Managing Student Finance: PART 1 - FeeAdministration

NSW DEPARTMENT OF EDUCATION

Managing Student Finance:

PART 1 - Fee Administration

SALM-SM12a

August 2018

Note: The schools named in the training documentation

were selected randomly and are not associated with the

fictitious students or scenarios with the named schools. All

student information used throughout this training material

has been manufactured.

All financial transactions and process are covered by

Finance in Schools Handbook (FISH) and associated

policies. This should be read in conjunction with this

training package.

Disclaimer

NSW DEPARTMENT OF EDUCATION 2

NSW DEPARTMENT OF EDUCATION WWW.DEC.NSW.GOV.AU

Course Overview

3

PART 1: Fee Administration

SM012a

PART 2: Processing Transactions

SM012b

PART 3: Close Till and Banking

SM012c

• Student Finance Overview

• Student Finance Navigation

• Creating and Managing Fee Structures

• Managing Waivers, Exemptions and Concessions

• Attaching Fees to Students and Generating a

Statement of Account (SoA)

• Processing Payments received

• Viewing Transaction History and Reprinting

Receipts

• Managing Reallocations, Cancellations and

Refunds

• Managing Dishonoured Cheques and Aged Debt

• Reconcile and Close Till process

• Process Banking

• SAP Bank Reconciliation

• Reporting

The managing student finance training is composed of 3 parts. This course is part 1.

The content of each part is provided below.

Course Introduction (PART 1)

Course Introduction

Module 1: Schools Finance

Overview

Module 2: Student Finance Navigation

Module 3: Setting up the Cash Desk

Module 4: Creating and

Managing Fee Structures

Module 5: Managing Waivers,

Exemptions and Concessions

Module 6: Attaching Fees and Generating

a Statement of Account (SoA)

Course Summary


This training is Part 1 of Student Finance which

covers how to set up and apply fees and waivers to

students in ebs: central.

On completion of this training you will be able to:

set up the ebs cash desk for Day 1

set up the ebs fee structure

apply fee waivers, exemptions and concessions

attach fees to curriculum

generate a Statement of Account (SoA)

Having completed this module, you will be able

to:

identify how to access the Cash Desk

identify what transaction information is

passed between ebs, SAP and the bank

when managing Student Finance

describe the different account assignment

information used to reconcile transaction

information between ebs: central and SAP

identify the key users and key functions for

managing Student Finance.

Course Introduction


Overview









Course Summary


Module 1: Schools Finance Overview

Overview of the SALM System, Key Users and Functions

SASS

Principals

Executive

HSLOs

Timetable

Manager

Manage curriculum

Manage student fees and payments

(linked to SAP)

Manage student attendance, health and

behaviour

System administration and set up

Generate a roll call

Mark and update a roll

Create suspensions and expulsions

Core TasksSystem

Teachers

Executive

Principals

Mark attendance rolls

Update a roll

Record behaviour incidents

View key student information

Mark a detention roll

‘The core student

administration system that

supports curriculum,

student fee/payment and

system set up.’

A teacher portal to support

daily activities

Description

Student

Wellbeing

(Synergy)

Student

Administration

(ebs: central)

Student

Management

(ebs: ontrack+)

The case management

system that supports staff

in managing a student’s

welfare and wellbeing

records

View student details

Record health, additional learning &

support needs, counselling, personal

learning and support , custody and

access and post enrolment risk

assessment

Key Users

Principals SASS

Principals

Executive

LST

Counsellors

DGOs

Reports can be generated from each system.


The key functions used to manage student finance in ebs: central include:

setting up cash desk, fees, waivers and concessions

processing payments, refunds and cancellations

resolving declined payments

managing external funding for students

performing end-of-day reconciliation and bankingprocesses

generating student finance reports, including the Statement of Account (SOA).

Student Finance: Key Functions


Student Finance relies on the interaction between SAP, ebs and thebank.

System Interactions

eFPT

Resource Allocation

Model

(RAM)

HR/Finance Management

reports

(Business Warehouse Reports)

SAP/EDConnectReconcile School Banking

Petty Cash Management

Purchasing and Receipt Processing

Generate Sales Invoices

Dispute Resolution

Shopping Cart

Purchase to Pay process

ebs Cash DeskProcess Student Fees & Receipts

Process OtherReceipts

Process Cancellations & Refunds

Perform End of Day & Banking

Generate Student Finance Reports

Payroll Data

BANK

The bank confirms

revenue received and

passes this information

to SAP.

Information sent from ebs to the bank includes:

Physical Banking – Cash, cheque & money order

EFTPOS settlement information.

POP/EPAY

ebs sends SAP all revenue

transaction information included in

banking.


Account assignment information is what is used to map information between SAP and ebs:central

(fee mapping) to ensure related transactions in ebs: central and SAP can bereconciled.

Account assignment information include:

Cost Centres

General LedgerAccounts

Internal Orders

WBS elements

GST Codes

Fund Codes.

Account Assignments: The ‘Common Language’ to

both ebs and SAP.

ebs

SAP

The following slides provide an overview of the key account assignments used in ebs: central.

Note: In ebs, account assignments are defined against fee items as part of fee set up.

Further information on how to set up fees will be covered in Module 4: Creating and

managing fee structures and Module 6: Attaching fees and generating a Statementof

Account (SOA).


Cost centres allow schools to track revenue and expenditure for a particular area of responsibility.

