Fee Functions

Fee functions offer similar functionality as Fee Transactions, but these functions are used for a selected group of students. Each time you perform a group fee function, the system generates a group ID. The group ID can then be used to perform additional actions, such as reversing fee assessments or transactions and generating reports.

Group Transaction IDs Warning

Each time such a group transaction is performed, a new Group Transaction ID is generated and assigned to each record created by the transaction. When running any of the group functions that require entering a Group Transaction ID, be sure to enter the correct Group Transaction ID. If you inadvertently enter the wrong Group Transaction ID, you may be affecting a large amount of data, and reversing the error may take considerable time. To find the group transaction ID, check at least one fee or transaction record that has been created by the group fee functions.

Add Student Fees for Group of Students

You can manually assess a group of students with student fees, such as Recreational Field Trip. Be sure the information you enter is accurate, as there is no edit or delete function for student fees (to preserve the history of the transaction). If you inadvertently make a mistake, you will have to create a transaction using payment, credit, or void to reverse the effect.

You can also manually assess an individual student with student fees. 

1. Navigate to the New Fee page. 

2. Select the Fee Type.

3. Choose the department with which you want to associate to this fee if any.

4. Enter the date the student fee is to be assessed.

5. Enter an explanation for the fee.

6. Enter the Amount of Fee.

7. Enter the Amount of Credit, the Payment Method, and the Payment Reference Number if the students are providing full or partial payment at the time this fee is being created. If the students' payment is greater than the fee, the extra money will be applied as payment to other unpaid fees based on fee type priority.

8. If this fee is related to a course, enter the Course Number.

9. Click Submit. 

Add School Enrollment Fees

School enrollment fees are used to automatically assess certain fees when students enroll in school. If school enrollment fees are created after students have enrolled in school, then the new school enrollment fees need to be manually assessed.

1. Navigate to the Apply New School Enrollment Fee page.

2. Select each school enrollment fee you want to be applied to the selected students.

3. Enter the date the fees are to be assessed. If a fee is marked as proratable, it will be assessed on the basis of the number of school days in the year.

4. Click Submit.

Add Course Enrollment Fees

Course enrollment fees are used to automatically assess certain fees when students enroll in a course that has fees associated to it. If course enrollment fees are created after students have enrolled in a course, then the new course enrollment fees need to be manually assessed.

1. Navigate to the Apply New Course Registration Fee page. 

2. Enter the course code for which you want to assess course enrollment fees.

3. Click Submit. 

4. Select each course enrollment fee you want to be applied to the selected students.

5. Enter the date the fees are to be assessed. If a fee is marked as proratable, it will be assessed on the basis of the number of days within the term for the course section.

6. Click Submit. 

Create a New Transaction

Use this procedure to create a new transaction for the selected group of students.

1. Navigate to the New Transaction page. 

2. Select the Fee Type.

3. Enter the date of the transaction.

4. Select the Transaction Type.

5. Enter an explanation for creating the transaction.

6. Enter the amount of the payment. If the Transaction Type selected is Void, there is no need to enter a value in this field. The amount will be set by the fee balance. If you make a mass payment and the payment is higher than the balance for a specific student, that student will receive a credit.

7. Select the Payment Method.

8. Enter information for the Payment Reference Number to record additional payment information, such as a check number.

9. Click Submit.

Assess School Enrollment Fees

Use this procedure to assess school enrollment for the selected group of students. Performing this procedure automatically assigns school enrollment fees to the selected group of students. Before running this function, be sure that the fees have not already been assessed to the selected students. Otherwise, the fees may be duplicated.

1. Navigate to the Apply All School Enrollment Fees page. 

2. Select the appropriate option to indicate which students you want to apply the school enrollment fee to:

   • For all currently enrolled students in [name of school]

   • For the selected [number] students only

   • For [name of student] only

3. Click Submit. 

Assess Course Enrollment Fees

Use this procedure to assess course enrollment for the selected group of students. Performing this procedure automatically assigns course enrollment fees to the selected group of students. Before using this function, be sure that the fees have not already been assigned to the selected students. Otherwise, the fees may be duplicated.

1. Navigate to the Apply All School Enrollment Fees page. 

2. Select the appropriate option to indicate which students you want to apply the school enrollment fee to:

   • For all currently enrolled students in [name of school]

   • For the selected [number] students only

   • For [name of student] only

3. Click Submit. 

Clear Current Balance

Use this procedure to clear current balances for the selected group of students. Performing this procedure removes school or course enrollment fees that have been assigned to a selected group of students.

1. Navigate to the Clear Current Balance page.

2. Choose the appropriate student selection to indicate for which students you want to clear current balances.

3. Enter the date for which you want the clearance to occur.

4. Enter an explanation for clearing the balance.

5. Click Submit. 

Reverse Action Using Group Transaction ID

Use this procedure to reverse unpaid fees. This is the easiest way to correct an action that you have performed on a group of students. Performing this procedure will not reverse a transaction of type Void. Transactions that have been performed outside of the group function do not have a Group Transaction ID. In those cases, you have to reverse them manually.

1. Navigate to the Reverse Action Using Group Transaction ID page. 

2. Enter appropriate Group Transaction ID.

3. Enter the date for which you want the reversal to occur.

4. Enter an explanation for reversing an action.

5. Click Submit.