TAMU > Finance > Student Business Services (SBS) > ONPAR System
Major Headings
Go to Top of Page | Major Headings | PROGRAM OVERVIEW The purpose of the ONline PAyment Request System is to facilitate the process by which 1) colleges/departments submit requests for Office of Graduate Studies and/or the Vice President for Research to pay for all or part of qualifying graduate students' tuition, and 2) colleges/departments submit requests for payment of students' tuition and/or fees from a fiscal account for which they have expenditure authority. The program allows for the 1) submission of the requests; 2) approval by a separate departmental representative (if desired), the college Assistant Dean or Administrative Department Head, and finally by one of the applicable group - Office of Graduate Studies, Vice President for Research or Student Business Services; and 3) a means of tracking requests submitted and posted to student accounts. Go to Top of Page | Major Headings | ACCESS TO PROGRAM Access to the program can be attained by providing the following information to the system administrator at onpar@tamu.edu.
Please Note: All access requests must be approved through Assistant Dean or Administrative Department Head. E-mail approval is sufficient. Within the college unit, SBS will only set up an individual with an Assistant Dean title as an Assistant Dean approver. The Assistant Dean may authorize another individual in the college to act as the Assistant Dean capacity of approving payment request. The letter must be on the college letterhead and provide all the information above regarding the quasi-Assistant Dean. Some users may need roles (i.e. input for WFSC and ANSC within the College of Agriculture). Both roles can be defined for a single user. When a user has more than one role in the system, after logging in, the user must specify which role he/she wants to be. A multi-role user can change his/her role at any time by clicking on the SELECT ROLE link at the top of the screen and selecting the role he/she wants work in. Please note the screen displays are driven by the user's access. Go to Top of Page | Major Headings | INPUT PAYMENT REQUESTS UIN INFORMATION SCREEN After logging into the program, click on the first link labeled INPUT PAYMENT REQUEST. The program automatically defaults to the current term. Input the student UIN and click CONTINUE. Please note that you can not input the student SSN or you will receive an error message. The PAYMENT INFORMATION screen is displayed and should now include the student's name as it appears in the student system (SIMS). Also displayed is the student's classification and department as listed on SIMS screen 111 for the current term or the prior term if student is not yet registered. Please use this as additional verification before continuing with input. If the program does not accept the UIN entered this means the student is a student who has never attended TAMU before and has not registered (creating a term record in SIMS). Contact the student and ask them to register for the term. PAYMENT INFORMATION SCREEN REQUEST ACTION Click on the button for the action you are requesting - ADD or FORCE. The majority of the time users will be submitting requests to ADD a payment. The FORCE button is for Graduate Tuition Payments only (payments by OGS and VPR). The program will only post a payment request to the student account if the student is taking 9 hours for the Fall or Spring term. A student taking 6 hours at TAMU and 3 hours at Galveston qualifies for the payment but the payment request must be FORCED. A comment is required entry when requesting a FORCE action and an example might be - 6HRS TAMU; 3 HRS GV. PAY FOR Click on the button that represents what this payment request will pay for - TUITION, FEES, or TUITION AND FEES. After clicking on the appropriate button - click CONTINUE. The user's response to this question drives other factors including ultimately who has final approval over the request.
