1.         Open the Charges/Refunds Definition window.

2.         Enter a unique code in the Fee Code column.

To view existing fee codes, click the Select Charge/Refund Fee Code icon to open the Select Charge/Refund Fee Code window.

3.         Enter a brief description of the fee code in the Description column.

Charges Tab

4.         From the Charge Type drop-down list, select how the charge is assessed for the student.

·       S – Student Charge	indicates a charge made according to billing period. Tuition, room, meals, and registration fees are examples of student charges.
·       C – Course Charge	indicates a charge based on specific courses. Lab fees and material fees are the most common course charges. Some organizations charge tuition on a course-by-course basis.
·       A – Annual Charge	indicates a charge made on a yearly basis. The student is charged only once during the year, regardless of the number of terms they are enrolled in. Parking fees, activities fees, and insurance are examples of annual charges.
·       L – Lifetime Charge	indicates a charge made only once during the student's tenure at the organization. A graduation fee is an example of a lifetime charge.
·       D – Discount	indicates a credit amount, which reflects a discount for other fee codes. Sibling tuition discounts and faculty tuition reimbursements are examples of discounts. Exemptions and waivers are also discounts.
·       E – Everytime Student Charge	indicates a charge created every time the charge process is run. You might use a fee code with this charge type to create drop-add charges. Every time charges are typically activated only during selected times in the year.

5.         Enter the fee code's priority when applying payments to charges in the Receipting Priority column. Fee codes with the lowest numbered priority codes are processed first.

	You may want to increment these numbers by ten in case you later add a fee code whose receipting priority should be inserted between two existing priorities.
	This column is only available and required if the subsidiary account code or subsidiary is designated as an open items subsidiary.

6.    To make the course number appear in the transaction description for the course charges generated with this fee code, select the Include Course Number in Description? checkbox.

This checkbox does not appear for exemption/waiver discounts.

7.    To make the billing period appear at the beginning of the transaction description for the course charges generated with this fee code, select the Include Billing Period in Description? checkbox.

This checkbox does not appear for exemption/waiver discounts.

8.    To make a third party responsible for paying this charge, select the Apply to Third Party? checkbox. Ensure the Auto Generate Third Party Charges option on the A/R Configuration window is selected.

This option is used for the Enhanced Method of Third Party Billing only.

9.    To activate the charge fee code, select the Active? checkbox. To set up the charge fee code without activating it, deselect the Active? checkbox.

Only active charges/refunds are processed during the Student Billing process.

10.      If the Charge Type is D - Discount, the Exemption/Waiver? checkbox appears. If the discount is an exemption or waiver, select the checkbox.

	Exemption/waivers are useful when you need to link more than one discount per charge/fee code to students. Otherwise, regular discounts can be used.
	When the Exemption/Waiver? check box is selected, non-applicable columns are hidden.

11.  If the charge is 1098-T eligible, select the appropriate type from the 1098-T Eligibility drop-down list.

This information is included with the transactions generated for this fee code, later used when creating the 1098-T Report.

Unless the transaction is for a refund, you may create or modify 1098-T values by right-clicking in the 1098-T Eligibility column and choosing Maintenance Screen; however, C (eligible charge), G (eligible grant/scholarship), and P (eligible payment) are the only 1098-T eligibility codes recognized by the Generate 1098-T process.

Definition Group Box on Charges Tab

12.  From the Table/Column drop-down lists, select the table/column combination(s) that uniquely identify the data element that will be used when determining criteria for hours, charges, and refunds.

You may use a Constant value instead of selecting a table and column.

13.  From the Element Usage drop-down list, select how fees will be computed when determining charges.

·       Blank (No Computation-no range) - indicates the fee will be computed using the Flat Amount where all charge elements match the specified values.

Chemistry 101 has an associated lab for which there is a fee. You want to specify a flat charge amount for the lab. So you enter CHEMLAB101 as the charge table elements, no range and no computation as the element usage, and enter the lab fee as the flat amount.

