Fees (Person)

PATH: Census > People > Fees

The Fees tab lists all fees that have been assigned to a person, including all payments and adjustments and a total of how much is still owed or if a surplus exists. If the person has reached the maximum fee amount established by the school and/or district, that will be noted in the Fees Editor.

 
Person Fees Tab

Calendar rights are enforced when assigning fees to individuals. Users will only be able to select fees that are created for a school to which they have rights. Fees created for use by all schools in the district will also display.


Assign and Edit Fees

PATH: Census > People > Fees

For a fee to appear in the Fees Editor, it must first be assigned to the person, either individually or en masse using the Fee Wizard in the Fees section. Fees available to be assigned depend on the options set by the school or district and are created in the Fees tool. Only fees that are marked as active can be assigned to students.

Once a fee has been assigned to a person, it cannot be deleted, only voided.


New Fee Assignment

Assigning a Fee

  1. Click the New Fee Assignment button. A Fee Assignment Detail window appears.
  2. Select a Fee from the dropdown list. This list is populated with values set in the Fees section.

    If the fee amount is predetermined, this value will appear after the fee description. Otherwise the value will show as 0.00. If the fee amount is variable, an asterisk (*) will appear after the amount.

  3. If applicable, enter the Amount of the fee. If the description of the fee chosen ends in an asterisk (*), the fee amount can be edited.
  4. Enter a Due Date for the fee in mmddyyyy format. Clicking the date field will open a calendar of the current month which defaults to the current date.
  5. If the person is exempt from paying this fee, mark the Exempt checkbox.
  6. Select the Calendar to which the fee should be assigned. The enrollment record from the school/calendar selected in the toolbar is selected by default.
  7. Enter any comments related to the fee assignment in the Comments field.
  8. When finished, select the Save button. The new fee will appear in the Fee Editor with the total due adjusted appropriately.

Editing a Fee

Once a fee has been assigned, clicking on the fee will generate a Detail window which includes the Fee, the Amount and the Due Date, the Exempt checkbox, as well as any Comments attached to the fee, the calendar in which the fee was created and the name of the user(s) who created and modified the fee. Only Due Date, Exempt, and Comments can be modified in this window.

Click Save when finished. To change the amount of a fee, make an adjustment.

Editing a Fee Assignment


Adjust Fees

PATH: Census > People > Fees

Fee adjustments are used to modify the amount due for a fee. Adjustments can only be made  for the remaining balance of a fee. Marking the checkbox next to a fee enables the Make Adjustment button.

Adjusting a fee

Make an Adjustment

  1. Mark the checkbox next to the Fee Assignment(s) for which the adjustment is being made.
  2. Click Make Adjustment button.
    Result
    The Make Adjustment window displays.
  3. Enter an Adjustment Date in mmddyyyy format.

    Click the date field to open a calendar of the current month which defaults to the current date.

  4. If applicable, select the Type of adjustment, such as Activity Cancelled, Cost Adjustment or Uncollectible.
  5. Enter any Comments associated with the adjustment.
  6. Enter the amount to be removed from the fee(s) in the Adjustment Amount or % field.

    The subtracted amount cannot exceed the remaining amount of the fee. Enter a dollar amount in the Adjustment Amount field OR a Percentage amount (do not enter the '%' sign, just numeric up to three decimal points, like 10 or 10.567).

    Click the Fill Down Amount button or Fill Down % button to quickly update each Fee with the same number entered in the first Fee.

  7. Click Save when finished.

Upon saving, the entered adjustment will appear below the fee to which it was applied with the date of the adjustment, the amount deducted in the Credit column and Balances and Totals updated accordingly.

Edit an Adjustment

Once an adjustment has been made, clicking on the adjustment will display an Adjustment Detail window which includes the adjusted Fee, the Adjustment Date, the Subtracted Amount and the Type of adjustment, as well as any Comments attached to the adjustment, the calendar in which the adjustment was made and the name of the user(s) who created and modified the adjustment.