For example, in the diagram below, theAdministration cost centre collects all of the revenue (e.g. hire

of facilities and canteen licence) and records the expenditure (e.g. electricity, office supplies and

catering) relating to the Administration area ofresponsibility.

Account Assignments: Cost Centres (1/2)

Administration Cost Centre

Note: In ebs, cost centres are defined against fee items in Reference Data. Further

information on how to set up fees will be covered in Module 4: Creating and

managing fee structures.


There is a numbering convention for cost centres to assist with easy identification of the costcentres

belonging to your school.

Numbering Convention

Digit 1: The number 6, identifies this cost centre as a school costcentre

Digit 2-5: Four-digit operational entity code (i.e. schoolcode)

Digit 6: One-digit cost centre type indicator (see list below)

Digit 7-8: Sequential numbering in the range 00 –99

Example: Chullora (3803) Administration CostCentre

Account Assignments: Cost Centres (2/2)

Cost Centre Type Indicator:

1 = School – Education Delivery

2 = School – Administration

3 = School – Staffing

5 = IEC – Education Delivery

6 = IEC –Administration

7 = IEC – Staffing

8 = Deductible Gift Recipient (DGR)

9 = DEC – Education Delivery

0 = DEC – Administration

63803201School

CC

number

School or

College

Code

School–

Admin.

Cost

Centre

indicator

Sequential

number

from 00-99


General Ledger (GL) account codes are used to classify and record transactions relatingto the

department’s assets, liabilities, expenses and revenue.

GL accounts are numbered within certain number ranges according to their account type. This allows

you to easily identify what the GL account typeis.

Account Assignments: General Ledger (GL) Account

Code

Examples:

105100 – Operating Bank Account is an asset account

200100 – Borrowings – Current is a liability account

420010 – Subject Contributions is a revenue account

526436 – Electricity is an expense account.

Note: In ebs, the Account Code (in SAP, the General Ledger Account Code) is predefined

against Fee Categories that are set up in the system. Further information on fee categories is

provided in Module 4: Creating and managing fee structures.


A school uses an internal order to keep track of the revenue and expenditurefor:

short-term activities (e.g. a Year 6 camp or a zooexcursion)

long-term activities (e.g. school band or interschoolsport)

fund raising activities for third-party organisations (e.g. collecting donations for Stewart House).

There is also a differentiation between Local and State Wide internalorders.

State Wide Internal Orders:

used to track costs for common activities that schools typicallyundertake

available to all schools, but one school cannot see transactions posted by another school.

Local Internal Orders:

schools can request to create a Local Internal Order when a suitable State Wide Internal Order does

not exist

a Local Internal Order is only visible to the school that created it and can be changed by the school

if required.


Account Assignments: Internal Orders

WBS - Work Breakdown Structure

Projects are used in SAP to track revenue and expenditurefor:

asset purchases

asset construction

State and Commonwealth funded programs

There are four different types of projects available to schools in SAP:

Capital School Asset Purchases (CSA) – used to track a one-off asset purchase e.g.purchasing

a school bus

Capital School Projects (CSP) - used to track the construction of an asset e.g. building a new

school library, refurbishment of an existing building

Recurrent: School Operational Projects (RSP) – used to track specific funding received

from the State Government

Recurrent: DEC Operational Projects (RDP) – used to track specific funding received from the

Commonwealth Government


Account Assignments: WBS Elements (1/2)

Cost Assignments: WBS Elements (2/2)

Each project is made up of single or multiple Work Breakdown Structure (WBS)elements.

Operational projects may consist of only a single WBS element, whereas complex asset

construction projects may consist of multiple WBS elements (e.g. one WBS element tracks

furnishing costs, while another WBS element tracks the cost of labour).

Each WBS element has a three letter ID at the beginning of its name to identify the type of project it is

related to:

CSA: Capital School Asset Purchases

CSP: Capital School Projects

RSP: Specific State Government funding

RDP: Specific Commonwealth Government funding

Note: Schools must consult theAsset Management Unit before requesting large capital

projects and any DGR related projects e.g. kitchen refurbishment, new hall, new buildingetc.

Note: In ebs, WBS elements are defined against fee items in Reference Data. Further

information on how to set up fees will be provided in Module 4: Creating and managingfee

structures.

Note: The Finance in Schools Handbook (FISH) contains further information in regards to

appropriate delegations in respect of WBScosts.


Account Assignments: GST CodesWhen processing transactions in SAP or ebs: central, you should ensure the appropriate tax code is

entered to indicate whether GST should be applied or not. The below table displays the most

commonly used tax codes:

Tax Code Description Examples

S1 Taxable Supplies Hire of facilities, sale of equipment, sale of assets, sale of education course materials

(e.g. calculators)

S2 GST-Free Supplies Excursions, contributions and course fees

S7 Deductable Gift Receipt Used to indicate that this charge is a tax deductible receipt

P1 Non-Capital Acquisitions

(subject to 10% GST)

Stationery, electricity, telephones, printing, insurance premiums, bank fees and

charges

P2 Non-Capital Acquisitions

(GST free)

Fresh fruit and vegetables, down payments (e.g. deposit for a school camp), where

the supplier is not registered for GST

P5 Out of Scope

(GST does not apply)

Transactions between GST Group members (e.g. interschool transactions), cash

prizes for students

Note: In ebs SI, S2 and S7 are the common Tax Codes used and these must be defined

against fee items in Reference Data. For further information on tax codes, see file-pathbelow:

EDConnect > SAP Finance > Taxation > GST > Tax Codes.


