Billing periods are used by the fee calculation process to generate charges, fees, refunds, and credit adjustments. Use the Billing Periods window to set up your organization's billing periods and do the following:
· Set up course and non-course billing periods to coincide with years, terms, and/or sub-terms as well as non-traditional continuing education periods or rolling enrollment periods
· Define when actual and/or preliminary billing will occur based on the billing period date types
If you want to generate preliminary charges 30 days before classes start and actual charges 30 days after classes start, enter 30 in the Actual Bill From/To Days and -30 in the Preliminary Bill From/To Days. |
· Assign a financial aid period code to a billing period
· Automatically assign a lifetime billing period to a student when they are added to Registration
· Determine if a select billing period is active and eligible for fee processing
· Associate academic days off with a billing period so those days are excluded when determining the percent of time/number of days in the class for refund calculations
· Define an open ended billing period such as a lifetime charge that has no specified billing period end date
· Determine if student billing charges can be generated using JICS CRM Student, the Registration module, and the Accounts Receivable module
· Determine if charges for a select billing period will be run only preliminarily in JICS
· Determine which billing periods will appear in the Student Account Statements Select Billing Period(s) window
· Map billing periods to existing academic records and financial transactions
· Set up a parent/child billing period relationship to enable billing for hours accumulation for the total hours for multiple billing periods.
· Name
Enter, update, or review the billing period name.
A unique name must be entered. |
Enter, update, or review a brief description of the billing period.
· Type
Select the billing period category:
Standard billing periods are defined for fees that are not charged annually or one a one time basis. These can include course and non-course charges, activity fees, room and board, etc.
Annual billing periods are defined for fees that are typically charged to the student once a year. These can include insurance costs, parking passes, library, laboratory, and recreation center resource fees, instrument usage charges, etc.
Lifetime billing periods are defined for fees that are typically charged to the student once. These can include application, transcript, graduation fees, etc.
Enter, select, or review the date a billing period begins. This date determines if a billing period will be processed for a given fee calculation run.
· End Date
Enter, select, or review the date a billing period ends. This date determines if a billing period will be processed for a given fee calculation run.
· Actual Start/Preliminary End Date
Enter, select, or review the date a billing period actually starts/the end of preliminary billing. This date determines if a billing period will be processed for a given fee calculation run.
Select the applicable 1098-T academic year to which the billing period applies.
Select the applicable 1098-T academic term to which the billing period applies.
Select how financial aid is to be distributed in the Business Office. This determines which student fees are eligible for financial aid and in what order the aid is to be distributed and/or adjusted for the period.
This only applies if you are using the Financial Aid module. |
· Active?
If this billing period is active and eligible for fee processing, select the Active? checkbox.
If this billing period is inactive and unavailable for use, deselect the Active? checkbox.
This link appears after a new billing period is saved. When activating a billing period, you will be prompted to map it to existing academic records. Alternatively, click this link to do so.
· No Children Assigned/Children Assigned
To use this billing period as a "parent" billing period, under which you assign "child" billing periods in order to accumulate hours for the parent and all children and bill for the full semester, click this link. The Select Billing Period(s) window opens where you can select the "child" billing periods that should be associated with this "parent" billing period.
This icon is only available when the "Subtract Academic Days-Off when calculating %DAYS/*DAYS refund?" checkbox is selected on the A/R Configuration window. When clicked, it opens the Assign Days-Off Items to Billing Period window and lets you select days off items for the billing period. The days off assigned to the billing period are subtracted from the %DAYS/*DAYS when calculating refunds.
· Base Billing Dates
o What date is the basis for Course Billing?
Select from the following to determine when course based fees will be billed:
Class Start Date: Course based fees to be billed based on the date the student's class starts.
Section Start Date: Course based fees to be billed based on the date the course section related to the student's class starts.
Term Start Date: Course based fees to be billed based on the date the academic term starts.
Billing Period Start Date: Course based fees to be billed based on the date the billing period starts.
Examples of a course based fees include lab fees or charges specific to data elements on a course. Some schools may charge tuition by courses rather than flat rate tuition for a combination of all course hours. |
o What date is the basis for Non-Course Billing?
Select from the following to determine when non-course based fees will be billed:
Earliest Class Start Date: Non-course based fees to be billed based on the earliest date any of the student's classes start.
Earliest Section Start Date: Non-course based fees to be billed based on the earliest date any of the course sections related to the student's classes start.
Term Start Date: Non-course based fees to be billed based on the date the academic term starts.
Billing Period Start Date: Non-course based fees to be billed based on the date the billing period starts.
