Billing Charges Interface

Billing Charges Interface

The billing charges interface allows you to specify billing charges (rules) by setting criteria such as students to be charged and the amounts.

Default Rules

For students with a Resident Code of R on their session data, group billing will not run unless a default meal plan (board) and housing plan are established. Even if these monetary charges are zero, these default charges must be created for each semester.

For the default meal plan rule create a billing charge in the Charge Group enter DFM. For the rule to have no monetary charge, do not associate it with a Billing Code. Leave the amount at 0. Set the Res Flag to R.

For the default housing rule create a billing charge and in the Charge Group enter HO0. For the rule to have no monetary charge, do not associate it with a Billing Code. Leave the amount at 0. Set the Res Flag to R. Default rules for 1, 2, 3, 4, etc. bedroom dorm rooms should also be established. For example, create a billing rule and in the Charge Group enter HO1 and the associated amount for a default room charge for a single-occupancy dorm room. For a double-occupancy room enter HO2 and the associated amount. Repeat for as many occupancy levels as your institution offers.

Create/Edit Billing Charge

1. Navigate to Student Financials > Billing Rules
2. Click New Billing Charge
   Charge Group: A set of billing rules applied to a major, billing site or housing.
   For a major, enter the major concentration. For example, if Accounting was ACC, the Charge Group would be ACC
   For a site, enter M followed by the site number. For example, site 1 would be M01. (The site number must always be two digits. For example enter site 1 as 01.)
   For a housing charge, enter the billing rule code defined in the dorm listing.
   For a meal plan, enter the meal plan code. For example, if the meal plan Resident 21 Meals has a code of RML21 enter RML21.
   Charge Group Type: Informational field to assist in organizing billing rules. Options set using STPARM BIGRTP
   Charge Semester: Semester for which the charge applies. The semester must have a registration control setup and the semester must be set as active to appear as an option.
   Billing Code: The transaction code to which the charge will be applied. The transaction code connects to the general ledger account.
   Amount: The dollar amount to assess
   Min Credit For Fee: The minimum number of total credits that the student must be enrolled in during the charge semester to receive this charge. If the student’s total credits are equal to or greater than this value, the student will be charged this amount. If this field is left at 0 there is no minimum number of credits associated with the charge, therefore overall minimum credits will not be a factor in determining if the student is billed. No charge will be applied if the student is not enrolled and the charge is not non-reversible. Not enrolled is defined as zero total credits and zero enrollments.
   Max Credit for Fee: The maximum number of total credits that the student can be enrolled in during the charge semester and still receive this charge. If the student’s total credits are less than or equal to this value, this threshold test resolves to true and the student will be charged this amount if all other tests are true. If this field is left at 0 there is no maximum number of credits associated with the charge, therefore maximum credits will not be a factor in determining if the student is billed.
   Full Time / Part Time: Not in use
   Res Flag: Determines which categories of residents are charged; leave blank for the charge to apply to all students. Resident students are defined as those with a Session Data of ‘R’ or ‘M’ for the semester. Commuters are defined as students with a ‘C’ on the Session Data screen.
   Rule Code: If the billing rule code is blank, the charge will apply to all students without that billing rule code on their session data provided they meet the other criteria of the billing rule itself (e.g. major, site, etc.). If a billing rule code is specified, the overall billing rule will apply only to students with that specific billing rule code set on their session data. This logic applies to charges for tuition, housing (dorm and room) and meal plans. Options set using STParm BIRULE.
   Course Count Min: A student enrolled a total number of courses equal to or less than the number in this field will not receive the charge. Blank or 0 means the rule does not apply.
   Course Count Max: A student enrolled a total number of courses equal to or greater than the number in this field will not receive the charge. Blank or 0 means the rule does not apply.
   Type: Type of billing procedure. See section on billing procedure types.
   Frequency: How often the charge occurs.
   Blank (semester): the charge is assessed every semester
   Annual: the charge is assessed once per year; a year is established by looking at the first four digits of the semester code, all semesters with the same four digits are treated as one year. For example, if an orientation fee existed with an annual frequency and the student was billed in 201201, and the charge existed in the student's 201202 billing rules, the student would not be charged again.
   Once Per Lifetime: the charge is assessed once during the student's career; once a student has been billed an amount using the associated transaction code, the student would not be charged in any subsequent semesters.
   Sub Semester: 
   Per Credit or Course: Determines whether the charge is assessed per credit or per course
   Per Credit Over:
   Continuing Ed Flag: Set to Y for the charge to apply only to students whose continuing ed code is set to Y on their Applicant Detail screen.
   Min Cred Per Enr: 
   Max Cred Per Enr:
   By Enrollment: Checking this box is used to identify charges that are billed based upon each individual enrollment. The per-enrollment flag can only be selected for charges that are processed per credit or per course (PROC = 1 or 2) or for the Lab Fee or Course Fee Handlers. For example, if a student was enrolled in AC101 for 3 credits but had a total of 12 credits, a tuition charge existed that was by enrollment, the corresponding per credit charge was a 2, the charge would be calculated based upon 3 credits (per individual enrollment) as opposed to 12 credits (overall credits per semester). There would be a separate per credit charge for each individual enrollment.
   Not Reversible: This setting is used to specify a charge as not refundable, or to specify where refund rates are to be obtained.
   Blank is refundable
   Y indicates a non-refundable charge, if a student drops all the courses and withdraws before stabilization, a charge with this flag set to Y, would not be automatically reversed. An example would be a registration fee that will not be reversed for a student who drops all courses.
   C indicates refund percentages come from the course setup screen
   S indicates refund percentages come from the semester maintenance screen
   B indicates refund percentages are checked first in the course, then in the semester
   For Freshmen: Checking this box specifies the charge should only be applied to students are freshmen. Freshmen are defined as students whose entering semester matches the semester billing rules semester and whose admission progress code equals P (deposited).
   Exclude Artificial Cred: Checking this box specifies the charge should not be applied to students who are billed based upon artificial credits. Artificial Credits are used when running the billing rules and billing unenrolled freshmen.
   Use Scheduled Hours: Check to indicate the Min Clock Hours applies to scheduled class hours instead of attended class hours.
   Min Clock Hours: If a number is entered, the rule will apply only to students who have attended at least this number of hours as indicated by clock hours recorded on course rosters or by hours entered on attendance history. Alternatively, if Use Scheduled Hours is checked and a number is entered, the rule will apply only to students who are scheduled to attend the entered number of hours as of when group billing is run. In both cases, attendance hours are calculated nightly or the hours may be recalculated on demand by navigating to Admin > Job Management and clicking Clock Hour Summary Processor. Important: To use this feature, you must contact Campus Cafe support.
   Billing Site: Students tied to this bill site will be assessed this charge. The site is set on the student's session data screen.
3. Click Create

Copy Charges

All or some charges may be copied from one semester to another. This is helpful if the institution maintains the same rules from one semester to another. Once copied, selected rules could be modified (e.g. if a fee amount increased), deleted or otherwise edited.

1. Navigate to Students Financials > Billing Rules
2. Optionally click Submit to show all rules (or complete the Search By Semester and or Group Starts With boxes to narrow results)
3. Click Copy Billing Charges
4. Set the semester to copy billing charges from and the semester to copy billing charges to
5. To copy all rules, leave both Group boxes blank; to copy a single rule enter the billing charge group name in the Copy From Group box. Enter the name the rule should have in the new semester in the Copy To Group box
6. Click Submit