Customer story · University of Wyoming
Saving about $45,000 a year with FormFusion e-billing
The University of Wyoming stopped driving cases of envelopes to a print shop. FormFusion now delivers up to 10,000 student bills a month as PDFs with an email alert, and payments arrive faster.
Laramie, Wyoming
Public 4-year university
FormFusion
- About $45,000 saved a yearE-billing cut paper, toner, envelopes, postage, and the outsourcing company.
- 10,000 bills a monthUW processes up to 10,000 student bills monthly through FormFusion.
- Faster payments, fewer errorsE-billing lets UW receive payments faster and has lowered errors.
University of Wyoming at a glance
1886
Founded
12,500+
Students
2,900+
Faculty and staff
85+
Undergraduate programs
75+
Graduate programs
01
The challenge
A week in the mail, against a two-week deadline
Students at the University of Wyoming (UW) received their bills via the United States Postal Service, with the help of a local company that processed, printed, and mailed them out.
The billing file was sent via secure FTP, then processed, printed, stuffed into envelopes, and mailed. The process was inconvenient and costly: UW had to drive cases of envelopes to the outsourcing company and pay template programming fees, paper handling fees, and postage.
Envelopes by the case
UW drove cases of envelopes to the outsourcing company.
Fees on top of fees
Template programming fees, paper handling fees, and postage.
A legal deadline
Students must receive bills at least two weeks before the due date.
It could take 2-3 days before the bills made it into the mail system, which meant a week before students received them. With that legal deadline, timing and costs became a large concern.
02
The solution
Bills that arrive as a PDF, not an envelope
UW implemented Electronic Billing (E-Billing) with Evisions’ FormFusion and its PL-SQL Script Director module. UW saw the module as an opportunity to save approximately $45,000 annually, simplify the student bill process, and provide a better level of service to its students.
The module enabled UW to present FormFusion output directly to students as a PDF through Banner Self Service or Luminis software. This eliminated printing and reprinting; saved on paper, toner, envelopes, and postage; and ended the time spent waiting on an outsourcing company.
UW started implementation on February 1, 2009 and went live with E-Bills on March 6, 2009. Today, UW processes up to 10,000 student bills on a monthly basis.
The file is processed through Banner Job Submission. FormFusion then picks it up, sends a PDF of each student bill to Luminis through the PL-SQL Script Director module, and emails each student through the FormFusion Email Module to let them know their bill is available.
“From development to production, implementation took only 4 weeks and has saved us so much time and money.”
David Henry · Business Analyst
| Before | With FormFusion |
|---|---|
| Bills printed, stuffed, and mailed by an outsourcing company | PDF bills delivered through Banner Self Service or Luminis |
| 2-3 days to reach the mail, a week to arrive | An email tells each student their bill is available |
| Students asking for reprints | Luminis holds bills for 1 year, with full student access |
| Up to 10,000 bills printed a month | Fewer than 500 printed, for former students only |
“
We used to print up to 10,000 bills a month and use an outsourcing company to send them out. With FormFusion, we now print fewer than 500 bills a month and have saved a ton in printing and postage.
David Henry · Business Analyst, University of Wyoming
03
The results
Over 90% of students are happier
UW made E-Bills mandatory for its students and, through a survey, found that over 90% of them were happier with the process.
E-Billing allows UW to receive payments faster and has lowered the number of errors. Luminis holds the bills for 1 year for tax purposes, with full student access, which cuts down on reprint requests and the time-consuming task of getting that information from Banner.
Students can respond directly to the email or call the Accounts Receivable office if they see a problem. A printer in that office is available to students without one, but only 10 students have used it. Fewer than 500 bills are printed today, for former students who no longer have University email or Luminis access.
Students can also pay online through CASHNet, via a credit card icon in Luminis. The entire process is simple, has drastically helped the budget, and gives students 24/7 access to their billing statements and online payments.
About $45,000 a year
Saved on paper, toner, envelopes, postage, and outsourcing.
Faster payments
Payments arrive faster, with fewer errors.
Over 90% happier
Surveyed students are happier with the e-billing process.
Fewer than 500 printed
Only bills for former students still go on paper.
Pay online, 24/7
A credit card icon in Luminis leads to CASHNet online payment.
A year of bills on hand
Luminis keeps each bill for 1 year, cutting reprint requests.
“
E-bills are now mandatory for students and in a survey we have found that students are happier with getting their bills via email rather than in the mail.
Lynn Crist
Business Office Manager
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