Examples of non-course based fees include a Registration fee or per hour and flat rate tuition. Some schools charge tuition by summing up their total course hours and charging a per hour rate for part-time and a flat rate for full-time. |
· Number of days before or after the Billing Base Date that Actual/Preliminary billing will occur
Enter the number of days before or after the specified course base billing date type or non-course base billing date type to determine the actual billing date for a fee. When actual charges are run, charges are calculated and billed.
To generate actual billing before the respective date, enter a negative number. To generate actual billing after the respective date, enter a positive number. |
Enter the number of days before or after the specified course base billing date type or non-course base billing date type to determine the preliminary billing date for a fee. When preliminary charges are run, charges are calculated and used before generating the actual billing period.
To generate preliminary billing before the respective date, enter a negative number. To generate preliminary billing after the respective date, enter a positive number. |
· Allow Billing in Campus Portal?
Select this check box to allow student charges to be created from CRM Student.
Select this checkbox to allow student charges to be generated from Registration.
Select this checkbox to allow student charges to be generated from Accounts Receivable.
· Run Prelim in Campus Portal Only?
Select this checkbox to run only preliminary charges in CRM Student.
Select this checkbox to include this billing period in the Student Account Statements Select Billing Period(s) window.
To automatically assign this billing period to a student when they are added to Registration, select the Lifetime Default? checkbox.
To not automatically assign this billing period to a student when they are added to Registration, deselect the Lifetime Default? checkbox.
*Only available if you are licensed to use the Financial Aid module.
**Only available if you select Lifetime from the Type drop-down list.
1. Access the Billing Periods window.
2. If
necessary, click the Expand Panel icon.
The Active
Billing Periods options become available.
3. Right-click and select Add Row or select Add Row from the Options menu. A new row appears.
4. In the Name column, enter a name for the billing period.
If you are setting your billing periods up by year/term, you may want to name according to year and/or term. |
A unique name must be entered. |
5. In the Description column, enter a brief description of the billing period.
6. From the Type drop-down list, select the billing period category.
o Standard billing periods are defined for fees that are not charged annually or on a one time basis. These can include course and non-course charges, activity fees, room and board, etc.
o Annual billing periods are defined for fees that are typically charged to the student once a year. These can include insurance costs, parking passes, library, laboratory, and recreation center resource fees, instrument usage charges, etc.
o Lifetime billing periods are defined for fees that are typically charged to the student once. These can include application, transcript, graduation fees, etc.
7. In the Start Date column, enter or select when the Student Billing process begins to process the billing period's charges.
To
select a date, click the Calendar
|
8. In the End Date column, enter or select when the billing period ends. Once the end date is reached, the billing period will no longer be picked up by the Student Billing process.
If the billing period is open ended, do not enter an end date. |
To
select a date, click the Calendar
|
9. In the Actual Start/Preliminary End Date column, select when actual charges should be processed/preliminary charges should no longer be processed.
You should enter a date here if you wish to automatically start generating actual charges (CG transactions) and stop preliminary charges (@C transactions). When you enter a date here, only actual charges for the billing period are processed from that date forward. |
To
select a date, click the Calendar
|
10. From the 1098-T Academic Year drop-down list, select the applicable 1098-T academic year to which the billing period applies. This year will be stamped on any billing transactions created for the billing period.
11. From the 1098-T Academic Term drop-down list, select the applicable 1098-T academic term to which the billing period applies. This term will be stamped on any billing transactions created for the billing period.
12. From the Financial Aid Period Code drop-down list, select how financial aid is to be distributed in the Business Office. This code is linked to Financial Aid periods of enrollment (POEs), and there is a priority order in which the aid is to be distributed and/or adjusted for the period.
This only applies if you are using the Financial Aid module. |
13. Select one of the following types from the What date is the basis for Course Billing? drop-down list. This selection determines when course based fees will be billed.
o Class Start Date: Course based fees to be billed based on the date the student's class starts.
o Section Start Date: Course based fees to be billed based on the date the course section related to the student's class start.
o Term Start Date: Course based fees to be billed based on the date the academic term starts.
o Billing Period Start Date: Course based fees to be billed based on the date the billing period starts.
14. Select one of the following types from the What date is the basis for Non-Course Billing? drop-down list. This selection determines when non-course based fees will be billed.
o Earliest Class Start Date: Non-course based fees to be billed based on the earliest date any of the student's classes start.
o Earliest Section Start Date: Non-course based fees to be billed based on the earliest date any of the course sections related to the student's classes start.
o Term Start Date: Non-course based fees to be billed based on the date the academic term starts.
o Billing Period Start Date: Non-course based fees to be billed based on the date the billing period starts.
15. In the Actual From/To Days column, enter the number of days before or after the specified course base billing date type or non-course base billing date type to determine the actual billing date for a fee.
