Creating Student Charges

Using tuition charges (fee code = TU ), suppose your organization charges $200 per credit hour for part-time students and charges a flat rate of $2,450 for full-time students. A part-time student takes less than 12 credit hours, and a full-time student takes 12 - 15 credit hours. A student with more than 15 hours is charged $200 for every hour over 15 (sample tuition structure).

The information below shows four students and the number of credit hours each student has taken in the current term.

When the program generates charges for each student, it goes through a three-step process:

1.    It chooses the appropriate Charge Detail entry. Based on this example, it chooses the entry on the basis of their credit hours total (part-time, full-time, or overload).

2.    Once the program selects the proper table entry, it calculates the transaction amount using the formula in the Charge Details.

3.    The program creates the debit and credit transactions by using the student's ID Number, the subsidiary control account, the offsetting account, the transaction description, and the calculated amount. It gets the transaction date from the person who is generating the charges.

Using the meal plan (fee code = ML), suppose your organization has two meal plans:

·       Meal Plan A, which includes 12 meals per week

·       Meal Plan B, which includes 21 meals per week (sample meal plan).

All income for meal plans goes to the same G/L income account.

The illustration below shows how you might create the charge Detail entries for the meal plans.

The student list indicates which students purchased a meal plan, and the program must select the appropriate meal plan Charge Table entry for each student. In this case, a column that stores the meal plan code provides the criteria for this selection and the program chooses the Charge Table entry on the basis of the meal plan column.

Examples

Amy Jones is classified as full time therefore the program selects the full time TU entry on the charge table.

Using the flat fee, per hour, and hours excluded, the program calculates the transaction amount.

Amy's tuition amount is calculated using the columns from the charge table entry. Finally, the program creates the following tuition transactions for Amy.