Create tuition and course fees

Calculate tuition as one flat rate, based on a standard credit rate, or multiple tuition rates based on student circumstances (e.g., board type, grade level classification).

To get started, navigate to Billing, Billing years, and select Tuition & course fees.

  1. Under Calculate Tuition using, select One flat rate for all students

  2. Enter the Tuition amount per student.

  3. Determine how the charge posts to the general ledger:

    • All upfront when the student is charged:
      The full balance of the charge is collected at the moment the charge is recorded.

    • When the charge or portion of the charge is due:
      The collection date is references the date inscribed in a payment plan. The payment plan determines the amount and time due.

    • Each month on:
      The tuition balance divides by the inputted number of months from the start month and day.

  4. Optional: Check whether fees should be posted to your deferred revenue account initially.

  5. Determine how tuition distributes in the general ledger:

    1. a single set of GL accounts

      Define the GL accounts that tuition posts to universally. Enter the Account number, Description, and the CR Percentage for the distribution. Add as many distributions as necessary, ensuring the CR Percentage between all distributions total to 100%.

    2. a different set of GL accounts based on each student

      Associate general ledger accounts with different student circumstances.

      1. Select the criteria (e.g., Board type, payment plan) used to match students with distributions.

      2. Enter a Default GL account, which acts as a catch-all for instances when students do not match any other configuration; all non-matching student circumstances are associated with the Default GL account.

        For example, if you only mapped a particular payment plan to a certain GL account, students not associated with this particular payment plan would then be associated with the Default GL account.

      3. Create ranges and parameters using the previously selected criteria, and then define the Account and CR percentage for each distribution that aligns with the specific set of parameters. Select Add another distribution to add as many additional distributions as needed, ensuring the CR percentage between all distributions total to 100%.

      4. Select Add another set of criteria to associate student circumstances with another set of accounts, repeating as necessary

  6. Select Save.

  1. Under Calculate Tuition using, select Multiple tuition rates based on each student.

  2. Determine which student circumstances (e.g., Board type, payment plan) account for tuition variations.

  3. Customize the drop-downs for the different student circumstances and then enter a Tuition amount associated with that set of criteria.

  4. For each calculation criteria variance, select Add another criteria row.

    5. Tip: For example, creating a tuition rate that differs for students who live on campus.

  5. Determine how the charge posts to the general ledger:

    • All upfront when the student is charged:
      The full balance of the charge is collected at the moment the charge is recorded.

    • When the charge or portion of the charge is due:
      The collection date is references the date inscribed in a payment plan. The payment plan determines the amount and time due.

    • Each month on:
      The tuition balance divides by the inputted number of months from the start month and day.

  6. Optional: Check whether fees should be posted to your deferred revenue account initially.

  7. Determine how tuition distributes in the general ledger:

    1. a single set of GL accounts

      Define the GL accounts that tuition posts to universally. Enter the Account number, Description, and the CR Percentage for the distribution. Add as many distributions as necessary, ensuring the CR Percentage between all distributions total to 100%.

    2. a different set of GL accounts based on each student

      Associate general ledger accounts with different student circumstances.

      1. Select the criteria (e.g., Board type, payment plan) used to match students with distributions.

      2. Enter a Default GL account, which acts as a catch-all for instances when students do not match any other configuration; all non-matching student circumstances are associated with the Default GL account.

      3. Create ranges and parameters using the previously selected criteria, and then define the Account and CR percentage for each distribution that aligns with the specific set of parameters. Select Add another distribution to add as many additional distributions as needed, ensuring the CR percentage between all distributions total to 100%.

      4. Select Add another set of criteria to associate student circumstances with another set of accounts, repeating as necessary

  8. Select Save.

  1. Under Calculate Tuition using:, select One per credit rate for all students.

  2. Enter the Tuition amount per credit.

  3. Determine how the charge posts to the general ledger:

    • All upfront when the student is charged:
      The full balance of the charge is collected at the moment the charge is recorded.

    • When the charge or portion of the charge is due:
      The collection date is references the date inscribed in a payment plan. The payment plan determines the amount and time due.

    • Each month on:
      The tuition balance divides by the inputted number of months from the start month and day.

  4. Optional: Check whether fees should be posted to your deferred revenue account initially.

  5. Determine how tuition distributes in the general ledger:

    1. a single set of GL accounts

      Define the GL accounts that tuition posts to universally. Enter the Account number, Description, and the CR Percentage for the distribution. Add as many distributions as necessary, ensuring the CR Percentage between all distributions total to 100%.

    2. a different set of GL accounts based on each student

      Associate general ledger accounts with different student circumstances.

      1. Select the criteria (e.g., Board type, payment plan) used to match students with distributions.

      2. Enter a Default GL account, which acts as a catch-all for instances when students do not match any other configuration; all non-matching student circumstances are associated with the Default GL account.

      3. Create ranges and parameters using the previously selected criteria, and then define the Account and CR percentage for each distribution that aligns with the specific set of parameters. Select Add another distribution to add as many additional distributions as needed, ensuring the CR percentage between all distributions total to 100%.

      4. Select Add another set of criteria to associate student circumstances with another set of accounts, repeating as necessary

  6. Select Save.

Course fees are used to bill students based on courses (e.g., Biology Lab) they enroll in for items or services within that course (e.g., Lab fee). Each course fee is a line item on a tuition charge and is created when generating tuition charges.

Creating Course fees involves first defining fees, and then associating those fees with courses to create course fees. Courses include those created in Academics for the selected billing year.

To get started with Course fees:

  1. Define fees

    Visit the Fees section under Tables on the billing Settings page; define any new course fees (e.g., Lab fee).

  2. Associate fees with courses

    With your course fees defined, head over to the Billing years page, and select Tuition & course fees on the side-navigation.

    Under Course fees, select Add fee, and begin associating courses with the fees you defined to create course fees.

Course fees cannot be deleted if they have already been charged to an account. Changes to Course fees apply to new charges after the change or when charges are regenerated.