To generate actual billing before the respective date, enter a negative number. To generate actual billing after the respective date, enter a positive number. |
16. In the Preliminary From/To Days column, enter the number of days before or after the specified course base billing date type or non-course base billing date type to determine the preliminary billing date for a fee.
To generate preliminary billing before the respective date, enter a negative number. To generate preliminary billing after the respective date, enter a positive number. |
17. To allow student charges to be generated from CRM Student, select the Allow Billing in Campus Portal? checkbox. To only generate student charges from J1 Desktop, do not select this checkbox.
18. To allow student charges to be generated from the Registration module, select the Allow RE Billing? checkbox.
19. To allow student charges to be generated from the Accounts Receivable module, select the Allow AR Billing? checkbox.
20. To run only preliminary charges in CRM Student, select the Run Prelim in Campus Portal Only? checkbox. To run both preliminary and actual student charges in CRM Student, deselect this checkbox.
21. To include this billing period in Accounts Receivable statements, select the Include in AR Statements? checkbox.
22. To automatically assign this billing period to students when they are added to Registration, select the Lifetime Default? checkbox.
This only applies if you selected Lifetime from the Type drop-down list. |
23. Click the Save button. The billing period is saved, but not activated.
To activate the billing period, follow steps under How ToActivate a Billing Period in this help topic. |
|
To set up a parent/child billing period relationship, follow steps under How ToLink Billing Periods to Accumulate Full-Semester Hours in this help topic. |
Update an Existing Billing Period
1. Access the Billing Periods window.
2. If
necessary, click the Expand Panel icon
for the Active Billing Periods or Inactive
Billing Periods. The billing
period options become available.
3. From the billing periods listed, click on the link of the billing period to be updated.
4. In the Name column, update the billing period name, if necessary.
If you are setting your billing periods up by year/term, you may want to name according to year and/or term. |
A unique name must be entered. |
5. In the Description column, update the brief billing period description, if necessary.
6. From the Type drop-down list, select or update the billing period category, if necessary.
o Standard billing periods are defined for fees that are not charged annually or on a one time basis. These can include course and non-course charges, activity fees, room and board, etc.
o Annual billing periods are defined for fees that are typically charged to the student once a year. These can include insurance costs, parking passes, library, laboratory, and recreation center resource fees, instrument usage charges, etc.
o Lifetime billing periods are defined for fees that are typically charged to the student once. These can include application, transcript, graduation fees, etc.
7. In the Start Date column, update when the Student Billing process begins to process the billing period's charges, if necessary.
To
select a date, click the Calendar
|
8. In the End Date column, update when the billing period ends, if necessary. Once the end date is reached, the billing period will no longer be picked up by the Student Billing process.
If the billing period is open ended, do not enter an end date. |
To
select a date, click the Calendar
|
9. In the Actual Start/Preliminary End Date column, select when actual charges should be processed/preliminary charges should no longer be processed, if necessary.
You should enter a date here if you wish to automatically start generating actual charges (CG transactions) and stop preliminary charges (@C transactions). When you enter a date here, only actual charges for the billing period are processed from that date forward. |
To
select a date, click the Calendar
|
10. From the 1098-T Academic Year drop-down list, select the applicable 1098-T academic year to which the billing period applies, if necessary. This year will be stamped on any billing transactions created for the billing period.
11. From the 1098-T Academic Term drop-down list, select the applicable 1098-T academic term to which the billing period applies, if necessary. This term will be stamped on any billing transactions created for the billing period.
12. From the Financial Aid Period Code drop-down list, select how financial aid is to be distributed in the Business Office, if necessary. This code is linked to Financial Aid periods of enrollment (POEs), and there is a priority order in which the aid is to be distributed and/or adjusted for the period.
This only applies if you are using the Financial Aid module. |
13. If this billing period is active and eligible for fee processing, select the Active? checkbox. If this billing period is not eligible for fee processing, do not select the Active? checkbox.
When activating a billing period, if it is ready to be mapped to academic and financial records, follow the prompt to map the billing period to existing academic and financial records. Then return to the Billing Periods window to continue the update. |
14. To use this billing period as a "parent" billing period, under which you assign "child" billing periods in order to accumulate hours for the parent and all children and bill for the full semester, click the No Children Assigned or Children Assigned link. The Select Billing Period(s) window opens where you can select the "child" billing periods that should be associated with this "parent" billing period.
If at least one child billing period is already assigned to this billing period, the link will read "Children Assigned." You can assign multiple "child" billing periods to a "parent" billing period. |
15. Select or update the What date is the basis for Course Billing? drop-down list with one of the following types. This selection determines when course based fees will be billed.
o Class Start Date: Course based fees to be billed based on the date the student's class starts.
o Section Start Date: Course based fees to be billed based on the date the course section related to the student's class start.
o Term Start Date: Course based fees to be billed based on the date the academic term starts.
o Billing Period Start Date: Course based fees to be billed based on the date the billing period starts.
