Date: Fri, 20 Feb 2009 09:53:18 -0500
Hello Nancy and friends,
Aquinas is a Datatel school. Until 3 years ago, we did them in house, using
the 3 per page form and including a printout from the ARSP screen for each
student for the calendar year. We have about 2600 students and issue about
3200 1098-T's in any given year.
Preparing the data is challenging due to our IT support staff, not the
Datatel program itself. It is time consuming to tear, match with the ARSP
statement (which has to be folded), and stuff. We pulled in the complete
Business Office Staff (6 total; 2 student accounts, the controller,
accountant, payroll and AP person) to complete the process in a timely
manner Sometimes we hired a student worker to help (additional cost).
There were consistently issues with the spacing on the laser forms. And
regular copy issues for those that 'never received the form', 'threw it away
because it wasn't important', or lost it. Also an increase to the overall
cost.
When we calculated the cost of the form, envelopes and postage (not
calculating the printing costs for ARSP, laser ink or staff time), we
determined that about the same amount could be paid to ECSI. With ECSI,
they print (including the ARSP info on the same form), stuff, mail and offer
the view online. They also take phone calls, so our call volume has dropped
tremendously. The login provides access to all 1098-T's we have issued for
that student (so now 3 years).
We do not yet have the online capabilities set up for students to view
billing. The concern I have with that is the 1098-T is calendar
information, where the statements are term related. This is a challenge for
parents/students to understand when spring is billing in the previous
calendar year. And it would not be clear on a statement view by term.
Also, with the online view of the 1098-T via Datatel, we are still required
to mail the form. The only way out of mailing the form is to have written
approval from the student each year. (At least as I understand it.) Since
we can't seem to get other things signed by them regularly, I'm not
interested in tackling this and determining a tracking method. Our time is
better spent getting the online statement view working properly. [?]
ECSI has been fabulous to work with. Their IT staff is superior and
customer oriented, even with the non-technical folks.
Hope this is helpful. If you have any questions, please let me know.
Happy weekend to all.
Regards,
Melissa
Melissa Rauch
Business Office
Aquinas College
1607 Robinson Rd SE
Grand Rapids MI 49506
616.632.2864 main phone
616.632.2918 direct voice
616.732.4482 fax
On Thu, Feb 19, 2009 at 1:26 PM, Nancy Delgado <ndelgado_at_aurora.edu> wrote:
> Hello,
>
>
>
> I was wondering if there were school's whom could offer any information in
> processing 1098T's in house and the cost effectiveness of it etc? We use
> Datatel and would like to process them in house for next year. In
> preparation of the 2010 budget, I'm looking for information pertaining to
> costs and how the process has been thus far.
>
>
>
> Any and all information will be much appreciated!
>
>
>
> Thank you,
>
> Nancy Delgado
> Interim Director of Student Accounts
> Phn: 630/844-5471
> Fax: 630/844-5463
> ndelgado_at_aurora.edu
>
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