Fee Calculation Overview for SMS

1. Fee Calculation Overview for SMS

2. Fee Calculation Components • Fee Pay Status • Tuition Calculation Table • Fee Code Table

3. Fee Calculation Components • Fee Pay Status • Code to determine the tuition paying category of a student or a class • A student can have multiple fee pay statuses Biographic Quarterly Enrollment

4. Fee Calculation ComponentsBiographic Fee Pay Status

5. Fee Calculation ComponentsQuarterly and Enrollment Fee Pay Status

6. Fee Calculation Components • Student fee pay status can also be looked at in MIS reporting • Running Start • International contract • Or excluded from MIS reporting • Employee tuition waiver • Senior citizen audit

7. Fee Calculation Components • Classes can have a fee pay status or not • Class fee pay status is entered on Course Schedule screen, IS1001 • If no, tuition rate is determined from the student’s fee pay status • If yes, the class fee pay status determines the student’s tuition

8. Fee Calculation ComponentsClass Fee Pay Status

9. Fee Calculation Components • Tuition Calculation Table (BM1010) • Used to identify the fee codes related to a student fee pay status OR • Used to identify the fee codes related to a class fee pay status OR • Both

10. Fee Calculation Components • The Tuition Calculation Table (BM1010) is divided into four sections. • The second section and fourth section of the screen are controlled by the State Board. • The first section and third section of the screen are college controlled.

11. Fee Calculation ComponentsTuition Calculation Table (BM1010)

12. Fee Calculation ComponentsTuition Calculation Table (BM1010) • The second section contains a Standard section and a Waiver section • Standard section contains: • Fee Code assigned to the fee pay status • Fee Limit which identifies the maximum number of units (credits, courses, etc) that will be charged to the fee code • Limit Type is an informational field. It is not used by the fee calculation process

13. Fee Calculation ComponentsTuition Calculation Table (BM1010) • Over Limit Fee Code identifies the fee codes used when the units exceed those specified in the Fee Limit field. • For example, for FPS 01 the fee code TP is charged when a student’s units exceed 18 credits. • Waiver Section contains: • Standard Fee Code field identifies the fee code for which fees would have been charged if the fee pay status had not resulted in a tuition waiver.

14. Fee Calculation ComponentsTuition Calculation Table (BM1010) • Over Limit Fee Code field identifies the fee code used for a tuition waiver when the units exceed those specified in the Standard Fee Limit field. • FAPC Code field identifies the financial aid program code assigned to the tuition waiver.

15. Fee Calculation ComponentsTuition Calculation Table (BM1010) • Waiver Calculation Ind field has two values. • F indicates full waiver. The tuition waiver is to be calculated for the full amount of the tuition and no charges will display on the Cashiering screen, BM1600. • D indicates partial waiver. The difference between the full amount and the actual amount charged will be calculated and the amount the student has to pay will display on the Cashiering screen, BM1600.

16. Fee Calculation ComponentsTuition Calculation Table (BM1010) • The fourth section is Supplemental Tuition and was added to enable colleges to charge tuition for the 11-18 credits. • MIN and MAX columns are used to determine the range for the units. • Fee Cd column identifies the fee code that is used for the calculation.

17. Fee Calculation ComponentsTuition Calculation Table (BM1010) • The first section allows users to enter their college code, student fee pay status, class fee pay status, or a combination of student/class fee pay status. • The third section allows colleges to add, change or delete supplemental fee codes for any fee pay status.

18. Fee Calculation ComponentsTuition Calculation Table (BM1010) • The third section is Supplemental Fees and allows colleges to add additional fee codes to any fee pay status. • The Min column is used to identify the minimum number of units a student must be enrolled in before the student will be charged the supplemental fee code. • The supplemental fee code will be changed when the student’s enrolled units are equal to or greater than the Min value.

19. Fee Calculation ComponentsTuition Calculation Table (BM1010) • If there is a value in the Max column, the charges for that fee code will be calculated only for unit values exceeding that amount. • For example, if you want to begin charging a supplemental fee for the credits above 18 credits, you enter 19 in the Min field and 18 in the Max field. • The fee code will be charged beginning at 19 units and continue until the amount reaches the maximum value on the Fee Code Table, BM1001, for that fee code.

20. Fee Calculation ComponentsTuition Calculation Table (BM1010) • This screen has a list function (F6) which displays all entries on your table.

21. Fee Calculation ComponentsFee Code Table (BM1001) • The Fee Code Table is one of the required tables for fee calculation, cashiering and Customer Accounts. • The fee calculation process edits the Fee Code Table when generating charges for students.

22. Fee Calculation ComponentsFee Code Table (BM1001)

23. Fee Calculation ComponentsFee Code Table (BM1001) • A fee code is a two-digit alpha/numeric, alpha/alpha, or numeric/numeric code that identifies a type of charge. • The SBCTC-ITD reserves a group of specific fee codes for tuition. All others are college defined. • Colleges control all of the attributes associated with fee codes for both SBCTC-ITD and college defined fee codes.

24. Fee Calculation ComponentsFee Code Table (BM1001) • The Fee Code Table is used to: • Determine whether or not to update the Customer Accounts database. • Assign a fee class. • Establish the fee rates, minimum, and maximums for a specific fee code. • Determine the order in which fees are to be paid. • Attach a debt type (if it is to be different from the default value). • Generate a revenue or an expenditure account structure. • Define a refund schedule.