ADDITIONAL TUITION PAYMENT RELATED QUESTIONS - FOR THIS PAYMENT REQUEST, IS THE STUDENT PAID FROM A GRANT? This portion of the PAYMENT INFORMATION screen will only appear for input for college/academic department requesting to pay for TUITION. If for this payment request the student is not paid off of a grant fiscal account, click NO, if for this payment request the student is paid off of a grant fiscal account, click YES. After clicking on the appropriate button - click CONTINUE and you will be asked to provide additional information. WHAT FUNDS WILL BE USED TO PAY FOR THIS PAYMENT REQUEST? If for this payment request the student is paid from a grant, the user must then decide if this payment request is to be paid with VPR funds or from one of their fiscal/grant accounts for which they have expenditure authority over. After clicking on the appropriate button - click CONTINUE and the user will be taken to the SUBCODE INFORMATION screen. SUBCODE INFORMATION SCREEN The user's answers to the previous screens drive the questions asked and the options displayed on this page. FOR WHAT PERCENTAGE OF THE STUDENT'S TUITION (AND/OR FEES IF APPLICABLE) WILL THIS REQUEST PAY FOR? Input the percentage of the student's tuition (and/or fees depending on what user is requesting to be paid) this request should pay for. LIMIT AMOUNT The program has used information previously input on the PAYMENT INFORMATION screen to calculate the tuition (and/or fees if applicable) limit that will appear on SIMS screen 430. If the user changes the percentage above on this screen, click on the CALCULATE LIMIT AMOUNT to see the newly calculated limit. For summer terms, the program uses the EMPLOYMENT, ENROLLMENT, and PERCENTAGE to calculate the limit. SUBCODE FOR PAYMENT The program has used information previously input on the PAYMENT INFORMATION screen to display appropriate subcodes to charge. Only the user's college subcodes should appear as tuition payments to be paid by VPR and OGS. The 9-hour IN-STATE subcode (displayed as an option to departments who are paying for the tuition from a fiscal account for which they have expenditure authority) will act like the VPR and OGS subcodes and pay only up to the 9-hour limit or a percentage of tuition as defined by user in the FOR WHAT PERCENTAGE OF THE STUDENT'S TUITION (AND/OR FEES IF APPLICABLE) WILL THIS REQUEST PAY? Quick look at subcode options displayed -
GRANT ACCOUNT NUMBER This option only appears if the answer to the FOR THIS PAYMENT REQUEST, IS THE STUDENT PAID FROM A GRANT? question on the PAYMENT INFORMATION screen was Yes. Enter the Grant Account number which ultimately reflects the student payroll expense. A change from the initial instructions to the process - Do not input fiscal account 455124 as the grant account number. COMMENT This is a 17 character comment field that will feed and appear in the comment field on SIMS screen 430 for this student. User is strongly encouraged to input a comment if there is anything out of the ordinary with the payment request and must input a comment if the payment request if FORCED. After input the appropriate information above, click on SUBMIT on the right side of the screen. If you are not satisfied with your input you can also choose from other options - CHANGE UIN (which will take you back to the PAYMENT INFORMATION PAGE); RESET TO DEFAULTS (the items on the page will be reset to the default answers); or LOGOUT. SUMMER ONLY- WHICH SUMMER SESSIONS WILL THE STUDENT BE EMPLOYED? This portion of the PAYMENT INFORMATION screen will only appear for input for college/academic department users requesting payment by OGS or VPR and in the summer term. Click on the appropriate button that describes the student's employment for the summer. SUMMER ONLY - WHICH SUMMER SESSIONS WILL STUDENT BE ENROLLED IN? This portion of the PAYMENT INFORMATION screen will only appear for input for college/academic department users requesting payment by OGS or VPR and in the summer term. Click on the appropriate button that describes the student's enrollment for the summer term. These three previous questions (EMPLOYMENT, ENROLLMENT, and PERCENTAGE PAID) work in concert to calculate the limit of tuition to be paid by this payment request. Example:
Times percentage input
The examples below relate to OGS and VPR payment of tuition only (relative to limits of payments).
WAITING DEPARTMENT REVIEW-APPROVAL Go to Top of Page | Major Headings | WAITING DEPARTMENT REVIEW-APPROVAL Clicking on this link at the top of the screen allows the user inputting the request to review their payment requests input that have not been reviewed/approved at by the Department Review/Approver. The user has several options to choose from.
REVIEW AND APPROVAL OF PAYMENT REQUESTS Go to Top of Page | Major Headings | REVIEW AND APPROVAL OF PAYMENT REQUESTS There are three levels of payment requests approvals that each request must go through before being posted to the student's account.
