User-Defined Worksheets

The Prep Charge table should be completed with your organization's charge structure, and a worksheet should be completed for each fee code used by your organization. Identify the columns that will be used to select Charge Table entries for tuition. These columns will serve as variable columns. The Current Division and the Credit Hours columns will identify each group of students:

In this case, the system will look up the students current division (undergraduate, graduate, or continuing education) and tally the students total credit hours for the term.

Having defined the list of variable columns, you are ready to construct your Charge Table entries. First, create a list of the valid values for each variable column that does not use a range. In the example, you need a list of the valid codes (from the Registrar) for the Current Division column.

If there is something unexpected, you may need to incorporate the new codes.  For example, you might get to this point and then discover that the Registrar uses a Current Division of S for seminary students. You need to ensure seminary students are included on your worksheet. Their Charge Table values may be identical to another code (i.e., they may get charged the same amount as graduate students), but they must be included nonetheless.

You can now use these codes to create Charge Table entries. Take the first value for the first variable, and combine it with all of the values or ranges for the second variable. In this example, the code for undergraduate students U was combined with the different credit hour ranges. By using this method, each undergraduate student who should receive a tuition charge will match one of the Charge Table entries.

With the undergraduate rows identified, move to C (continuing education students), which is the next code on the list. After creating three entries for the continuing education students, create an entry for the graduate students (G). Only one entry is needed for graduate students, and the worksheet indicates that graduates are charged $300 per hour, regardless of the number of credit hours.

You can now identify the Charge Table information that will be associated with each entry. Start with the first entry, and read the worksheet to determine each Charge Table value. The illustration below shows the charge information identified for part-time undergraduate tuition.

The worksheet is used as a guide as you fill in the Charge Table columns.

·       The Amount section of the worksheet indicates that this entry should have a flat fee of $0.00, a per hour charge of $200.00, and zero hours excluded.

·       The Income Account section of the worksheet indicates that part-time undergraduate charges should be credited to account number 01-01-4010-4020.

·       The Subsidiary Account section of the worksheet indicates that all charge transactions should be made to subsidiary account number 01-01-1020-1200.

You should work your way through each Charge Table entry using the worksheet to determine the proper amounts, income account, and subsidiary account for each entry. The illustration below shows the completed Charge Table entries for tuition.

To double-check your charge table entries, you may want to go through your worksheet and make sure all of the rules you listed are being followed. For example, you could go through each Continuing Education entry (C) and make sure the income account is 01-01-4010-4060.