25. Fee Calculation ComponentsFee Code Table (BM1001) • These fields on the fee code table affect the fee calculation process: • FEE CD TITLE (Fee Code Title) • UPDATE CA (Update Customer Accounts) • FEE UNIT (Fee Unit) • FEE RATE (Fee Rate) • FEE MIN (Fee Minimum)

26. Fee Calculation ComponentsFee Code Table (BM1001)These Fee Code Table fields affect the fee calculation process: • FEE CD TITLE (Fee Code Title) • UPDATE CA (Update Customer Accounts) • FEE UNIT (Fee Unit) • FEE RATE (Fee Rate) • FEE MIN (Fee Minimum) • FEE MAX (Fee Maximum) • YRS EDIT (Years Edit) • REFUND IND (Refund Indicator) • DEBT TYPE (Debt Type) • The Account Code Structure • REFUND PHASE (Refund Phase)

27. Fee Calculation ComponentsFee Code Table (BM1001) Fee Code Table Overrides • The fee code table override screen is accessed from the main fee code screen by pressing F6 – Session Override. • This screen provides alternative fee rates, minimums, maximums and account structures if these values are different for one or more quarters.

28. Fee Calculation ComponentsFee Code Table (BM1001)

29. Fee Calculation • Fee Calculation uses fee pay status in this order: • Combo (class fee pay status and student fee pay status) • Class • Student

30. Fee Calculation Combo – fee codes are determined from the Tuition Calculation table, BM1010

31. Fee Calculation Combo example: • Student with a quarterly fee pay status of 23 (refugee-resident) enrolls in one class that has been overridden at registration with a fee pay status of 18 (over 18 credits exempt resident). • Student is charged the fee code of *X for that one enrollment. • *X is the fee code attached to the fee pay status of 18.

32. Fee Calculation

33. Fee Calculation Class fee pay status – entered on the Course Schedule screen (IS1001)

34. Fee Calculation Class example: • Student with a quarterly fee pay status of A1 (vocational supplemental) enrolls in a class with a fee pay status of 99 (non-tuition class). • Student is charged the fee code T0 • T0 is the fee code attached to the fee pay status of 99

35. Fee Calculation Student fee pay status – quarterly record on the Registration screen, SM700A.

36. Fee Calculation Student example: • Student with a quarterly fee pay status of 01 (resident tuition) enrolls in a class without a fee pay status. • Student is charged the fee code of TR. • TR is the fee code attached to the fee pay status of 01.

37. Fee Calculation Facts What registration transactions update Customer Accounts? • Adding or dropping classes that change the number of credits or clock hours • Changing the student’s fee pay status • Changing the enrollment fee pay status • Changing the number of credits a student has enrolled in on a variable credit class

38. Fee Calculation Facts What registration transactions update Customer Accounts? • Typing in a percentage in the % Refund field and Y in the UPD CA field for a student who has an unprocessed refund

39. Fee Calculation Facts What questions to ask when the charges are not correct: • What should the tuition and fee amounts be? • What is the quarterly fee pay status of the student? • Is there a fee pay status or class fees attached to any of the classes? • Have any of the class enrollments been overridden?

40. Fee Calculation Facts What questions to ask when the charges are not correct: • If there is a fee pay status attached to any of the class enrollments, is there a combination entry on the Tuition Calculation table, BM1010? • Do you need to assign a fee pay status to a specific class enrollment? • What is the amount for the fee code attached to the fee pay status?

41. Fee Calculation Facts What questions to ask when the charges are not correct: • What is the amount of the fee code attached to the combination? • Does the fee code charge by the class, credit, quarter, year? • Is there a fee code session override for the quarter on the Fee Code table (BM1001)?

42. Fee Calculation Facts How the tuition and fees can be updated after a student has registered: • For all students registered for a particular quarter • Schedule job SM4240J, Recalculate Fees for a Year/Qtr

43. Fee Calculation Facts How the tuition and fees can be updated after a student has registered: • To recalculate tuition and fees on an individual student basis: • Make the appropriate change on either the Fee Code Table (BM1001) or the Course Schedule screen (IS1001). • Enter the student’s SID and the YRQ on the Registration screen and press Enter. • Type Y in the UPD CA field and press Enter to update the student’s Customer Accounts record. The adjusted tuition and fee are displayed on SM700A.

44. Fee Calculation Facts Refund processing facts: • The default refund dates and percentiles are established on the Fee Code Table (BM1001). • To change the default percentile for an individual student, type Y in the UPD CA field and the appropriate percentage amount in the % Refund field on the Registration screen and press Enter. The new refund amount is calculated and passed to Customer Accounts.

45. Fee Calculation Facts • Fee calc errors appear first on the Registration screen and are stored on the Student Enrollment Transactions screen (SM4010). • Almost all fee calc errors post a designated fee code and dollar amount to the student’s record in Customer Accounts. • Errors 1 and 3 do not post a fee code. • Designate the fee calc error fee code on ZX0070, parameter CA1033.

46. Fee Calculation Facts A common error is BM18000009 – Missing Fee Code on Fee Code Table • Indicates that a fee code attached to either a class or to the fee pay status hasn’t been established on BM1001. • Establish the fee code on BM1001. • Recalculate the student’s tuition and fees by typing Y in the UPDATE CA field on the Registration screen and pressing Enter.

47. Fee Calculation Errorsas they appear on the Registration screen