Billing and Due Calendars

This function allows the users to use and create schedules to determine the amount of fees due, the billing and due dates. Billing and due date calendars are associated with tuition calculation and are used to determine the percentage of specific fees due to be paid by a particular time. A due date calendar is required.

Roles Involved: MOE DS Manage Billing

Steps to rollover:

1. Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Billing and Due Calendars

2. On the Find an Existing Value tab, enter the required values in the SetID field then click on the Search button.

3. The result shows a list of Due Date codes and the Description of the codes. There are 11 enlisted codes, each represents the month in the Academic Terms. The steps below need to be repeated for each code.

Note: The due date codes are arranged alphabetically; therefore it should start with April and ends with September.

4. Click on first code (e.g. April). You will be directed to Billing and Due Calendars page for the month of April.

5. Click on the Copy Billing and Due Calendar button to copy this billing and due calendar to a new term or session.

Description:

• Pivot Date: Select a pivot date for this calendar. Student Financials uses the pivot date as the starting place to calculate due dates or billing dates. The system counts the billing dates and due dates - either back in time or forward in time - from the pivot date that you select. Select from:

• Admit Term Start Date: Select to use as the pivot date the first day of the term that the student is admitted. This option pertains to application fee processing only.

• Application Date: Select to use as the pivot date the date that the application is filed. This option pertains to application fee processing only.

• Class Start Date: Select to use as the pivot date the first day of the class.

• Session Start Date: Select to use as the pivot date the first day of the session.

• Term start date: Select to use as the pivot date the first day of the term.

• Copy Billing and Due Calendar: Click to copy this billing and due calendar to a new term or session.

• Term: Enter the term for this billing and due calendar.

• Session: If you are defining a billing and due calendar for a session within a term, or you want to use the session start date as the pivot date, specify the session.

• From Day and To Day: Enter the first and last day that you assess fees. Express the number of days before the pivot date as a negative number, and the number of days after the pivot date as a positive number.

• Due % (due percent): Define the percentage of the fee that's due for the respective assessment period.

• Due Date Calc (due date calculation): Use this field to determine how the system calculates the due date for a given fee assessment period. Select from:

• Days from Pivot Date: Select to calculate the due date based on the pivot date.

• Days from Run Date: Select to calculate the due date based on the day that you assessed fees.

• No Date Calculated: Select to disable the calculation of a due date.

• Days: Enter the number of days from the pivot date or run date that the fees are due. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If you select No Date Calculated in the Due Date Calc field, the Days field becomes unavailable.

• Billing Date Calc (billing date calculation): Use this field to determine how the system calculates the billing date for a given fee assessment period. Select from:

• Days from Due Date: Select to calculate the billing date based on the calculated due date.

• Days from Pivot Date: Select to calculate the billing date based on the pivot date.

• Days from Run Date: Select to calculate the billing date based on the day that you assessed fees.

• No Date Calculated: Select to disable the calculation of a billing date.

• Days: Enter the number of days from the due date, pivot date, or run date that the system produces a bill. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If you select No Date Calculated in the Billing Date Calc field, the Days field becomes unavailable.




Required Fields:

• Description

• Pivot Date

• Term

• From Day

• To Day

• Due %

• Due Date Calc

• Days




Note: Make sure the required field are not empty: Description, Pivot Date, Term, From Day, To Day, Due, Due Date Calc and Days.

6. A prompt box called Enter From and To Term / Session will appear to capture the details.

Required Fields:

• From Term: Enter the current term.

• To Term: Enter the required term.




Note: Click on the OK button to add the new entry. Another row will be added.

7. Once the data has been copied, change the dates according to the New Year's calendar. The following illustrations will explain further how this calculation is made using the information filled in the grid.

8. View the screen shot here to view how the calculation works:

Note: Since students have 30 days to pay the fees posted for each month, the system will set the due date of all charges posted before the 30th of the month to 30th of the month. All charges posted after the 30th will be due immediately. Charge is posted every 1st of the month.

For Line 1


1. Term Start Date for 1520 is 13th March 2015

2. The charge date is every 1st of the month; in this case it is 1st April 2015 which is 18 days away from the term start date, 13th March 2015. Therefore, Component B will be 18 days.

3. If fees is calculated before the first of the month, due date for that month is 30th of the month cause the charge date is 1st of the month. Therefore, value of Component C will be 30 + 18 days = 48 days.

For Line 2


1. If fees is calculated anytime after the 30th of the month, the fees will be due on that day itself.