Student Billing Exemptions

Use this window to add, review, and maintain a student's billing exemptions and track them by year and term, billing period, priority, and preliminary and actual calculated amounts.

· Click the Maintain Student Billing Exemptions button from the Financial sub-tab of the Student tab on the Student Information window.

· Click the Maintain Student Billing Exemptions button from the Student Term Information tab on the Student Information Impacting Charges window.

· If your institution is licensed for Texas State Reporting and you have the proper permissions, click the Maintain Student Billing Exemptions button from the Hazlewood Recipient Information window.

Columns

Displays the ID number and name of the person displayed on the previous window (Student Information or Hazlewood Recipient Information.)

Review or select the year and term to which the exemption applies.

Review or select the billing period to which the exemption applies.

Review or select the code and description associated with the discounted percentage or amount.

Exemption/waiver codes are defined using the Exemption Waiver Definition window.

· To activate the exemption, select the checkbox.

· To deactivate the exemption, deselect the checkbox.

The Student Billing process selects only active exemptions/waivers for processing.

Review or enter the priority number in which this exemption should be applied. Lower numbers are applied first.

Students will not receive any discount more than 100% of their charged amount. The exemptions/waivers are processed in priority order until the exemptions are exhausted based on the defined percentage/amount, and this amount cannot be greater than 100%.

The preliminary calculated amount displays the calculated amount of any preliminary (@C source code) exemptions/waivers transactions created by the Student Billing process. Review this column to get a quick view of how much of a discount the student may receive for each exemption/waiver code they are assigned. Click the hyperlink to see the preliminary (@C) transactions associated with a particular exemption/waiver.

The actual calculated amount is populated when the Student Billing process runs and actual (CG source code) exemption/waiver transactions are created. Review this column to get a quick view of how much of a discount the student received for each exemption/waiver code they are assigned. Click the hyperlink to see the actual transactions associated with a particular exemption/waiver.

Click this button to open the Hazlewood Recipient Information window where you can review or update the student's Hazlewood Exemption and service member information if it applies.

The button is displayed only if you have access to the Hazlewood Recipient Information window.

How To

1. Access the Student Billing Exemptions window.

The student's ID number and name display automatically.

2. Select Add Row or Insert Row from the right-click or Options menu.

3. Select the year and term to which the exemption or waiver applies.

4. Select the billing period to which the exemption or waiver applies.

5. Select the code and description associated with the discounted percentage or amount from the Exemption Code drop-down list.

Exemption/waiver codes are defined using the Exemption Waiver Definition window.

6. Enter a number corresponding to the order in which this exemption should be applied in the Priority Order column.

Zero is automatically entered; however, you must change the number before saving the newly added row. Use this function if you have multiple exemptions and/or waivers and they need to be processed in a certain order. Lower numbered priorities are processed first during the Student Billing process.

The Calculated Amount columns are populated after transactions are applied to the exemption/waiver. Prior to running the Student Billing process, these columns will be blank since no transactions exist yet. After the Student Billing process runs, the transaction total appears in either the Preliminary Calculated Amount or the Actual Calculated Amount column, depending on whether actual or preliminary billing was run. Click the hyperlink in either column to view the transactions that make up the total. The Preliminary Calculated Amount is made up of all preliminary (@C source code) transactions for that exemption/waiver and Billing Period combination. The Actual Calculated Amount is made up of all actual (CG source code) transactions for that exemption/waiver and Billing Period combination.

7. Save.

8. To add another exemption/waiver, repeat steps 2-7.

1. Access the Student Billing Exemptions window.

The student's ID number and name display automatically.

2. Review or select the year and term to which the exemption or waiver applies.

3. Review or select the billing period to which the exemption or waiver applies.

4. Review or select the code and description associated with the discounted percentage or amount from the Exemption Code drop-down list.

Exemption/waiver codes are defined using the Exemption Waiver Definition window.

5. Review or enter a number corresponding to the order in which this exemption should be applied in the Priority Number column.

6. Review the Preliminary or Actual Calculated Amount.

· The Preliminary Calculated Amount is made up of all preliminary (@C source code) transactions for that exemption/waiver and Billing Period combination.

· The Actual Calculated Amount is made up of all actual (CG source code) transactions for that exemption/waiver and Billing Period combination.

Review this column to get a quick view of how much of a discount the student received for each exemption/waiver code they are assigned. Click the hyperlink to see the transactions associated with a particular exemption/waiver.

7. Save.

1. Access the Student Billing Exemptions window.

2. Locate the entry you wish to activate.

3. Select the Active checkbox.

4. Save.

The Student Billing process selects only active exemptions/waivers for processing.

1. Access the Student Billing Exemptions window.

2. Locate the entry you wish to deactivate.

3. Deselect the Active checkbox.

4. Save.

The Student Billing process selects only active exemptions/waivers for processing.

1. Access the Student Billing Exemptions window.

2. Locate the entry you wish to delete.

3. Select Delete Row from the right-click or Options menu.

The Delete Row option is not allowed if exemption/waiver transactions have been created, meaning the Preliminary and Actual Calculated Amounts are not equal to $0 (blank).

4. Save.

1. Access the Student Billing Exemptions window.

The student's ID number and name display automatically.

2. Click the Maintain Hazlewood Recipient Details button to open the Hazlewood Recipient Information window where you can review, update, or add any service member and exemption hours information for the student.

The button is displayed only if you have access to the Hazlewood Recipient Information window.