Enhanced Flexibility for Batch Payment Processing!
Batch processing now gives greater control over payment timing helping funds reach you faster. ACH and credit card payments can be scheduled automatically at any date and hour you choose.
Updates to Batch Submission and Processing
What changed with batch payment processing? Here’s an overview of the changes:
Feature | Before | Now |
|---|---|---|
Batch Submission | Batches could be submitted throughout the day; however, there were cut-off times for ACH. Multiple batches resulted in separate deposit reports. | ✅ Standardized Settlement Times ACH and Card Batches can be scheduled to run at the start of any hour. All batches from a single day will have a single batch ID on Tuition Express Reporting. |
Same-Day Processing Cutoff | ACH batches were required to be submitted by 1:00 pm PST. Card batches were required to be submitted by 7:00 pm local time. | ✅ ACH and Card batches are now run at their scheduled time. Batches scheduled before 7:00 pm local time process the same day, while those scheduled after 7:00 pm process the next day. |
Funds Availability | ✅Faster funding Payments submitted until 7:00 pm local time will be available the next day. Funds are typically processed the following business day subject to bank funding and processing approvals. | |
Email Notifications | Daily emails confirming successful batch submissions. | Email notifications for submitted batches are currently unavailable. We recognize this is a high priority and are committed to resolving it as quickly as possible. |
Learn More About….
How to Submit a Batch
Go to Family Data & Accounting > Tuition Express > Process Tuition Express
Select the payers for ACH and Card and the collection amount.
Note: Please choose a date and time for processing. If you submit without modifying the requested processing date, the batch will default to the next hour.
Select Submit
Submit ACH and Card Batch for Processing
Batch Submission Times
Key Information
Submit anytime – batches can be scheduled up to 2 weeks in advance
Edit window – changes allowed until 15 minutes before the scheduled time
Processing time - batches will close every hour, but every batch that is submitted before 7pm local time will be included in the following day’s deposit.
Scheduling examples:
Submit at 11:53 a.m. → processed at 1:00 p.m.
Submit at 11:44 a.m. → processed at 12:00 p.m. (no edits after 11:45 a.m.)
The following message will display for batches submitted for processing within 15 minutes of the hour.
Batches Run on the Next Hour if No Time Is Set Before Batch Submission
If no date or time is chosen before submitting a batch, it will be scheduled to process at the next hour.
Example: A batch submitted at 2:44 pm will run at 3:00 pm; a batch submitted at 2:45 pm will run at 4:00 pm local time.
How to Modify a Batch
Batches can still be modified or canceled using the exact steps you are used to. See the article Change or Cancel a Batch of Payments for further details.
If modifications are needed after a batch has been submitted, a refund can be processed.
From the main screen of Family Data & Accounting, go to Functions > Family Accounting > Deposit Reports.
Cancel Entire Batch
Important Timing Information
Batches can be modified or cancelled up to 15 minutes before the scheduled processing time.
E.g., a batch scheduled for processing at 2:00 pm local time can be modified until 1:45 pm local time. At 1:45 pm the batch is “locked” for processing.
To cancel a batch:
From the Deposit Report screen, double-click the batch you want to cancel
Click Modify Batch
Choose Cancel Entire Batch
Click Select Option to confirm
Modify Individual Line Items
Important Timing Information
Batches can be modified or cancelled up to 15 minutes before the scheduled processing time.
E.g., a batch scheduled for processing at 2:00 pm local time can be modified until 1:45 pm local time. At 1:45 pm the batch is “locked” for processing.
To adjust individual line items or the date and time of a batch:
From the Deposit Report screen, double-click the batch you want to modify
Click Modify Batch
Choose Modify Individual Line Items
Click Select Option to confirm
How to Process Refunds
A refund can be processed if modifications are needed after a batch has been submitted.
For instructions on completing a card refund, see the article titled Credit Card Refund: Choose Amount
ACH payments cannot be refunded directly to the payer. To refund an ACH payment you can issue a check or credit the account.
For more guidance on posting a credit to a family ledger, view the Account Ledger Card article and watch the embedded video.
Batch Communication Changes
Email Notifications
Email notifications for submitted batches are currently unavailable. We recognize this is a high priority and are committed to resolving it as quickly as possible.
Recommended Action
Option 1: Corporate Centers can view Deposit Reports at a Center level.
Navigate to Deposit Reports and view submitted batches.
Option 2:
Open Corporate Data Viewer
Navigate to Family Accounting>Deposit Payment Information
Review the Deposit Payout Information and use filters to sort the data.
It is recommended that you also check the POS Transactions report to ensure nothing was missed, as this report only shows items successfully processed by Tuition Express into ledgers.
Batch Comment
The comment field is temporarily unavailable and will return in a future update.
Batch Comment Available | Batch Comment Not Available |
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FAQ
Does this mean I can process multiple payment batches throughout the day?
Yes, you can continue to process batch payments until 7:00 pm merchant local time. All batch activity before 7:00 pm local time will be grouped together, or “closed out,” which means the payments are finalized and sent to the bank for next day funding.
When will the payment be posted to the account ledger?
When a Batch is submitted, all payments are posted immediately to the individual family ledgers. If a payment is declined after the Batch has been processed, a pending decline transaction will be posted to the Desktop ledger the next time the Batch process is run.
How do I identify families whose payment was declined?
Generate the ACH Returns/Credit Card Declines report. From here, you can identify the accounts and the decline amounts.
Navigate to Family Data & Accounting>Reports>Tuition Express Reports>Processing>ACH Returns/Credit Card Declines
Why can’t I modify a previously scheduled batch, even if its processing date and time are still in the future?
This message appears because the date and time were set before these enhancements were introduced. If you see this message and need to modify a batch, please contact our Customer Support team.
📞 Tuition Express Phone: 1-888-419-5033
🕒 Tuition Express Support Hours: M-F, 9am - 7:30 pm ET
