Student Fees A-Z

Ed Kobus This document contains confidential proprietary trade secret information of SunGard K-12 Education. This file is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than sharing with employees of the district without the express prior written permission of SunGard K-12 Education.

Overview Features Three types of fees: Course Fees, Activity Fees, Student Fees Fees and debits, and payments for both, can both be tracked for a student Outstanding student balances can be viewed via Home Access Center (HAC) A student’s fee “status” can be used as a filter in Demographics reporting

Overview Fees Fees are accessed based on either course schedules, activities, and/or student demographic information Fees can be reduced based on students’ demographic information, such as meal status (low income), or classification code Fees can be prorated based on changes to students’ schedules Debit Items Debit Items can be automatically created Student payments can be recorded prior to use Debit uses can be uploaded from a third party system using the Upload utility Student Fee balances do not include debit payments or charges

Overview Reports Fees can be printed on students’ schedules Billing Statements: print fee items with an outstanding balance Deposit Report: lists all payments made within a specified date range Student Fees report: lists a history of fees for a student Audit Log report: lists all activity within the system

Setups Building Fee Configuration

Setups Building Fee Configuration

Setups Building Fee Configuration

Setups Fee Items – Student Fees

Setups Fee Items – Activity Fees

Setups Fee Items – Course Fees

Setups Fee Groups - Student

Setups Fee Groups - Activity

Setups Fee Groups - Courses

Student Center > Fees Fees Tab The Fees tab lists all of the fees recorded for the student. It includes the date the fee was assigned, a unique tracking number for each item (system assigned), the item code and description, the total amount of each fee, the total paid/refunded or any credit applied, and the balance due for each fee. An overall status and balance for the student display above the list. You may limit the records that display by selecting a specific date, tracking number, payment status category, and/or year.

Student Center > Fees Student’s Fee Status: Automatically updated on Student Center > Personal page based upon thresholds created in Student Fee Status table.

Student Center > Fees Debit Tab Use the debit options for items such as a lunch card. Click on the Debit Item description hyperlink to view all the details of the item.

Student Center > Fees.. Payment Tab Enter payments on the payment tab. Manual Apply lets you choose how/where to apply the payment by selecting a specific fee item or items. When you click the Manual Apply button, a pop-up window opens, allowing you to designate payments for specific fee items, or to add to the debit item balance. Check off the Pay In Full checkbox if you want to zero out the balance of a particular item.

Student Center > Fees... Credits and Refunds Use the credit and refunds page to manually apply payment or credit amounts to specific fee items.

Student Center > Fees Billing View the student's billing information on the Billing page. Update Mailing Flag on Student Contact Page

Utilities Create Billed Items The Create Billed Items utility can be used to create Student Fees Item records based upon Fee Groups and to generate Billing Statements if desired. After the student fees have been created, the fees are maintained in the student’s fee folder. Billed items are generated based upon district-defined Fee Groups. Examples of fee groups are listed below: Student Group: Create a Registration Student Group to mass assign Senior Class Dues Activity Group: Create a Band Activity Group to mass assign Band Uniform billed item to all students participating in Band. Course Group: Create a Sr Math Group to mass assign particular course fees to a group of students.

Utilities Create Billed Items Status Log Billing Statement Report

Utilities

Reports Audit Log The Audit Log creates a report of all students with fee items within the specified dates. The report includes student ID, name, building, grade, and homeroom. For each fee item, it includes tracking number, date, action taken, fee item or reference for action, description, unit cost, quantity, cost amount, credit amount, and user. You can choose whether to include the original fee item in the report or only activities for items within the selected dates.

Reports Billing Statement Billing Statement reports are available in two formats: Balance due report. Includes only fee items that have a balance. The Amount listed is the balance due for the fee, as opposed to the original amount. Full statement report. Includes all items, with the original amount billed, and any payments made. Both reports include billing heading and footer information from the fees configuration setup, student ID, name, building, grade, billing contact name, and address. For each selected fee item, it includes tracking number, date, description, amount, comment, as well as a total due

Reports Deposit Report The Deposit Report lists all payments made within a specified time frame. The report can be a summary format, with totals given for each payment type selected, or can include details on each payment included in the report.

Reports Student Fee Report The Student Fee report lists student fees assessed and paid. You can choose which fee items are included by balance amounts, selecting from two available formats:  Totals Only report. Includes only the total amount billed, paid, and balance due for each student.  Full Statement report. Includes the tracking number, billing date, fee item and description for each fee for a student, with the amount billed, paid, and balance due per fee, as well as total for the student.

Online Payment in HAC

Thank You! Ed Kobus