Each type of funding received by a school is identified by a fundcode.


Account Assignments - Fund Codes

Fund Code Fund Name Description

6100 Consolidated

Funding

School’s annual allocation of funding from the Department of Education and Communities

(DEC). The amount of funding is determined by the Resource Allocation Model (RAM).

6200 Commonwealth

Funding

Funding provided to the school by the Federal Government for a specificpurpose.

6300 School and

Community Source

Funding

Funding received by the school through, sales to students, donations, subject contributions,

voluntary school contributions, student payments to attend excursions, hire of facilities etc.

6811 DGR – School

Building Fund

Tax deductible donations from donors for the sole purpose of supporting the acquisition,

construction or maintenance of a schoolbuilding.

6812 DGR – School

Public Library Fund

Tax deductible donations from donors for the sole purpose of supporting the acquisition,

construction or maintenance of a school public library.

6813 DGR – Special

School GiftFund

Tax deductible donations from donors for any purpose that assists the school in providing

education and support to its students, including:

buildings and facilities;

equipment;and

resources to meet the educational needs ofstudents.

6820 Monies Held on

Behalf of Third

Parties

Money received on behalf of a third party. This is money that does not belong to the school;

it is only being held until it is transferred to the third party e.g. fundraising money for

Stewart House.

ebs: central works together with SAP to manage student finance. Proceeds are receipted in ebs:

central (i.e. revenue), whereas payments are made through SAP (i.e.expenditure).

ebs revenue and SAP expenditure can be tracked in SAP Reporting via an internal order. Thisis

demonstrated in the SAP report below.

Key Concept: ebs = Revenue SAP = Expenditure

Student receiptsof

$24,051 (i.e.

Revenue) has been

processed in ebs

Cash Desk for the

Year 6 Canberra

camp.


Expenditure of $23,766

has been transacted in

SAP for the Year 6

Canberra camp.

The overall financial

position of the Year 6

Canberra camp is

displayed in this column.

Currently it is in surplus

by $284.


Course Introduction


Overview









Course Summary


Having completed this module, you will be able to:

• navigate the key Student Finance screens

• identify the key functions of each screen within

Cash Desk.

Overview of Student Finance Key Screens (1/2)

The Finance tab, includes the Cash Desk, FinanceAdmin and Manage Other Tills

The Cash Desk is where student and other transactions are processed.

The Finance Admin is used to push refunds to SAP on any day that banking is not

processed.

The Manage Other Tills allows authorised staff to finalise open tills to be included in the

banking process.

1

The Curriculum tab, which includes Curriculum Search and Curriculum Manager, is used to

attach enrolment fees to UIOs.

2

Once logged into ebs: central, you will see the home page screen which contains the Start ribbon. The

main tabs used to manage Student Financeare:

1 2


The System tab includes Reference Data and Institution Settings.

Reference Data is where the till is set up and fees and waivers are createdand

maintained.

Institution Settings is where school specific system settings are maintained.

Overview of Student Finance Key Screens (2/2)

3

The System ribbon contains Reference Data and Institution Settings

3

Note: Only users provisioned with the SystemsAdministrator role in ebs: central are able to

access and modify ebs InstitutionSettings.


1: Cash Desk Overview (1/5)

The Cash Desk is the primary area where monetary transactions are processed in ebs: central. From

this screen, you can access the following screens:

Student Transactions: process all payments for student related charges

Student History: comprehensive list of all student finance transactions recorded for a student.Where

refunds, cancellations and receipt reprints areactioned

Other Transactions: where non-student related payments are recorded e.g. recording a community

donation or teacher bulk transactions

Finance Invoice: where over-the-counter payments received for SAP Business Partner invoices, are

recorded. Only cash and cheque payments can beprocessed.


Hint: when in the Cash Desk you are in

the context of the Contact, which is the

Financially Responsible Adult (FRA).

Hint: All students

associated with the

Contact are listed here.Hint: When the Current

Year is highlighted (orange)

it will show records for the

current financial year only.


From the Student Transactions screen, you can also access the following fourtabs:

Fees: shows any outstanding enrolment fees for all of the students associated with theFinancially

Responsible Adult (FRA)

Receipts: holds information about fees that have been paid inadvance

Sundry: where advance payments, prepayments, reallocations and standard payments (people

charges) are managed

Payments: where payment methods (including cash, cheque and EFTPOS) are associatedwith

the transactions recorded in the Fees, Receipts and Sundry tabs.


The totals showing at the top of the four Student Transaction tabs keep a running calculation for the

transaction i.e. outstanding fees, minus receipts, plus sundry equals the payment due for the current transaction.


Fees - Receipts + Sundry = Payment

Outstanding

fees selected

to be paid

Any credits

you wish to

apply during

this payment

Advanced

payments,

prepayments,

reallocation,

standard

Amount due

for the

current

transaction



From the Cash Desk screen, you can also access the followingscreens:

Open Till: where you open your till session. Alternatively when you select Student Transactions,

you will be prompted to open your till.

End of Day: where reconcile and close till processes are completed.

Banking: where transactions recorded in ebs are pushed toSAP.