·       M Computation-no range - indicates the fee will be computed using the Flat Amount, if specified, and/or the Per Hour Charge amount multiplied by the element value where all charge elements match the specified values.

Per Hour Charge: Chemistry 101 is a 3 credit hour course. You want the course fee to be calculated based on the number of credit hours multiplied by 3. So you enter 00300 (assumes two decimal places) as the charge table element, no range and a computation as the element usage, and enter the credit hour charge as the per hour charge. Flat Amount Charge: Chemistry 101 is a 3 credit hour course. You want the course fee to be calculated based on the number of credit hours multiplied by 3. So you enter 00300 (assumes two decimal places) as the charge table element, no range and a computation as the element usage, and enter the credit hour charge as the flat amount charge.

·       N Computation-range - indicates the fee will be computed using the Flat Amount, if specified, and/or the Per Hour Charge amount multiplied by the range element value where all charge elements except the last one match the values specified. The last charge element's value falls in the range between the previous charge element's value and the current charge element's value.

Traditional tuition fees are based on credit hour totals. You want tuition fees to be calculated based on the number of credit hours multiplied by a flat amount of $2500.00 when total credit hours for a billing period fall between 12 and 18. In addition, when total credit hours are less than 12, you want tuition fees to be calculated based on the flat amount and a per hour charge, which is calculated based on the number of actual credit hours less than 12; and when total credit hours are greater than 18, you want an overload charge to be calculated based on the flat amount and a per hour charge, which is calculated based on the actual credit hours minus number of excluded hours you specify. So you set up a range of charge table elements: Example Screen Shots

·       R No computation-range - indicates the fee will be computed using the Flat Amount and the range determined by the selected charge elements. The last charge element's value falls in the range between the previous charge element's value and the current charge element's value.

Tuition fees are based on credit hour totals. You want tuition fees to be calculated based on the number of credit hours multiplied by flat amounts when total credit hours for a billing period are either between 12 and 18 ($2000.00 flat amount), below 12 ($1000.00 flat amount), or above 18 ($2500.00 flat amount). So you set up a range of charge table elements: Example Screen Shots

14.  If you want a pre-designated value (elements 1 through 10), instead of a table/column combination, to be compared to the charge elements in the charge detail section, enter the Constant value and leave the Table/Column fields blank.

15.  To create additional elements, click the add icon and enter the information. To remove elements, click the remove icon next to the element you want to remove.

Charge Detail Section on Charges Tab

16.  Select the Billing Period associated with the charge.

A description of the billing period appears.

17.  Enter a short description of the charge in the Charge Description column.

This column does not appear for exemption/waiver discounts.

18.   To activate this charge criteria detail entry, select the Active? checkbox. To set up it up without activating it, deselect the Active? checkbox.

19.  Beginning in the Element 1 column, enter a value for each element defined in the Definition group box.

Account Information Group Box on Charges Tab

20.  Enter the General Ledger subsidiary control account number to which this charge will be applied in the Subsidiary column.

21.  Enter the General Ledger offsetting account number to which this charge will be applied in the Income/Expense column.

22.      If your organization uses deferred income, enter the account number that will be credited when charges are generated in the Deferred Income column. When the charge is paid, the deferred income account will be debited and the income/expense account will be credited.

	Do not use a subsidiary account number in this column.
	This account can be entered only if your organization uses the cash accounting method (selected the Cash Based and Open Items radio buttons on the A/R Configuration window).

23.  If the charge is associated with a project, select the project from the Project drop-down list.

Projects are created on the Project Definition window. This drop-down list displays current projects associated with the user groups of which you are a member (connected to your user ID).

Discount Information Group Box on Charges Tab

24.  If a discount fee code is associated with this charge, select it from the Fee Code drop-down list.

This drop-down appears only when the Charge Type is not D - Discount.

25.  If you are adding a discount charge type and there is no pre-defined flat amount for the charge, complete the Rate column.

This column appears only for non-exemption/waiver discounts. A selection is required if there is no flat amount.

26.  If you are adding a discount charge type and there is no rate associated with the charge, complete the Flat Amount column in the Discount Information group box.