DEPT REVIEW/APPROVAL USER If the user is defined as Dept Reviewer/Approver, he/she can view payment requests input by their department by clicking on the DEPARTMENT REVIEW/APPROVAL link at the top of the screen. This level user can view thru the edit button), edit, suspend, delete, or approve payment requests from the batch as needed. The user has several options to choose from.
When the Dept. reviewer/approver has reviewed the batch (and made appropriate changes, suspensions, deletions as needed) and is ready to approve the payment requests, he/she should click on the SUBMIT ALL DISPLAYED REQUESTS FOR ASSISTANT DEAN/ADMN APPROVAL button at the bottom of the screen. ASST DEAN/ADMN REVIEW/APPROVAL USER If the user is defined as an Assistant Dean or Administrative Reviewer/Approver, he/she can view payment requests submitted by all departments within their college or administrative unit by clicking on the AD/ADMN REVIEW/APPROVAL link at the top of the screen. This user can review all payment requests submitted by all departments within their college or administrative area but can also review only payment requests submitted from a specific department by selecting that particular department from the DEPARTMENT drop down and clicking SEARCH. This level user can view (thru the edit button), edit, suspend, or delete payment requests from the batch as needed. The user has several options to choose from.
When the AD/ADMN reviewer/approver has reviewed the batch (and made appropriate changes, suspensions, deletions as needed) and is ready to approve the payment requests, he/she should click on the SUBMIT ALL DISPLAYED REQUESTS FOR ASSISTANT DEAN/ADMN APPROVAL button at the bottom of the screen. FINAL REVIEW/APPROVAL USER If the user is defined as a Final Reviewer/Approver, he/she can view payment requests (relevant to their area) submitted by all system parts, colleges and administrative units by clicking on the FINAL REVIEW/APPROVAL tab at the top of the screen. This user can review all payment requests submitted by all system parts, colleges and administrative units but can also review only payment requests submitted from a specific system part, college and/or department or administrative unit by selecting the specific college and/or department from the PART, COLLEGE and DEPARTMENT drop downs and clicking SEARCH. This level user can view (thru the edit button), edit, suspend, or delete payment requests from the batch as needed. The user has several options to choose from.
When the FINAL reviewer/approver has reviewed the batch (and made appropriate changes, suspensions, deletions as needed) and is ready to approve the payment requests, he/she should click on the APPROVE ALL DISPLAYED REQUESTS FOR POSTING TO SIMS button at the bottom of the screen. Go to Top of Page | Major Headings | OTHER PROGRAM FEATURES REQUESTS APPROVED FOR POSTING TO SIMS Clicking on this link at the top of the screen allows the user to see all payment requests which the user is authorized to view that are approved by ALL approvers and waiting to be posted to the student's SIMS account. Any user (INPUT ONLY, DEPT. REVIEWER/APPROVER, AD/ADMN REVIEWER/APPROVER, or FINAL REVIEWER/APPROVER) can EDIT, SUSPEND, or DELETE a payment request which that user is authorized to access before it is posted to SIMS. SUSPENDED PAYMENT REQUEST Clicking on this link at the top of the screen allows the user to see all suspended payment requests which the user is authorized to access. These are payment requests that are suspended by one of the users of the program and not by SIMS. The user can EDIT, SUBMIT, or DELETE a specific payment request which the user is authorized to view. DELETED PAYMENT REQUESTS Clicking on this link at the top of the screen allows the user to see all deleted payment requests which the user is authorized to view. The user can EDIT and SUBMIT a specific payment request which the user is authorized to view. Payment requests are never really deleted but are in a deleted status in the database and can be edited and submitted for payment. PAYMENT REQUESTS POSTED TO SIMS Clicking on this link at the top of the screen allows the user to see all payment requests posted to SIMS which the user is authorized to view. This link offers the same information as SIMS screen 430. Remember that it is possible that a payment request has been submitted, approved and yet was unable to post to SIMS because of an error