History: contains the following functionality:

o Refund: where refunds are processed

o Reprint: where receipts can be reprinted

o Cancel: where a receipt can be cancelled

o Unmatch fees: where a payment can be unmatched and then reapplied toanother

fee or remain as a credit.

o Generated reports: where reports can be reprinted for up to 30days

All financial transactions and process are covered by Finance in Schools Handbook (FISH)and

associated policies. This should be read in conjunctionwith this training package.


2: Finance Admin Overview

The Finance Admin area of ebs: central is used to process refund settlements for externalrefunds

i.e. cheque and electronic funds transfers (EFT). This area is used to approve and amend external

refunds and send the information to the Shared Service Centre where the process is completed.

External refunds can also be cancelled if required.

A principal must approve the refund via the refund form prior to processing a refund in the system.

This form is located on the back of SM12_QRG_05: How to process a refund.


3: Manage Other Tills

The Manage Other Tills functionality allows authorised staff to manage an open till by closing the

till and recording a discrepancy if required, so it can be included in the banking process.


4: Curriculum Manager Overview

The Curriculum Manager functionality allows you to manage multiple UIs, UIOs

and their associated fees in a simpleview.

The Enrolment Type condition builder enables the curriculum manager to filter

on different enrolment types that were initially selected in ERN upon enrolment.

Refer to SM07a,b & c Managing Enrolments for additional information.


4: Curriculum Search Overview

The Curriculum Search functionality allows you to search for existing curriculum items known in

ebs: central as ‘Unit Instances’ (UIs) and ‘Unit Instance Occurrences’ (UIOs). SASS are able to

attach fees to UIOs in order for students to automatically inherit fees when they are enrolled in the

UIO.

IMPORTANT: It is advised that before any new UIs or UIOs are created, a CurriculumSearch

should first be conducted to avoidduplication.

The ebs: central start ribbon will appear with additional icons if your school has identified in

Institution Settings that it uses SchoolEdge or a third party timetablepackage.


6: Reference Data Overview

Reference Data is where your school’s fee types, fee values and fee waivers are managed.

Reference data is used to manage many other key elements of ebs: central, for example the

allocation of account codes to fee types and setting uptills.

The system will come pre-loaded with a set of Fee Categories (which are not visible to schools),

fee types, values and waivers. Schools are required to review these and where applicable add

school specific fee types and values.

For details on how to adjust these, refer to the User Guide for SystemsAdministration.

Reference Data, in particular, is key to managing fee structures and will be covered in Module4:

Creating and Managing Fee Structures.


7: Institution Settings Overview

The Institution Settings functionality allows you to edit system settings. Many of these are

established as default settings when ebs: central is provided to the school, however forfurther

information on what you can modify, refer to the User Guide for Systems Administration.

Note: Only users provisioned with the Systems Administrator role in ebs: centralare

able to access and modify ebs InstitutionSettings.


Viewing a Student’s Financial Information (1/2)

Additional financial information for a student is found on the Finance Details tab within the Student

Details screen. Most of the information visible on the Finance Details screen is view only and flows

from ERN at enrolment. However, you are able to manually adjust the student’s status on ‘Source of

Funding’, ‘Fee Exempt’ and ‘Principal’s Exemption’. This screens displays the following

information:

Field Description

Source of

Funding

This field is used to identify if the student is domestic, domestic full fee paying or foreign for fee

payment purposes.

Note: Changes made to a student’s Source of Funding will have implications for the student’s finance.

Students with different sources of funding may have to pay different fee amounts depending on

whether a different fee amount has been defined for Domestic’ ,‘Foreign Students’ or ‘Domestic Full

Fee Paying Students’ during fee setup.

Receive

Centrelink

BenefitThis information is maintained in ERN and is view only in ebs: central.


Viewing a Student’s Financial Information (2/2)

Field Description

Has Health Care Card

This indicates that the student holds a current Health Care Card. If ticked, the

health care card waiver will apply to this student when they are enrolled into a

curriculum offering where the waiver has been attached.

Note: This waiver only applies to preschool fees.

Financial PositionThis number is system generated and is based on the number of students per

family that are enrolled in a particularschool.

Fee Exempt/Principal’s Exempt If ticked, the student will receive these waivers where it exists for a fee.

Note: The exempt fields (Principal/Fee/Health Care Card) must be nominated before a

student is enrolled into a UIO that has an enrolment fee with exemptions applied. Further

information is provided in module Managing Fee waivers, concessions and Exemptions.



Course Introduction


Overview









Course Summary



to:

• identify the set up required before using the

ebs Cash Desk

There are a number of key set up activities that must be completed before you can start applyingfees

and taking payments in the Cash Desk. These include:

connecting your till

setting up default printers for Cash Deskreports

reviewing pre loaded fee types

adding school specific fee types and feevalues

reviewing and updating fee waiver, concessions and exemptions.

Overview of Setting up the Cash Desk

Note: Many of these are one-off initial set up activities and will not requireongoing

maintenance.


Connecting your TillPrior to accessing the Cash Desk, you will need to identify a computer that will be used as a till to

process payments. In ebs, a ‘till’ refers to the actual computer that has been set up to process

payments in the Cash Desk.

Only staff provisioned with SAM or SystemAdministrator roles in AMU can set up a

computer as a ‘till’ in ReferenceData.

For instructions on connecting a PC to the Cash Desk, refer to the SM12_QRG_01: How

to set up the Cash Desk.

Add the PC details to

create a computer as a

till. Note: do not change

the allocated till number.

Select Till Numbers from

the List View.


