The accounting module is a critical part of the system. This module affects registration and access to class and other student information. It is critical that the data within this module is added on time to prevent any hold on a student account or access to class of any other data.
Payment Plan
All tuition fees billing is done with a payment plan. Short course billing and automatic billing is done with the full payment plan in the background. The payment plan is used to calculate the total fees to be paid using interest rate or payment plan fee. It also determines the fee for late payment. You have the flexibility to add as much fees as possible but only make a subset available to the students. Flexible plans can be manually added to a student depending on the circumstances of the student.
Once you have added and published all approved payment plans, you will be able to add and save the fees for each programme offering. As part of the fee entry step, you must select the payment plans you are making available to the students. The system at this point set the default dates for payment. If you do not specify the First Payment Date, the system will use the date before the registration start date as the date for the first payment. If one is specified, please ensure that you use a date before registration. The additional dates and payment amount after the initial/first payment will be calculated by the system. These dates and amount can be adjusted after but the total must equal to the tuition fee, including any interest.
There are four fields to be completed when entering the fees and rate for a full programme. They are:
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Tuition fee – the full fee before interest
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Miscellaneous fee – the admin/misc. fee that is mandatory
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*Per Credit Rate – the rate per credit
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*Per Lab Credit Rate – the rate per lab credit
The additional charges feature allows you to add fees/incurred cost that will be automatically added to a student at the point of payment plan selection. These charges can be added based on a combination of specialization and gender.
*In order to properly calculate the tuition fee for student paying per credit. You must ensure that the credits assigned to the course is correct, including the lab credits. Adjusting the credit of a course after payment plan selection can affect the calculation of the tuition fee.
Only one fee is required for Short Programmes. You will not be able to have a per credit rate for short programmes. The CXC Programmes type will allow you to enter the fee per subject.
After all fees are entered, reviewed and verified, it can be published. Publishing of the fees will allow students to select their payment plan. During the payment plan selection process, student will have the ability to specify the whether or not they are being sponsored and the expected amount being sponsored. This amount can be used to give automatic clearance if the approval of the amount in the system.
Students who are paying per credit fees will be calculated during the course selection. Based on the fee calculated during course selection, the student must have the minimum amount for course selection as unapplied. This will ensure the student does not register without paying. It is therefore critical that fees are added and published before the registration period.
We highly recommend that students select their own payment plans. This will allow them to read and understand the terms of the plan being selected.
There are instances where you may want to adjust (reduce) the tuition fee for a student. The Tuition fee adjustment feature can be used to adjust the fee. You can only reduce the fee to an amount as high as the outstanding balance.
Incurred Cost
All billing apart from tuition and miscellaneous fees is considered as Incurred cost. These billing are dependent on a specific activity or even such as late registration or resit fee. Payment plans are not added to an incurred cost. The entire amount is due upon billing.
Financial Clearance
If a student is unable to make payments on time and is prevented from accessing their class, print exam card or register for their classes, then clearance can be given. Clearance can be given in one of the following ways:
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Student Funding/Sponsor – if the funding/sponsor information is added and the amount is more than what is outstanding and the expected date for payment is a future date then this would not be restricted. The SLB integration provides automatic clearance one their loan status reaches an approved status
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Payment plan adjustment – adjusting the plan for a student to a more flexible plan can remove the hold on the student account, pending that the amount due becomes $0.00
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Manual clearance – a user/staff manually clear the student for a specified period of time
Funds Transfer
A student can request that the excess payment made on their account be transferred to another student. This can be done using this feature.
Last updated on April 13, 2023