Table of Contents
In this FastTrac video series, Implementation Manager, Brian Hatch discusses how scholarships are created in RecTrac, how you can distribute the funds, and gives an example of how these funds can be redeemed in both RecTrac and WebTrac.
Scholarships Part 1
Summary
In part 1, Brian explains the setup steps to create scholarships from Scholarship Management and how to allocate funds to individuals.
Video
Transcript
00:00:05:14 - 00:00:25:10
Brian Hatch
In this video, we're going to review the topic of scholarships and RecTrac and the different setup components involved with that. The first screen we're going to visit is scholarship management. So that open here at the top of my screen and we're going to review this scholarship record in my database, the for the kids after school program.
00:00:25:12 - 00:00:46:00
Brian Hatch
So it's going to change on that. For any scholarship record, you build in RecTrac, you're going to give it a code and a description, just like anything, any other setup item in RecTrac. And on the right-hand side, the first decision you probably had to make would be whether this record is going to be deducted from a member household balance or just B for general use.
00:00:46:07 - 00:01:11:18
Brian Hatch
So with this toggle off, you're going to set a grand total that's going to be available for this scholarship. It's going to work with a corresponding scholarship payment code, and your users and rec track will determine when to use the pay code and ultimately the dollar amount to use on any given transaction. So there gives you a max flexibility as far as your users are, but really no restrictions with this toggle on.
00:01:11:21 - 00:01:33:10
Brian Hatch
It's going to introduce another step in the process where you actually issue out a dollar amount to a family member or household, and that'll be the max that that that a member or household can use for the scholarship record above and beyond that, you can also choose to set a max amount per transaction or or percentage per transaction as well.
00:01:33:12 - 00:02:00:21
Brian Hatch
On the left-hand side you have a go and it cost center field. So those only are applicable if you are utilizing deduct usage from member balance. And in addition, if you are going to make GL postings when you issue out the scholarship to the family member or household, underneath that, you can set the original amount on your scholarship and the amount used and the amount available will automatically be tracked based on the peer code usage in the system going forward.
00:02:00:21 - 00:02:20:26
Brian Hatch
After your initial setup, the last field on here is your expiration date. So if this is only going to going to be valid through a certain date, you can set that as your expiration date here on the scholarship record we're going to save here. And after the scholarship records created, the next piece you'll need to set up is already is your payment code.
00:02:20:29 - 00:02:39:13
Brian Hatch
So I'm going to open up payment code management and I have my scholarship record already created in this database. The important thing to click here is just needs to be a payment type of scholarship, and then it's going to have this code and description field as well. And once you have your payment code for scholarships, the next step is making that available for use.
00:02:39:14 - 00:03:05:09
Brian Hatch
Almost switch over to profile assignments and I'm going to open up my payment profile. And on the left hand side, we have an allow of scholarship use across family members. So if you're choosing to deduct usage from a family member or household, then this is an option you'll be able to choose from. Is that amount you're issuing out good just for the family member or is it good for the entire household?
00:03:05:16 - 00:03:27:09
Brian Hatch
So with this toggle on, you're making that available, the amount available for everybody in the household to use with this toggle off, it's going to be specific to the family member that you're issuing it to. And the next setting we call it here on the payment profile is going to be your pay code restrictions. So your new scholarship code, you want to make sure that's available for usage under the allowed codes.
00:03:27:11 - 00:03:48:06
Brian Hatch
It's also probably going to be available under the allowed refund peak, or at least for certain users should a cancellation need to be processed. And you want to give them back the scholarship they originally used. And I always recommend that you set the scholarship payment code and maybe others as well as a check that was done during refunds that will give your users and rectify processing the refund an additional pop-up.
00:03:48:07 - 00:04:18:21
Brian Hatch
It just alerts them that the scholarship was originally used so they can know to refund that amount back to the scholarship record. I'm going to go see you on this record here. And the final piece, should you choose to actually use this to deduct from family members or households is going to be the issuance step. So I'm going to go over to my family member scholarship management screen and to look up screen I to pick a household in my database, look up the individual family member.