Prior to accessing the Cash Desk, you will need to set up the default printers for the following ebs

reports, refer to the SM01A_QRG_07: How to set up default printers for ebs reports and receipts

for further information.

Set up Default Printers for ebs Cash Desk Reports

A4 Payment Receipt 80mm Payment Receipt

Note: A4 Payment receipt is report ID 103 and 80 mm Payment Receipt is report ID106.

Select Default

Printers from the

Reporting ribbon.

Select the search icon to

search for a report.

Click Add icon.


Note: Refer to SM01a_QRG_07 How to set up default printers for ebs reports and

receipts for further information.

Prior to processing any fees using the Cash Desk, the Day 1 fee mapping and fee structure must be

set up for your school.

This includes:

Review pre-populated fee types, fee values and fee waivers.

Create new fee types as required.

The next module will provide an overview of how to set up the fee structure for your school in ebs.

Fee Mapping and Fee Structure Set Up

Note:

For further information on Day 1 fee mapping refer to SM12_QRG_01: How toset

up the Cash Desk.

For further information on how to set up the fee structure at your school refer to

SM12_QRG_02: How to set up Fee Types, Fee Values, Fee Waivers,

Concessions and Exemptions.


Review and Update Fee Waivers, Concessions and

Exemptions

Prior to applying enrolment fees to students it is recommended that waivers, concessions and

exemptions that are prepopulated in the system are reviewed and updated (where required) for

your school.

Fee waivers, concessions and exemptions need to be attached to the relevant fee types.

Note: Further details on how to set up Fee waivers, concessions of

exemptions SM12_QRG_02: How to set up Fee Types, Fee Values, Fee

Waivers, Concessions and Exemptions.

Note: Policy advice in FISH should be followed when applying fee waivers,

concessions and exemptions.

Note: Refunds can only be made against the method from which the payment

wasoriginally made i.e. cheque payment - cheque refund, POP payment -

POPrefund.


Module 4: Creating and Managing Fee Structures


to:

understand the fee structure in ebs

describe what fee categories, fee types and

fee values are and how they relate to each

other

describe what is required for setting up a

school’s fee structure

understand the difference between ‘people’

and ‘enrolment’ fee type

create fee types and fee values in Reference

Data

create and update fees in Curriculum

understand how to attach fees to a UIO.

Course Introduction


Overview









Course Summary


Managing Student Finance Process Model

Establish Fee

TypesEstablish FeeValues

Establish FeeWaivers/Exemptions

Process Cancellations, Refunds and Cheque Dishonours

Process Student Fees and Receipts

Attaching Fees to Students

Process End of DayReconciliation

Process Banking SAP Finance


Establishing Fee Structures

Fee Category

e.g. Sport

Fee Type

e.g. Netball

Fee Type

e.g. Soccer

Fee value for

offering = $55

Fee value for

offering = $60

Note: Only a user provisioned with a School Finance Admin role in AMU can create or edit fee items in

Reference Data and Curriculum.

Fee Types are the specific types of products or sales items that sit

within Fee Categories. Once set up, fee types can be used to attach

specific fees to students and/or curriculum items. In this example,

under the ‘Sport’ Fee Category, ‘Netball’ and ‘Soccer’ are set up as

separate Fee Types.

Fee values link together Fee Types and the amount of the payment.

All Fee Types must have a Fee Value attached. The Fee Value can

be specified at the Fee Value level or when attaching a fee in

Curriculum. In this example ‘Netball’ has the Fee Value of $55.

Fee Categories sit at the highest level of the fee structure. They are

used to organise related fees into a product category e.g. ‘Excursion’

or ‘Sport’. They are not visible to schools.


Prior to processing any fees using the Cash Desk, the fee structure must be set up for your school.

This includes the use of fee categories togetherwith the set up of fee types and fee values.

Fee Categories

A complete list of approved Fee

Categories have been prepopulated in

ebs: central Reference Data by School

Finance.

Fee Categories are not visible to schools.

Note: For more information on fee categories and the full list of GL Account Codes

and Fund Codes for each Fee Category refer to the SM12_QRG_01: How to setup

the Cash Desk.

Fee Category

e.g. Sport

Fee Type

e.g. Netball

Fee Type

e.g. Soccer

Fee value for

offering = $55

Fee value for

offering = $60


Fee Category Definitions (1/3)


