part of the online application process, an application fee may be assessed and a payment required from the applicant before the application can be submitted and processed. The timing of the presentment of the fee amount and subsequent collection of payment requires a fee calculation method based on the staging records (as opposed to the Production Data used by the Cobol application fee calculation process).

Electronic payments for the application fee must be authorized at the time of payment to verify the availability of funds before the application can be processed. So that schools are not faced with PCI compliance issues inherent in such electronic payment processing, AAWS has the ability to connect with a third party host that performs the electronic data collection and storage.

Because of the timing of the AAWS fee calculation and payment—payment for an application is collected before the application is promoted to production—an Emplid is not assigned to the applicant at the time the fee is calculated/paid. Because most Student Financials tables, including the SF account tables are keyed by Common ID (contains either an Emplid or External Org ID), these transactions cannot be recorded as part of a student account. The application transaction, however, must still be recorded in the General Ledger. The Direct to GL process allows schools to bypass the creation of a student account. Any transactions recorded directly to the General Ledger must be refunded manually. The transaction does not show in the Self Service Account Inquiry, or the Customer Account Inquiry.

See:

• Recruiting and Admissions: Setting Up Application Processing Centers

• Recruiting and Admissions: Entering Application Data

• Setting Up Application Fees

• Generating Direct to GL Entries

• Recruiting and Admissions: Understanding Admission Transactions

• Recruiting and Admissions: Understanding AAWS