00:04:18:24 - 00:04:38:01
Brian Hatch
And on the left-hand side, you set the amount that you're going to issue. So this can be a positive or a negative. So if I want to issue out $50, I can go through this process. If I actually did it by mistake, it can actually pop back in here and process a negative amount to deduct the scholarship amount should ever need to what amount?
00:04:38:07 - 00:05:00:20
Brian Hatch
So I'm going to issue out $50 and what scholarship code. And I actually going to link this to you have multiple ways you can select the one that applies and you have the flexibility set an expiration date on a case-by-case basis should you need to at the bottom, you have the option to post yellow records for the actual issuance step, or you can choose to leave that off and just assign it out to the household internally within.
00:05:00:20 - 00:05:18:11
Brian Hatch
RecTrac right. So I'm going to hit process. It's going to kick me back to the member scholarship lookup screen so I can move on to the next person on my list. If I'm going through this process with a number of different records, I'm actually going to pick the same household again so we can see what this looks like.
00:05:18:13 - 00:05:32:18
Brian Hatch
I go back there and I can see that now I have my $50 available for this household with the expiration date. You know, keep track of that record here on the individual family member. And that is the process for setting up and issuing scholarships in RecTrac.
Scholarships Part 2
Summary
In part 2, Brian walks through the daily processing example of redeeming scholarships in both RecTrac and WebTrac.
Video
Transcript
00:00:05:21 - 00:00:41:14
Brian Hatch
In this video, we'll review the topic of redeeming scholarship amounts in RecTrac and WebTrac. On the RecTrac side, I'm going to open up global sales. I've already selected a household, for an example, and I'm going to go ahead and pick a program in my database and enroll our family member into this. So no additional prompts just after school program dropping in for $10 fee and I'm going to advance to my payment screen and on the payment screen I have the option of choosing our payment type or payment code, and I'm gonna choose scholarship.
00:00:41:14 - 00:01:01:03
Brian Hatch
And when I do that, I'll be a scholarship pull-down if it applies. And I can see that I've already, in a previous step, issued out a scholarship amount to the family member that is enrolling. So I can see they have a total of $50 available. So that's an informational display there. But obviously I'm paying my $10 at this point and I could process that through.
00:01:01:05 - 00:01:20:27
Brian Hatch
I just was making a full scholarship payment. If I was only paying partial amount, I could actually change this dollar out here. I was paying only $5 of the $10 for scholarship. I could add the split payment to the middle and pay the difference with another payment type as well. So paying it on the RecTrac side, very similar to what you do for any other transaction.
00:01:20:29 - 00:01:46:05
Brian Hatch
If you go back and remove this from my shopping cart here and switch over to my WebTrac site. So my next screen here, and here's that same program, I'm already logged in as the same household and I got add to Cart just like the family member I'm enrolling. So I'll pick the same family member so it drops in with the same fee on the WebTrac side.
00:01:46:07 - 00:02:07:03
Brian Hatch
So if I proceed to check out one of the areas on the screen that's available, we can make available through screen design. If it's not, is the option to use scholarships. So scholarships pull down here, again, showing me that same information I saw on the RecTrac side. And again, if I wanted to make full payment, I could say let's pay the $10 or apply the scholarship.
00:02:07:06 - 00:02:33:04
Brian Hatch
It's going to automatically advance me to the next screen. And there's nothing to do in my cart at this point. It's shown me that the scholarships already been applied for $10 and I can continue just to finish the transaction. If I head back to CART, you can actually see that the program's in there along with the scholarship redemption item as well, so I can be removed and adjusted or changed if needed by the patron all on their own through the WebTrac.
00:02:33:07 - 00:02:37:15
Brian Hatch
And that's a process of how scholarships are redeemed in RecTrac and WebTrac.