When the Charge Type selection is D - Discount and the Exemption/Waiver? checkbox is not selected, this column appears in the Discount Information group box and is required if there is no rate. For other charge types, this column appears outside of the group box, and an entry is not required.

Remaining Columns on Charges Tab

27.  Enter the Increase Charge Description, which appears with any increase adjustment transactions created during a billing run.

This column does not appear for exemption/waiver discounts.

28.  If you are adding a non-discount charge type and there is a flat amount associated with the charge, enter the amount in the Flat Amount column.

When the Charge Type selection is D - Discount and the Exemption/Waiver? checkbox is not selected, this column appears in the Discount Information group box and is required if there is no rate. For other charge types, this column appears outside of the group box, and an entry is not required.

29.  If there is a per hour charge associated with the charge, enter the amount in the Per Hour Charge column.

The process multiplies this amount by the accumulated value (student course hours, student tuition hours, student course count, student clock hours) associated with the last charge element that has an element usage computation option selected.

30.  If applicable, enter the number of hours excluded from the calculation of the per hour charge in the Hours Excluded column. This column is useful if you create a per hour charge on any credit hour over full time.

This column is not used if there is no per hour charge.

31.  To create additional charge details, click the add icon and enter the information. To remove charge details, click the remove icon next to the charge detail you want to remove.

32.      Click the Save icon to save the charge information before adding refund information or closing the window.

1.    Open the Charges/Refunds Definition window.

2.    Enter or select the fee code associated with the charge you want to update in the Fee Code column. Information related to the fee code appears.

To view and select from existing fee codes, click the Select Charge/Refund Fee Code icon to open the Select Charge/Refund Fee Code window. To select a fee code, click on the row to highlight it and click OK.

3.         Enter a brief description of the fee code in the Description column.

Charges Tab

4.         From the Charge Type drop-down list, review or update how the charge is assessed for the student.

·       S – Student Charge	indicates a charge made according to billing period. Tuition, room, meals, and registration fees are examples of student charges.
·       C – Course Charge	indicates a charge based on specific courses. Lab fees and material fees are the most common course charges. Some organizations charge tuition on a course-by-course basis.
·       A – Annual Charge	indicates a charge made on a yearly basis. The student is charged only once during the year, regardless of the number of terms they are enrolled in. Parking fees, activities fees, and insurance are examples of annual charges.
·       L – Lifetime Charge	indicates a charge made only once during the student's tenure at the organization. A graduation fee is an example of a lifetime charge.
·       D – Discount	indicates a credit amount, which reflects a discount for other fee codes. Sibling tuition discounts and faculty tuition reimbursements are examples of discounts. Exemptions and waivers are also discounts.
·       E – Everytime Student Charge	indicates a charge created every time the charge process is run. You might use a fee code with this charge type to create drop-add charges. Every time charges are typically activated only during selected times in the year.

5.         Review or update the fee code's priority when applying payments to charges in the Receipting Priority column. Fee codes with the lowest numbered priority codes are processed first.

	You may want to increment these numbers by ten in case you later add a fee code whose receipting priority should be inserted between two existing priorities.
	This column is only available and required if the subsidiary account code or subsidiary is designated as an open item.

6.    To make the course number appear in the transaction description for the course charges generated with this fee code, select the Include Course Number in Description? checkbox. To remove it, deselect the checkbox.

This checkbox does not appear for exemption/waiver discounts.

7.    To make the billing period appear in the transaction description for the course charges generated with this fee code, select the Include Billing Period in Description? checkbox. To remove it, deselect the checkbox.

This checkbox does not appear for exemption/waiver discounts.

8.    To make a third party responsible for paying this charge, select the Apply to Third Party? checkbox. Ensure the Auto Generate Third Party Charges option on the A/R Configuration window is selected. To remove the third party's responsibility, deselect the checkbox.

This option is used for the Enhanced Method of Third Party Billing only.

9.    To activate the charge fee code, select the Active? checkbox. To deactivate the charge fee code, deselect the Active? checkbox.