Fee Category Long Description Fund Code Tax Code GL Account Code

ADMINCHGS Administration Charges 6300 S2 403330

BEQUESTS Bequests 6300 S5 420007

BOARDNGFEE Boarding Fee 6300 408344

CANTEENSLS Canteen Sales 6300 420011

COMMISSINS Commissions 6300 S1 420005

CONFFEE Conference and Seminar Fees 6300 S1 408338

DEINTERNAT DE International Students 6100 S5 405003

DGRBLD DGR School Building Fund 6811 S7 420023

DGRLIB DGR School Public Library Fund 6812 S7 420023

DGRGIFT DGR Special School Gift Fund 6813 S7 420023

DGRSPECIF DGR Specific Funds 6814 S7 420023

DNTSASSETS Asset Cash Donations/Contributions 6300 S5 437501

DONATIONS Donations Non P&C 6300 S5 420007

DONPC Donations P&C 6300 S5 420006

EXCURSIONS Excursions 6300 420001

EXTCURCULR Extra Curricular 6300 420020

FARMLVSTK Farming – Sale of Live Stock 6300 420101

FARMPROD Farming – Sale of Produce 6300 420102




FUNDRAISNG Fund Raising 6300 420002

GRANTEXTGO Grants – from Ext Gov’t Agencies 6300 430053

GRANTSBUDS Grants – from Budget Sector Agencies 6100 430003

GRANTSCOMG Grants – from Commonwealth Gov’t Agencies 6200 430054

GRANTSPVT Private Sector Grants to Schools 6300 437502

HSTLCATER Hostel – Catering 6300 408901

INTERNAL Internal Public Money 6300 420024

MISCELLNS Miscellaneous 6300 420100

PERFMACT Performances/Activities 6300 420019

PRESCHFEE Pre-School Fee 6100 420004

RSDENTLFEE Residential Student Fees 6300 408341

SALMADJUST Adjustments 6300 S5 528697

SALSPRMT Sales of Products & Materials 6300 406670

SCHCONTRIB General School Contribution 6300 S2 420009

SHORTHIRE One Off Facilities Hire 6300 420003

SPNSORSHIP Sponsorships 6300 S1 420008

SPORT Sport 6300 S2 420021




SUBCONTRIB Subject Contributions 6300 S2 420010

3RDPARTY External 3rd Party Public Money 6820 S5 420018

UNALLRECPT Unallocated Reciept 6910 S5 212025

UNKNOWNPOP Unknown POP 6910 S5 212015

Setting Up Fee Types A set of Fee Types will come prepopulated

with the system, however schools are

required to independently set up any

additional fee types to meet their needs.

Setting up a fee type involves matching the

Fee Type to the correct Fee Category and

selecting the appropriate account

assignments. This process is essential to

ensure that any incoming and outgoingfunds

are tracked appropriately in SAP.

Once set up, Fee Types are used to attach

fees to students and/or curriculumitems.

When a payment is processed in the Cash

Desk a fee type is selected. This identifies

which accounts the incoming funds go to in

SAP.

Note: Internal orders are also linked to Fee

Types.

Note: For more information on how to set up Fee Types, refer SM12_QRG_02:How

to set up Fee Types, Fee Values, Fee waivers, Concessions and Exemptions.

Fee Category

e.g. Sport

Fee Type

e.g. Netball

Fee Type

e.g. Soccer

Fee value for

offering = $55

Fee value for

offering = $60


There are two types of fees that can be set up: ‘People’ and‘Enrolment‘.


Charge Level People Enrolment

Used for?

Processing sundry

(adhoc over the

counter) payments that

do not require billing

Used to attach a fee to a student for

billing purposes. The fee is attached

to a UIO and all students enrolled into

the UIO will inherit the fee

Where is the Fee Value

established?Reference Data Curriculum

Receipt Description

contains

Long Description from

the Fee Type

Short description from the Fee Type

and the full description from the UI.

Note: the word for is inserted

between the two fields

Statement of Account

contains

Short description from the Fee Type

and the full description from the UI.

Note: the word for is inserted

between the two fields

People and Enrolment Charge Level Fee Types

Examples of Fee Types

PEOPLE LEVEL FEE TYPES

(Sundry – no billing required)

Student Sundry Fees:

School Hat

School Diary

Voluntary Contributions - Sundry

Excursions (Not billed)

Other Sundry Fees:

One-Off Facility Hire

Commissions

Book Club

School Operated Canteen

ENROLMENT LEVEL FEE TYPES

(Attach to Statement ofAccount)

Student Enrolment Fees:

Excursions

Food Component

Book Pack

Voluntary Contributions -

Enrolment

Instrument Hire

Carnival

Sport/PSSA

Swimming Lessons

Note: Only Boarding Fees can be

invoiced.

Note: A Fee Type can be both a People AND Enrolment Level Charge but the

description must be unique.

Below are examples of People and Enrolment FeeTypes:


Fee Types for Building/Library/Gift Funds

Note: A Fee Type can be both a PeopleAND Enrolment Level Charge but the

description must be unique.

When setting up a Fee Type for a Building/Library/Gift Fund as a Deductible Gift Receipt (DGR), to

ensure it is compliant with ATO policy, correct wording must be used and the Deductible GiftReceipt

checkbox must be ticked.

Short

DescriptionLong Description Example

Deductible Gift

Receipt

Checkbox

Building Fund[Insert School Name]

Building Fund

Field Primary School Building

Fund

Library fund[Insert School Name]

Library Fund

Field Primary School Library

Fund

Gift Fund[Insert School Name]

Gift Fund

Field Primary School Gift

Fund


Setting up a People Fee Type (1/3)

To set up a ‘People’ Charge Level Fee Type in Reference Data, follow the stepsbelow:

Select the Reference Data icon from the System ribbon.

Select the List View radio button.

3 Click on Fee Types from the list.

2

3

2

1

1



4 Click to select the ‘People’ Charge Level radio button.

5 To add a new ‘people level’ fee type click the Add icon from the ribbon.

5

A list of the fee typesthat

have already been

populated in the Student

Management system is

displayed in the Fee

Types grid.

4



Note: For further information on what to enter into each field, refer to SM12_QRG_02:

How to set up Fee Types, Fee Values, Fee waivers, Concessions and Exemptions.

