Define Term Fees

This function allows the users to control how tuition calculation is calculated for a different situations calculated to the student.

Roles Involved: MOE DS Manage Billing

1. Navigate to Main Menu > Setup SACR > Product Related > Student Financials > Tuition and Fees > Term Fees > Term Sub Fee Codes.

2. Click on the Add a New Value tab.

3. Enter the required values in the SetID and Term Fee Code fields.

Note: The Term Fee Code can be the short form name of the fees. E.g. 'PFUND' as Primary School Fund.

4. Click on the Add button.

5. You will be directed to the Term Fees page. In the Term Fee Codes page, enter the required values in the Description, Long Description and Fee Class fields.

Required Fields:

• Status: Make sure the status is set to Active.

• Description: A brief description on the Term Fees.

• Charge By: Specify how the fee code calculates fees. Values are:

• Class: Select to reflect charges for the particular term fee that is relative to each class in the student's account information. The system automatically makes available the information that is necessary to use course lists with third-party contracts.

• Session: Select to sum charges for all classes that are taken within a particular session in the student's account information. If you select this option and want to use course lists with third-party contracts, you must also enable Track Class Pricing.

• Term: Select to sum charges for all classes that are taken with a particular term in the student's account information. If you select this option and want to use course lists with third-party contracts, you must also enable Track Class Pricing.

• Use: Select the basis for calculating the fee. Values are:.

• Anti Units (anticipated units): Select to calculate fees based on the number of units in which students typically enroll within a certain academic program. For example, if Fine Arts freshmen are expected to enroll in 15 units, the system calculates the fee on that basis for all freshmen.

• Bill Units: Select to charge fees based on the actual number of units in which the student is enrolled versus anticipated units.

• Fee Class: For INEIS, there is only one value set; FEE.

• Use Anticipated Units if enrollment exists: Select to calculate fees based on anticipated units even if actual enrollment information is available. If you do not select this check box and you are calculating fees using anticipated units, the system uses actual enrollment information when it is available.


Note: Make sure the required field are not empty: Status, Description, Charge By, Use and Fee Class.

6. On the Term Fees tab, enter the required values in the Term, Account Type, Item Type, Adjustment Code, Due Date Code and the Maximum Amount fields.

Description Field:

• Copy Term Fee: Click to copy the term fee to a new term.

• Term: Select the term to which the term fee applies.

• Session: If you defined the term fee code to charge by session on the Term Fee Codes page, select the session to which the term fee applies.

• Account Type: There is only one account type; FEE.

• Item Type: Select an account type and item type for the term fee.

• Anticipated Item Type: If the system calculates the term fee code using anticipated units, this field is required. Select a different item type from the one you selected in the Item Type field to distinguish between charges that are based on anticipated enrollment and charges that are based on actual enrollment.

• Adjustment Code: Enter the adjustment code (calendar) that governs this fee. This code determines the refund amount for students who drop classes.

• Due Date Code: Select a due date code (calendar) to define when the fee is due and payable.

• Minimum/Maximum Fee Code: Enter an optional minimum/maximum fee code to assign predefined limits to the term fee.

• Maximum Amount: Enter a minimum charge amount that is unique to this term fee.

• Anticipated Stop Date: This field becomes available when the system calculates fees using anticipated units. Enter a date after which the system no longer uses anticipated units. At this point, the system calculates the term fee using actual enrollment (billing) units. If the student has not enrolled in classes by the date specified, the system calculates fees using zero units. If so defined, minimum charges could still apply.

• Charge for Wait Listed Class: Select to charge the term fee for students who are on a waiting list for a class.

• Track Class Pricing: Select to track revenue on a class-specific basis, thereby allocating revenue to specific departments.

• Exclude Classes w/HECS Status: Select this option so that students are not charged twice for the same class if they are under multiple loan programs.


Note: Make sure the required field are not empty: Status, Description, Charge By, Use and Fee.

7. On the Term Sub Fees tab, enter the required value in the Fee Amt Equation field.

Note: Choose the Fee Amt Equation of what the fees that is specified to the Fee Code.

8. Click on the Save button to save the changes.

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