10.      If the Charge Type is D - Discount, the Exemption/Waiver? checkbox appears. If the discount is an exemption or waiver, select the checkbox.

	Exemption/waivers are useful when you need to link more than one discount per charge/fee code to students. Otherwise, regular discounts can be used.
	When the Exemption/Waiver? checkbox is selected, non-applicable columns are hidden.

11.  If the charge is 1098-T eligible, select the appropriate type from the 1098-T Eligibility drop-down list.

This information is included with the transactions generated for this fee code and prints on the 1098-T Report.

Unless the transaction is for a refund, you may create or modify 1098-T values by right-clicking in the 1098-T Eligibility column and choosing Maintenance Screen; however, C (eligible charge), G (eligible grant/scholarship), and P (eligible payment) are the only 1098-T eligibility codes recognized by the Generate 1098-T process.

Definition Group Box on Charges Tab

12.  To create additional elements, click the add icon. To remove elements, click the remove icon next to the element you want to remove.

13.  From the Table/Column drop-down lists, select, review, or update the table/column combination(s) that uniquely identify the data element that will be used when determining criteria for hours, charges, and refunds.

You may use a Constant value instead of selecting a table and column.

14.  From the Element Usage drop-down list, select, review, or update how fees will be computed when determining charges.

·       Blank (No Computation-no range) - indicates the fee will be computed using the Flat Amount where all charge elements match the specified values.

Chemistry 101 has an associated lab for which there is a fee. You want to specify a flat charge amount for the lab. So you enter CHEMLAB101 as the charge table elements, no range and no computation as the element usage, and enter the lab fee as the flat amount.

·       M Computation-no range - indicates the fee will be computed using the Flat Amount, if specified, and/or the Per Hour Charge amount multiplied by the element value where all charge elements match the specified values.

Per Hour Charge: Chemistry 101 is a 3 credit hour course. You want the course fee to be calculated based on the number of credit hours multiplied by 3. So you enter 00300 (assumes two decimal places) as the charge table element, no range and a computation as the element usage, and enter the credit hour charge as the per hour charge. Flat Amount Charge: Chemistry 101 is a 3 credit hour course. You want the course fee to be calculated based on the number of credit hours multiplied by 3. So you enter 00300 (assumes two decimal places) as the charge table element, no range and a computation as the element usage, and enter the credit hour charge as the flat amount charge.

·       N Computation-range - indicates the fee will be computed using the Flat Amount, if specified, and/or the Per Hour Charge amount multiplied by the range element value where all charge elements except the last one match the values specified. The last charge element's value falls in the range between the previous charge element's value and the current charge element's value.

Traditional tuition fees are based on credit hour totals. You want tuition fees to be calculated based on the number of credit hours multiplied by a flat amount of $2500.00 when total credit hours for a billing period fall between 12 and 18. In addition, when total credit hours are less than 12, you want tuition fees to be calculated based on the flat amount and a per hour charge, which is calculated based on the number of actual credit hours less than 12; and when total credit hours are greater than 18, you want an overload charge to be calculated based on the flat amount and a per hour charge, which is calculated based on the actual credit hours minus number of excluded hours you specify. So you set up a range of charge table elements: Example Screen Shots

·       R No computation-range - indicates the fee will be computed using the Flat Amount and the range determined by the selected charge elements. The last charge element's value falls in the range between the previous charge element's value and the current charge element's value.

Tuition fees are based on credit hour totals. You want tuition fees to be calculated based on the number of credit hours multiplied by flat amounts when total credit hours for a billing period are either between 12 and 18 ($2000.00 flat amount), below 12 ($1000.00 flat amount), or above 18 ($2500.00 flat amount). So you set up a range of charge table elements: Example Screen Shots

15.  If you want a pre-designated value (elements 1 through 10), instead of a table/column combination, to be compared to the charge elements in the charge detail section, enter the Constant value and leave the Table/Column fields blank.

16.  To create additional elements, click the add icon and enter the information. To remove elements, click the remove icon next to the element you want to remove.