16. Select or update the What date is the basis for Non-Course Billing? drop-down list with one of the following types. This selection determines when non-course based fees will be billed.
o Earliest Class Start Date: Non-course based fees to be billed based on the earliest date any of the student's classes start.
o Earliest Section Start Date: Non-course based fees to be billed based on the earliest date any of the course sections related to the student's classes start.
o Term Start Date: Non-course based fees to be billed based on the date the academic term starts.
o Billing Period Start Date: Non-course based fees to be billed based on the date the billing period starts.
17. In the Actual From/To Days column, update or enter the number of days before or after the specified course base billing date type or non-course base billing date type to determine the actual billing date for a fee, if necessary.
To generate actual billing before the respective date, enter a negative number. To generate actual billing after the respective date, enter a positive number. |
18. In the Preliminary From/To Days column, update or enter the number of days before or after the specified course base billing date type or non-course base billing date type to determine the preliminary billing date for a fee, if necessary.
To generate preliminary billing before the respective date, enter a negative number. To generate preliminary billing after the respective date, enter a positive number. |
19. To allow student charges to be generated from CRM Student, select the Allow Billing in Campus Portal? checkbox. To only generate student charges from J1 Desktop, deselect this checkbox.
20. To allow student charges to be generated from the Registration module, select the Allow RE Billing? checkbox.
21. To allow student charges to be generated from the Accounts Receivable module, select the Allow AR Billing? checkbox.
22. To run only preliminary charges in CRM Student, select the Run Prelim in Campus Portal Only? checkbox. To run both preliminary and actual student charges in CRM Student, deselect this checkbox.
23. To include this billing period in Accounts Receivable statements, select the Include in AR Statements? checkbox.
24. To automatically assign this billing period to students when they are added to Registration, select the Lifetime Default? checkbox.
This only applies if you selected Lifetime from the Type drop-down list. |
25. Click the Save button.
Link Billing Periods to Accumulate Full-Semester Hours
1. Access the Billing Periods window.
2. If
necessary, click the Expand Panel icon
to view the available billing periods.
3. From the billing periods listed, click on the link of the billing period to which other billing periods will be assigned.
4. Click the No Children Assigned or Children Assigned link. The Select Billing Period(s) window appears.
If at least one child billing period is already assigned to this billing period, the link will read "Children Assigned." You can assign multiple "child" billing periods to a "parent" billing period.l |
5. Select one or more "child" billing periods you wish to assign to this billing period in order for their accumulated hours to be counted under this parent billing period.
6. Click OK. The Select Billing Period(s) window closes.
7. Click the Save icon on the Billing Periods window.
1. Access the Billing Periods window.
2. If
necessary, click the Expand Panel icon
for the Inactive
Billing Periods. The available
billing periods appear.
3. From the billing periods listed, click on the link of the billing period to be activated.
4. Select the Active? checkbox.
5. If this billing period is ready to be mapped to academic and financial records, follow the prompt to map the billing period to existing academic and financial records. If this billing period has already been mapped to academic and financial records, click the Save button.
6. Return to the Billing Periods window and click the Save button.
1. Access the Billing Periods window.
2. If
necessary, click the Expand Panel icon
for the Active Billing Periods. The available billing periods
appear.
3. From the billing periods listed, click on the link of the billing period to be deactivated.
4. Deselect the Active? checkbox.
5. Click the Save button.
Delete an Existing Billing Period
Billing periods that have already been processed cannot be deleted. |
1. Access the Billing Periods window.
2. If
necessary, click the Expand Panel icon
for the Active Billing Periods or Inactive
Billing Periods. The available
billing periods appear.
3. From the billing periods listed, click on the link of the billing period to be deleted.
4. Select Delete Row from the right-click options or the Options menu.
5. Click the Save button.
Assign Academic Days-Off to a Billing Period
![]() |
Academic days-off items can only be assigned to billing periods when the "Subtract Academic Days-Off when calculating %DAYS/*DAYS refund?" checkbox is selected on the A/R Configuration window. |
On the Billing Periods
window, click the group icon for the desired
billing period. The Assign Days-Off Items to Billing Period window
opens.
Select one or more Academic Day Off items.
Click OK. When refunds are processed, the selected days will be subtracted from the calculated *DAYS/*DAYS value.
![]() |
When one or more academic days off are assigned to a billing
period, the group icon updates to ![]() |
Mapping Billing Periods to Existing Records
Assign Days-Off Items to Billing Period