6 Populate the Fee type details panel with the correct account assignment information.

6


Setting up an Enrolment Fee Type (1/4)

To set up an ‘Enrolment’ Charge Level Fee Type in Reference Data, follow the steps below:

1 Select the Reference Data icon from the System ribbon.

1


3 Click on Fee Types from the list.

22

3



5 Click to select the ‘Enrolment’ Charge Level radiobutton.

A list of the fee typesthat

have already been

populated in the Student

Management system is

displayed in the Fee

Types grid.

6 To add a new ‘enrolment level’ fee type, click the Add icon from the ribbon.

5

6



7 The GL Account Number and Fund Code will populate with the account

assignment associated with the selected Fee Category and is non editable.Populate

the other fields with the correct account assignment information. Fields that are ‘red’

are mandatory e.g. GST Code, CostCentre.

7

Select Save8



Note: An enrolment fee type is designed to be used against any number of

Unit Instance Occurrences, the Fee Type name and descriptions given

should be generic. For example an excursion fee type can be attached to all

excursion UIOs and the fee details can be edited at the UIO level to reflect

the relevant account assignments e.g. cost centre, internal order etc.


Below are a description of the key fields that may be modified in the Fee Type panel.

Fee Type Definitions

Field Description

Required/Optional/

Recommended/Not

Required/Default

Fee Type Free text field that allows users to name the Fee Type. Required

Short Description Provides a short description of the Fee Type. Required

Long Description Provides a longer description of the Fee Type. Required

Fee Category Allows users to select an existing Fee Category from the drop-down. Required

Transaction Type Refers to whether the transaction is a fee or receipt. Do Not Modify

Include in Return This is a checkbox that is already ticked. Do Not Modify

Account CodeGeneral Ledger (GL) accounts are the accounts used to record transactions

relating to a company’s assets, liabilities, revenue and expenses.Required

GST Code

Allows users to define the GST which applies to the fee. Options include:

S1 (Taxable)

S2 (GST- Free)

S3 (GST- Exempt)

S6 (Wine Eq Tax)

S7 (Deductable GR)

Required


Below are a description of the key fields that may be modified in the Fee Type panel.


Fee Type Definitions

Field Description

Required/Optional/

Recommended/Not

Required/Default

Allow RefundThis is a checkbox that will default ticked. Determine whether this Fee type will

allow refunds.Default

Round to NearestRounds the value of the fee to the set ‘Round to Nearest’ value. It is

recommended that this be leftblank.Optional

MinimumValue Defines the minimum value for the fee. It is recommended that this be leftblank Optional

ChargeDefines whether users wish to charge a fee on each enrolment, or once off.

Majority of charges will be ‘every time’Required

Enforceable Debt Defines whether this fee type is for legally enforceable debt. Only Boarding

School Fees are enforceable.Optional

GL Cost Centre Cost centres are used for internal reporting and budgetingpurposes. Required

GL Fund Code Fund Codes are used for internal reporting and budgeting purposes. Required

GL InternalOrder Internal Orders are used for internal reporting and budgetingpurposes. Optional/Required

GL WBS Element A Work Breakdown Structure (WBS) can be attached ifrequired. Optional/Required

Deductible Gift

Receipt

Used to indicate that this charge may be tax deductible. This is required for

DGR fee types i.e. School Library Fund, School Building Fund and Special Gift

Fund (SSPs)

Optional

Managing Student Finance process Model

Establish Fee









Setting Up Fee Values

Fee values allocate an ‘amount’ to a fee.

Fee values can be assigned in Reference

Data or Curriculum.

It is recommended that Fee values for People

fee types are set up in Reference Data.

It is recommended that Fee values for

Enrolment fee types are assigned in

Curriculum.

Fee Category

e.g. Sport

Fee Type

e.g. Netball

Fee Type

e.g. Soccer

Fee value for

offering = $55

Fee value for

offering = $60

Best Practice: Before adding a new value, you should always ensure a value doesn’t

already exist. You can search for a fee value by selecting ‘find fee values’ from theribbon.

Note: If there is no fee value set up against a fee type it will not appear in the CashDesk

for selection when processing payments.


Setting up Fee Values in Reference Data (1/5)

To set up a Fee Value in Reference Data, follow the steps below:

1



3 Click on Fee Values from the list.

2

1

2

3



4 Click to select the ‘People’ Charge Level radiobutton.

5 To add a new ‘people’ level fee value, click the Add icon from the ribbon.

4

5



6 Select the relevant fee type from the Fee Type dropdown. The data entered for the Fee

Type will cascade and automatically populate the relevant fields.

6



Populate the Fee Value panel with a dollar value for the fee type using the table below as a guide.

The amount can be left blank and edited in the Cash Desk if required.

Field Description

Amount Allows you to input a dollar value for the fee. Required

Domestic FCRAllows you to enter a separate dollar value for domestic

FCR students. (Students identified in Finance Details tab)Optional

Foreign FeeAllows you to enter a separate dollar value for foreign

students. (Students identified in Finance Details tab)Optional

Hint: The dollar

amount entered in

fee values can be

edited in the cash

desk.

7


Note: For further information on what to enter in each field refer toSM12_QRG_02:

How to set up Fee Types, Fee Values, Fee waivers, Concessions and

Exemptions.

Fee Values MUST have a start date. The start and end dates indicate when thefee

type will be available for selection in the Cash Desk.


8

Enter a start date. This is a mandatory field. The end date can be left blank or enter

31/12/2030.8

Confirm the data entered for the Fee Type has cascaded, populated the relevant fields and is

correct.