Charge Detail Section on Charges Tab

To view both active and inactive charge detail rows, select the Show inactive rows checkbox. To view only active charge detail rows, deselect the Show inactive rows checkbox.

17.  To set up a new charge detail row, click the add icon. To remove charge details, click the remove icon next to the charge detail you want to remove.

18.  Enter, review, or update the Billing Period associated with the charge.

19.  Enter, review, or update a description of the charge in the Charge Description column.

This column does not appear for exemption/waiver discounts.

20.  To activate this charge criteria detail entry, select the Active? checkbox. To deactivate it or set up it up without activating it, deselect the Active? check box.

21.  Beginning in the Element 1 column, enter, review, or update a value for each element defined in the Definition group box.

Account Information Group Box on Charges Tab

22.  Enter, review, or update the General Ledger subsidiary control account number to which this charge will be applied in the Subsidiary column.

23.  Enter, review, or update the General Ledger offsetting account number to which this charge will be applied in the Income/Expense column.

24.      If your organization uses deferred income, enter, review, or update the account number that will be credited when charges are generated in the Deferred Income column. When the charge is paid, the deferred income account will be debited and the income/expense account will be credited.

Do not use a subsidiary account number in this column.

This account can be entered only if your organization uses the cash accounting method (selected the Cash Based and Open Items radio buttons on the A/R Configuration window).

25.  If the charge is associated with a project, select, review, or update the project from the Project drop-down list.

Projects are created on the Project Definition window. This drop-down list displays current projects associated with the user groups of which you are a member (connected to your user ID).

Discount Information Group Box on Charges Tab

26.  If a discount fee code is associated with this charge, select, review, or update it from the Fee Code drop-down list.

This drop-down appears only when the Charge Type is not D - Discount.

27.  If you are adding or updating a discount charge type and there is no pre-defined flat amount for the charge, complete, review, or update the Rate column.

This column appears only for non-exemption/waiver discounts. A selection is required if there is no flat amount.

28.  If you are adding or updating a discount charge type and there is no rate associated with the charge, complete, review, or update the Flat Amount column in the Discount Information group box.

When the Charge Type selection is D - Discount and the Exemption/Waiver? checkbox is not selected, this column appears in the Discount Information group box and is required if there is no rate. For other charge types, this column appears outside of the group box, and an entry is not required.

Remaining Columns on Charges Tab

29.  Enter, review, or update the Increase Charge Description, which appears with any increase adjustment transactions created during a billing run.

This column does not appear for exemption/waiver discounts.

30.  If you are adding or updating a non-discount charge type and there is a flat amount associated with the charge, enter, review, or update the amount in the Flat Amount column.

When the Charge Type selection is D - Discount and the Exemption/Waiver? checkbox is not selected, this column appears in the Discount Information group box and is required if there is no rate. For other charge types, this column appears outside of the group box, and an entry is not required.

31.  If there is a per hour charge associated with the charge, enter, review, or update the amount in the Per Hour Charge column.

The process multiplies this amount by the accumulated value (student course hours, student tuition hours, student course count, student clock hours) associated with the last charge element that has an element usage computation option selected.

32.  If applicable, enter, review, or update the number of hours excluded from the calculation of the per hour charge in the Hours Excluded column. This column is useful if you create a per hour charge on any credit hour over full time.

This column is not used if there is no per hour charge.

33.  To create additional charge details, click the add icon and enter the information. To remove charge details, click the remove icon next to the charge detail you want to remove.

34.      Click the Save icon to save the charge information before adding or updating refund information or closing the window.

1.    Open the Charges/Refunds Definition window.

2.    Enter or select the fee code associated with the refund in the Fee Code column. Information related to the fee code appears.

To view and select from existing fee codes, click the Select Charge/Refund Fee Code icon to open the Select Charge/Refund Fee Code window. To select a fee code, click on the row to highlight it and click OK.

3.    Review the information on the Charges tab to ensure you are adding refund information to the correct charge.

4.    Click the Refunds tab.

Definition Group Box on Refunds Tab

5.    From the Table/Column drop-down lists, select the table/column combination(s) that uniquely identify this data element that will be used to determine criteria for refunds.