check built into the program (i.e. in the long terms, student is not registered yet, student is not registered for 9 hours, etc.). PAYMENT REQUESTS SUSPENDED BY SIMS Clicking on this link at the top of the screen allows the user to see all payment requests (which the user is authorized to view) that were unable to be posted to SIMS and were suspended. Remember that it is possible that a payment request has been submitted, approved and yet was unable to post to SIMS because of an error check built into the program (i.e. in the long terms, student is not registered yet, student is not registered for 9 hours, etc.). User can also view suspended requests in INFOVIEW/Mobius report BBN584 details or do a SEARCH BY UIN. Postings to SIMS are scheduled twice daily and all payment requests in suspended request status are submitted for posting if the error has been corrected (i.e. the student registers or registers for additional hours to total 9 hours). PAYMENT REQUESTS DELETED BY SIMS Clicking on this link at the top of the screen allows the user to see all payment requests that have attempted to post to SIMS but are flagged for deletion. In the past the majority of these were because the file was not properly formatted. These should not occur in the new program. SEARCH BY UIN Clicking on this link at the top of the screen allows the user search by the student's UIN. Enter the student's UIN and click SEARCH. While all users can see a payment request for a specific UIN, only those authorized through their access can SUSPEND or DELETE that payment request. LIST allows the user to see pertinent information about a payment request including dates the request was entered, approved at each level, suspended, deleted, edited, and posted, suspended or deleted by SIMS. The user who performed each of these actions is also displayed. SELECT ROLE Clicking on this link at the top of the screen allows the user who has multiple roles defined in the system to select the role he/she wants to work in. If you are a user with multiple roles defined in the system, the SELECT USER ROLE screen will come up immediately after logging in. A reason for multiple roles may be that one staff member does payment request input for two different departments within the college. CHANGE PASSWORD Clicking on this link at the top of the screen allows the user to change his/her password in the system. If the user has multiple roles in the system, changing the password for one role with change the password for all roles for that UIN. MAINTENANCE Clicking on this link at the top of the screen allows the user (who is authorized to access this screen) to maintain parts of the program tables. CREATE A NEW USER ID OR NEW ROLE FOR AN EXISTING USER ID - Input the UIN and click NEW USER ID/NEW ROLE. Input the appropriate information. If the user's UIN is already in the system, the Name and Contact Email address ill appear and can not be modified. For new user, assign a temporary password.
UPDATE USER PASSWORD AND SYSTEM ACCESS - Change a user's password or delete a user's access on this screen.
UPDATE THE PART TABLE - Add, update or delete a TAMU system part on this screen.
UPDATE THE COLLEGE TABLE - Add, update or delete a TAMU college on this screen.
UPDATE THE DEPARTMENT TABLE - Add, update or delete a TAMU department on this screen.
UPDATE THE ACCOUNT TABLE - Add, update or delete a TAMU fiscal account on this screen. Always verify all accounts in FAMIS before adding to the table.
UPDATE THE SUBCODE TABLE - Add, update or delete a SIMS subcode on this screen. User will also have to define is the subcode is for TUITION, FEES, OR TUITION AND FEES and who the approval group is.
UPDATE THE TERM TABLE - Add, update or delete a term on this screen.
When adding CS be sure and add GV term as well. When inputting summer
terms initially user will want to click "NO" to PROCESS SS2 REQUESTS?
This will hold all SSII only payment requests until the appropriate
time. At the appropriate time (typically immediately following SSI
census date) change the
UPDATE THE TUITION RATE TABLE - Add, update or delete the 9hour tuition rate for the terms on this screen. This limit is only used for tuition payments requests paid by VPR, OGS or DEPT who choose to pay tuition with the 9-hour IN-STATE subcode.
UPDATE THE PAY FOR TABLE - FOR SUBCODES - Add, update or delete a PAY FOR option on this screen.
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