 Only the adjustment Type and Comments can be added or modified in this window. Click Save when finished.

Editing an Adjustment



Pay Fees

PATH: Census > People > Fees

To pay a fee, mark the checkbox next to the fee then click the Make Payment button.  When you mark the checkbox next to a fee, Campus enables the Make a Payment button at the top of the editor.

You can pay multiple fees at once, by marking the checkboxes next to all of the fees you want to pay then clicking the Make Payment button. You can also mark the checkbox next to the Description column to select all unpaid fees for a person.

  1. Mark the checkbox(es) for the Fee(s) you want to pay.
  2. Click the Make Payment button.
    Result
    The Make Payment window displays.

    The fee(s) you selected to pay display at the bottom of the window. This list shows the Fee, the Due Date, the original Amount and the Balance remaining.

  3. Enter a Payment Date in mmddyyyy format.

  4. Enter the Amount of the payment.

    Click Pay All to populate this field with the total amount remaining to be paid.

    The Payment Amount field at the bottom of the window allows you to enter the amount to be paid for each fee. The total amount cannot exceed the Fee Assignment amount.

    When you enter a values in the Payment Amount field, Campus updates the main Amount field with a sum from the Payment Amount. Entering a value in the Amount or Payment Amount fields locks the other field so it cannot be edited.

    Click Clear All to remove all amounts.

  5. Enter any Comments associated with the payment.

  6. Complete the payment using one of the following Payment Methods.

    Payment MethodDescription
    CashClick the Save button.
    Result
    The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly.
    If more than the amount of the fee selected is paid, the extra amount becomes a Surplus . Campus saves the surplus amount and it can be applied to other fees.
    Check/eCheck

    The Check # field displays when you select this option. Enter the Check # then click the Save button.

    Result
    The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly.
    If more than the amount of the fee selected is paid, the extra amount becomes a Surplus . Campus saves the surplus amount and it can be applied to other fees.

    Surplus (Balance: $XX.XX)

    This option only displays if a surplus is available on the account. If the Amount you previously entered is higher than the available Surplus, Campus clears the Amount field and you must enter the Amount again.

    Click the Save button.

    Result
    The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly. The Surplus Balance is reduced by the amount used to pay the fee.

    Credit/Debit Card

    If your district does NOT use Online Payments or a Desktop Card Reader, enter the Reference # then click the Save button.

    Result

    The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly.
    If more than the amount of the fee selected is paid, the extra amount becomes a Surplus . Campus saves the surplus amount and it can be applied to other fees.

    Credit/Debit Card (Card Swipe)

     Complete these steps if you are using a Desktop Card Reader.
    1. Click the Process button.

      Result
      The Card Present Processing window displays. The Card Swipe Processing Mode is automatically selected.
    2. Swipe the card through the card reader.
      Result
      A progress bar appears in the Card Swipe field. When the process completes, the message changes to Success.

      If you already entered the Name on Card, click Enable Card Swipe in the Card Swipe field then swipe the card through the card reader.

    3. Enter the Name on the Card.
    4. Click the Submit Payment button.
      Result

      If the transaction is successful, the receipt displays and you can print the receipt from your browser.
    5. Click the Close button.
      Result

      The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly.
    Credit/Debit Card (Manual Entry)

     Complete these steps if you do not have a Desktop Card Reader from Vanco.
    1. Click the Process button.

      Result
      The Card Present Processing window displays.
    2. Select Manual Entry in the Processing Mode dropdown list.
    3. Fill out the following fields.
      • Card Number
      • Card Expiration
      • Name on Card
      • Address
      • Zip Code
    4. Click the Submit Payment button.
      Result

      If the transaction is successful, the receipt displays and you can print the receipt from your browser.
    5. Click the Close button.
      Result
      The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly.


Managing Documents

To view documents, click the Documents button on the action bar. Users with the appropriate tool rights may also complete the following tasks.

 



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