You may use a Constant value instead of selecting tables and columns.

6.    From the Element Usage drop-down list, select how fee refunds will be computed.

·      Blank (no selection) - indicates the fee refund will be computed using the Refund Rate specified for the refund table entry where all refund elements match the specified values.

An example of this could be a lab fee that is to be refunded for a specific course. Chemistry 101 has a lab associated with it and there is a fee for the lab that needs to be refunded.  Since the refund table element = CHEMLAB101 with no range and no computation, the specified refund rate for the lab is used to calculate the refund amount.

·      D *Days Computation-no range - indicates the fee refund will be computed by first determining the number of days that have passed between when a course was started and when it was dropped, then matching all refund elements to the specified values.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/15/2013. Since 14 days passed between when the course was started and when the course was dropped, and the refund table element range is set to allow a 100% refund rate for a course dropped on the 14th day after it started, the student will receive a full refund for the course that was dropped. Example Screen Shot

·      E *Days Computation-range - indicates the fee refund will be computed by first determining the number of days that have passed between when a course was started and when it was dropped, then matching all refund elements except the last one specified to the specified values. The last refund element falls within a range that is less than the current refund element value but greater than the refund element value of the previous refund element.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/15/2013. Since 14 days passed between when the course was started and when the course was dropped, and the refund table element range is set to allow a 100% refund rate for a course dropped within 20 days, the student will receive a full refund for the course that was dropped. Example Screen Shot

·      R No computation-range - indicates the fee refund will be computed using the refund rate specified for the refund table entry where all refund elements except the last one specified match the specified values. The last refund element falls within a range that is less than the current refund element but greater than the refund element value of the previous refund element.

An example of this could be a tuition fee based on dropped course credit hour totals.  If the total dropped credit hours for a billing period are less than 12, a refund rate of 100% is applied, but if the total dropped credit hours for a billing period are less than 18, a refund rate of 50% is applied. Example Screen Shot

·      F %Days Computation-no range - indicates the fee refund will be computed by first determining the percentage of time a student was in the course before it was dropped, then matching all refund elements to the specified values. This selection is rarely used.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/30/2013. The course has an end date of 12/01/2013, so the student took 33% of the course. Since the refund table element range is set to allow a 100% refund rate for a course when 33% of a course has been taken, the student will receive a full refund for the course that was dropped. Example Screen Shot

·      G %Days Computation-range - indicates the fee refund will be computed by

a.    Determining the total number of days for the dropped course

b.    Determining the total number of days that have passed between when the course began and when the student dropped it

c.     Dividing the total number of days the student was in the course by the total number of days for the course to get the total percentage the student was in the course

d.    Matching all the refund elements except the last one specified to the specified values

The last refund element falls within a range that is less than the current refund element value but is greater than the refund element value of the previous refund element.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/30/2013. The course has an end date of 12/01/2013, so the student took 33% of the course. Since the refund table element range is set to allow a 100% refund rate for a course when less than 50% of a course has been taken, the student will receive a full refund for the course that was dropped. Since the refund table element range is set to allow a 50% refund rate for courses dropped when more than 50% of a course has been taken, if the student dropped the course on 10/30/2013, the student will receive only half a refund for the dropped course. Example Screen Shot

7.    If you want a pre-designated value (elements 1 through 10), instead of a table/column combination, to be compared to the refund elements in the refund detail section, enter the Constant value and leave the Table/Column fields blank.

8.    To create additional elements, click the add icon and enter the information. To remove elements, click the remove icon next to the element you want to remove.

Refund Detail Section on Refunds Tab

9.    Select the Billing Period associated with the refund.

A description of the billing period appears.

10.  Enter a short description of the refund in the Refund Description column.

11.  To activate this refund criteria detail entry, select the Active? checkbox. To set up the refund details without activating it, deselect the Active? checkbox.

