Accounting Control
Enrollment Deposits/Status Codes
Frequently Asked Questions

1. What is the process for moving money between campuses?
2. Who can help me with a money transfer?
3. What is an enrollment deposit?
4. Who has to pay an enrollment deposit?
5. Why are deposits deferred?
6. How is the deposit charged?
7. Why are enrollment deposits future dated?
8. When is the deposit returned?
9. Are all deposits subject to refund?
10. If a student tells me they can't register (and there is no balance due) what should I do?
11. What are the different deposit status codes ? Which ones block registration?
12. Who can help me with enrollment deposit issues?

1. What is the process for moving money between campuses?

The money transfer process begins on the campus where the transfer originates. Each campus makes the entry for its part of the transaction (Money Out <> Money In).

Because of the close relationship and frequency of transactions between Boulder Campus and Boulder Continuing Education, designated employees enter the complete transaction for money movements between their campuses. Money transfers occur because:

• Students are taking classes on multiple campuses,
• Financial aid is applied on one campus to be distributed to other campuses,
• A payment has been incorrectly posted.

Although money transfers will result in a credit being moved from one account to another, the originating account balance will not necessarily have a credit balance in total. For transfers resulting from:

• Student taking classes on multiple campuses - The originating account must have an overall credit balance, and the transfer cannot exceed the account balance,
• Financial aid redistributions - The originating account will likely, but not necessarily, have an overall credit balance, The transfer must be for the amount of the financial aid award without regard to the account balance,
• Error corrections - The originating account balance does not matter. The transfer must be for the amount necessary to correct the error.

2. Who can help me with a money transfer?

For money transfers affecting the Boulder Campus, please e-mail brs.accounting@colorado.edu to request/coordinate the transfer.

3. What is an enrollment deposit?

The university charges enrolling students a $200 enrollment deposit to protect itself from the loss of unpaid charges.

4. Who has to pay an enrollment deposit?

Boulder Campus students are required to pay enrollment deposits. Faculty and staff who are enrolled in classes and foreign exchange students are not required to pay deposits.International students not participating in the exchange program are required to pay deposits.

When is the deposit charged? Usually, enrollment deposits must be paid prior to enrollment, but , it isn't always possible to implement this requirement. For example, enrolling international students often do not have U.S. bank accounts, so they cannot pay enrollment deposits with required U.S. dollars prior to registering. Their deposits are deferred.

5. Why are deposits deferred?

Deposits are deferred due to practical considerations as in the case of international students, but also to accommodate other hardships. Employees in various departments are empowered to defer deposits. This allows students to register for classes without first paying deposits. Since the deposits are deferred and not waived, they must nonetheless be paid in the first semester.

6. How is the deposit charged?

When the university first accepts a student for admission, the Office of Admissions establishes a student record on screen 206, and mails an enrollment deposit request along with other acceptance materials to the student. The student confirms his/her intent to enroll by returning the $200 deposit to the Office of Admissions . OCM processes the payments under subcode 19950, and  a routine system job (TEEN) nightly updates the enrollment deposit history (screen 4V2) to deposit status "R" (Received) and future-dates the deposit (screen 415).

7. Why are enrollment deposits future-dated?

Future-dating keeps deposits from being applied against current charges or refunded during monthly processing.

8. When is a deposit returned?

Returns are triggered when students end their relationship with the university, by withdrawing, being in the Time Out Program or graduating.

• Withdrawals:
  • When continuing students formally withdraw, the Office of the Registrar releases their enrollment deposits on screen 4V2. The deposit is applied against outstanding charges, and any remaining credit is refunded during monthly cycle processing or upon demand.
• Time Out Program (TOP):
  • While on TOP, students have the option of maintaining their deposits or having them refunded. The Office of the Registrar processes these requests, and either releases the deposit or puts an H1 hold on the deposit with the anticipated term of return. This Deposit Status Code can be viewed on screen 4V2.
• Graduations:
  • When students graduate, the university contacts them to see if they will donate some or all of their deposit. Donations are noted on screen 4V2, which is updated with an HD hold and the intended donation amount. Approximately, eight weeks after commencement, a special-purpose graduate deposit program releases the deposits and applies net deposits to outstanding charges. Any remaining credits are mailed within one week.

9. Are all deposits subject to refund?

No. New, readmit, and transfer students who never attend or who withdraw during the A rebate period of their first term forfeit their deposits. If they withdraw during the B rebate period, the deposits are applied to outstanding charges.

10. If a student tells me they can't register (and there is no balance due), what should I do?

First, make sure enrollment deposit issues are not causing the problem. To determine the enrollment deposit status, go to screen 4V2, Enrollment Deposit, and enter the current term.The deposit transaction history is found on the lower half of the screen. It is listed in sequential order with the current status on top. Each transaction is tagged with a deposit status code that identifies the substance of the transaction. The current status of the deposit is determined by the deposit status code on the newest transaction.

11. What are the different deposit status codes? Which ones block registration?

Deposit Status Codes that block registration

A	Pay to Financial Aid
B	Pay to Both Student and Financial Aid
F	Deposit Forfeited to C.U. (New students who never attend or who withdraw during A-rebate period of first semester).
P	Warrant Issued to Student or Deposit Applied to Student's Charges
S	Deposit released to student's BRS Account (Turns to P when application or refund occurs)
Y	Required (Not yet paid by student and not deferred)

Any current Deposit Status Code that blocks registration must be addressed to enable registration to proceed.

Deposit Status Codes that do not block registration

D	Deposit Deferred (changes to R when student pays deposit)
H	Hold Deposit (hold term required)
HD	Hold Deposit (for scholarship donation)
H1	Hold Deposit for TOP student (hold term required)
R	Received from student. (deposit has been paid)
W	Deposit Waived (hold/waive term requried)

f the current Deposit Status Code does not block registration, check the registration eligibility on screen 112, Registration Status. Enter the term for which the student is trying to register. A student cannot register unless they have a REGIS DATE/TIME.

• If there is no date and time, the student must contact the Registrar's Office (303-492-6970).
• If the date and time are in the future, the student must wait until that date and time to register.
• If there is a current or past date and time, another factor is impeding registration. The eligibility reason can be identified by those fields with a value of "Y".

12. Who can help me with enrollment deposit issues?

The primary contact for enrollment deposit processing is Steve Turley.

Enrollment Deposit Key Contacts

Bursar's Office	Steve Turley	492-5583
Registrar's Office	Jacque Trump Burch	492-8673
Admission's Office	Linda Fowler	492-0737