12.  Beginning in the Element 1 column, enter a value for each element defined in the Definition group box.

13.  Enter the General Ledger subsidiary control account number from which this refund will be deducted in the Subsidiary Account column.

14.  Enter the General Ledger offsetting account number from which this refund will be deducted in the Income/Expense column.

15.  Enter the rate at which the refund will be calculated in the Refund Rate column.

	If the refund will be 100% of the charge, the refund rate is 1.00000. If the refund will be 80% of the charge, the refund rate is 0.80000.
	This column does not appear for exemption/waiver discounts.

16.  If the refund is associated with a project, select the project from the Project drop-down list.

Projects are created on the Project Definition window. This drop-down list displays current projects associated with the user groups of which you are a member (connected to your user ID).

17.  To create additional refund details, click the add icon and enter the information. To remove refund details, click the remove icon next to the refund detail you want to remove.

18.      Click the Save icon to save refund information before returning to the Charges tab or closing the window.

1.    Open the Charges/Refunds Definition window.

2.    Enter or select the fee code associated with the refund in the Fee Code column. Information related to the fee code appears.

To view and select from existing fee codes, click the Select Charge/Refund Fee Code icon to open the Select Charge/Refund Fee Code window. To select a fee code, click on the row to highlight it and click OK.

3.    Review the information on the Charges tab to ensure you are adding or updating refund information associated with the correct charge.

4.    Click the Refunds tab.

Definition Group Box on Refunds Tab

5.    To create additional elements, click the add icon. To remove elements, click the remove icon next to the element you want to remove.

6.    From the Table/Column drop-down lists, select, review, or update the table/column combination(s) that uniquely identify this data element that will be used to determine criteria for refunds.

You may use a Constant value instead of selecting tables and columns.

7.    From the Element Usage drop-down list, select, review, or update how fee refunds will be computed.

·      Blank (no selection) - indicates the fee refund will be computed using the Refund Rate specified for the refund table entry where all refund elements match the specified values.

An example of this could be a lab fee that is to be refunded for a specific course. Chemistry 101 has a lab associated with it and there is a fee for the lab that needs to be refunded.  Since the refund table element = CHEMLAB101 with no range and no computation, the specified refund rate for the lab is used to calculate the refund amount.

·      D *Days Computation-no range - indicates the fee refund will be computed by first determining the number of days that have passed between when a course was started and when it was dropped, then matching all refund elements to the specified values.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/15/2013. Since 14 days passed between when the course was started and when the course was dropped, and the refund table element range is set to allow a 100% refund rate for a course dropped on the 14th day after it started, the student will receive a full refund for the course that was dropped. Example Screen Shot

·      E *Days Computation-range - indicates the fee refund will be computed by first determining the number of days that have passed between when a course was started and when it was dropped, then matching all refund elements except the last one specified to the specified values. The last refund element falls within a range that is less than the current refund element value but greater than the refund element value of the previous refund element.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/15/2013. Since 14 days passed between when the course was started and when the course was dropped, and the refund table element range is set to allow a 100% refund rate for a course dropped within 20 days, the student will receive a full refund for the course that was dropped. Example Screen Shot

·      R No computation-range - indicates the fee refund will be computed using the refund rate specified for the refund table entry where all refund elements except the last one specified match the specified values. The last refund element falls within a range that is less than the current refund element but greater than the refund element value of the previous refund element.

An example of this could be a tuition fee based on dropped course credit hour totals.  If the total dropped credit hours for a billing period are less than 12, a refund rate of 100% is applied, but if the total dropped credit hours for a billing period are less than 18, a refund rate of 50% is applied. Example Screen Shot

·      F %Days Computation-no range - indicates the fee refund will be computed by first determining the percentage of time a student was in the course before it was dropped, then matching all refund elements to the specified values. This selection is rarely used.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/30/2013. The course has an end date of 12/01/2013, so the student took 33% of the course. Since the refund table element range is set to allow a 100% refund rate for a course when 33% of a course has been taken, the student will receive a full refund for the course that was dropped. Example Screen Shot

·      G %Days Computation-range - indicates the fee refund will be computed by

a.    Determining the total number of days for the dropped course

b.    Determining the total number of days that have passed between when the course began and when the student dropped it

c.     Dividing the total number of days the student was in the course by the total number of days for the course to get the total percentage the student was in the course

d.    Matching all the refund elements except the last one specified to the specified values

The last refund element falls within a range that is less than the current refund element value but is greater than the refund element value of the previous refund element.

An example of this could be a course fee that is refunded. Chemistry 101 started on 09/01/2013 and the student dropped the course on 09/30/2013. The course has an end date of 12/01/2013, so the student took 33% of the course. Since the refund table element range is set to allow a 100% refund rate for a course when less than 50% of a course has been taken, the student will receive a full refund for the course that was dropped. Since the refund table element range is set to allow a 50% refund rate for courses dropped when more than 50% of a course has been taken, if the student dropped the course on 10/30/2013, the student will receive only half a refund for the dropped course. Example Screen Shot

8.    If you want a pre-designated value (elements 1 through 10), instead of a table/column combination, to be compared to the refund elements in the refund detail section, enter the Constant value and leave the Table/Column fields blank.

9.    To create additional elements, click the add icon and enter the information. To remove elements, click the remove icon next to the element you want to remove.

Refund Detail Section on Refunds Tab

To view both active and inactive refund detail rows, select the Show inactive rows checkbox. To view only active refund detail rows, deselect the Show inactive rows checkbox.

10.  Select, review, or update the Billing Period associated with the refund.

11.  Enter, review, or update a description of the refund in the Refund Description column.

12.  To activate this refund criteria detail entry, select the Active? checkbox. To set up the refund details without activating it, deselect the Active? checkbox.

13.  Beginning in the Element 1 column, enter, review, or update a value for each element defined in the Definition group box.

14.  Enter, review, or update the General Ledger subsidiary control account number from which this refund will be deducted in the Subsidiary Account column.

15.  Enter, review, or update the General Ledger offsetting account number from which this refund will be deducted in the Income/Expense column.

16.  Enter, review, or update the rate at which the refund will be calculated in the Refund Rate column.

	If the refund will be 100% of the charge, the refund rate is 1.00000. If the refund will be 80% of the charge, the refund rate is 0.80000.
	This column does not appear for exemption/waiver discounts.

17.  If the refund is associated with a project, select, review, or update the project from the Project drop-down list.

Projects are created on the Project Definition window. This drop-down list displays current projects associated with the user groups of which you are a member (connected to your user ID).

18.  To create additional refund details, click the add icon and enter the information. To remove refund details, click the remove icon next to the refund detail you want to remove.

19.      Click the Save icon to save refund information before returning to the Charges tab or closing the window.

1.    Open the Charges/Refunds Definition window.

2.    Enter or select the fee code associated with the charge in the Fee Code column. Information related to the fee code appears.

To view and select from existing fee codes, click the Select Charge/Refund Fee Code icon to open the Select Charge/Refund Fee Code window. To select a fee code, click on the row to highlight it and click OK.

3.    View information on the Charges tab.

To view both active and inactive charge detail rows, select the Show inactive rows checkbox. To view only active charge detail rows, deselect the Show inactive rows checkbox.

4.    To view refund information, click the Refunds tab.

To view both active and inactive refund detail rows, select the Show inactive rows checkbox. To view only active refund detail rows, deselect the Show inactive rows checkbox.

5.    When finished, click the X icon to close the window.

Only data from the detail criteria sections of the Charges and Refunds tabs can be copied and pasted into Excel. If the number of Excel rows is greater than the number of rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing row(s), add a new row before pasting.

1.    Open the Excel spreadsheet containing the cells you want to copy and paste into J1 Desktop.

2.    Select the cells you want to copy.

To select multiple rows, press the Ctrl key and click each row.

3.    Right-click and select Copy or press the Ctrl + C keys.

4.    In the grid, click where you want to paste.

5.    Click the Paste from Excel button or press the Ctrl + V keys.

The information is pasted into the grid.