Select Save9


Enrolment Fee Values and Curriculum

School

Curriculum

Unit Instance

(UI)

Unit Instance

(UI)

Unit Instance

Occurrence

(UIO)

Unit Instance

Occurrence

(UIO)Fee Setup

Enrolment Fee Values can be allocated against a fee type at the UIOlevel.

Note:An Enrolment fee value should be allocated to a UIO before students are enrolled

into a UIO. This will ensure that the allocated fees are inherited by all students enrolled

into the UIO. If the fee value has not beenapplied

Fee values are allocated at the UIO level

and are only applicable to that UIO. They

will not cascade to future UIOs. Once

students are enrolled into the UIO theywill

inherit the fee/s


Legally Enforceable Fees – Boarding School Fees

Note: Boarding school fees are legally enforceable and are managed

through SAP. Schools create a Contract with a billing plan in SAP for the

Financially Responsible Adult (FRA).


Attaching Fees to UIOs (1/3)

2

To attach a Fee Value to a UIO, follow the steps below:

1 Navigate to Curriculum and select Curriculum Search to search for a UI.

Double click on the UIO and select the Fees field under theUIO.

3 Select Add from the ribbon in order to add a new fee to theUIO.

2

1 3


Attaching Fees to UIOs (2/3)

4 Select a Fee Type from the dropdown. The fields will populate with the data that

was entered in Fee Types in ReferenceData.

Enter a Start and End Date and an Amount

Ensure all account assignments are correct. Edit if required.

Note: Fee types must be set up in Reference Data to be available in the dropdown.

Fee values MUST have a start date.

4

Select Save5


Module 5: Managing Waivers, Exemptions and

Concessions

Having completed this module,

you will be able to:

describe the different fee reduction

methods in ebs: central

define what a waiver is

identify what predefined waivers are

available in Reference Data

apply concessions/exemptions to a

student.

attach waivers and exemptions to a

fee type

Course Introduction


Overview







Course Summary

Module 2: Student Finance NavigationModule 2: Student Finance Navigation


Note: While the system refers to 'fees', all payments by parents are

classed as ‘contributions’ in policy except for Boarding School Fees.


Managing Student Finance Learning Model

Establish Fee









Fee Reduction Methods in ebs


There are two separate fee reduction methods in ebs:central.

.Fee waiver/exemption:

Fee waivers are set up as a specific fee reduction based on a business rule, e.g. a 25% discount for

a second child when the family is being charged for voluntary school contributions (if this business

rule is described in your school policy).

A fee waiver can be attached to any enrolmentfee.

Whena fee type is attached to a UIO the fee waiver is applied to all students who are enrolled and

meet the business rule.

Exemptions are processed identical to waivers within ebs: central but are relevant to an individual

student. The student must first be identified as eligible for the exemption before the exemption

waiver is attached to a fee type. When the students are enrolled, any student identified as exempt

will be billed a reduced amount.

Overriding a voluntary fee:

A financially responsible adult (FRA) or student may request to pay a reduced amount for a

voluntary contribution for a variety of reasons.

ebs: central provides the functionality to process these types of concessions on a student-by-student

basis.

A set of waivers are prepopulated in the system which already have defined operationalrules

attached. These include both partial waivers, as well as full feeexemptions.

Prior to allocating waivers to enrolment fee it is recommended that the prepopulated waiversand

exemptions are reviewed and edited (where required) for your school.

Fee waivers, concessions and exemptions will also need to be attached to the relevant fee types.

Fee Waivers, Concessions and Exemptions

Note: Further details on how to set up Fee waivers, concessions and exemptions



Note: Policy advice in FISH should be followed when applying fee waivers,

concessions and exemptions.


Fee Waivers

Code Description Exemption Type Recommended/ Default Business Rules

SIB2 Sibling 2 Discount% Percentage of

course25% discount.


course50% discount.


course100%. discount

PE PrincipalsExemption% Percentage of

course100% discount.

HCC Health Care Card Set amountUsed for Pre-Schools; schools to determine discount

amount

O/S Overseas Z – Zero amount Used to waive fees for international students.

IEC IEC & DEC Z – Zero amount Used to waive fees for IEC students where applicable

EX Exempt Z – Zero amountUsed to identify students who the school has decidedwill

be exempt for fees. 100 % discount.

Below are a description of the waivers/exemptions that are pre-populated in the system and the pre-

defined business rules.

Note: Fee Waivers are preloaded into ebs: central via MasterData.


Pre-school Health Care Card Waiver Set Up

Note:

Schools are provided a waiver entitled, Health Care Card, that is to be used to

discount pre-school fees for those students and families who currently hold a

health care card in accordance with the Department of Education Preschool

Classes - Fee Schedule.

By default, this waiver uses the ‘Set Amount’ Calculated By option without a

defined Value.


Identifying a Student who is Exempt Students with a Health Care Card or a Fee/Principal’s exemption must be identified on the

Finance Details tab within the student’s profile in ebs before they are enrolledinto a UIO that

has a fee type attached where a fee waiver applies.

A student can also be identified as entitled to a ‘Fee Exempt’ and/or ‘Principal’s Exemption’ by

checking the Fee Exempt and Principal’s Exemption checkboxes on the Finance Details

tab. When this waiver type is attached to a fee value the student will be identified as being

eligible for the waiver.

Note: In the case that a parent/carer applies for an exemption/concessionafter receiving

a Statement of Account (SOA) and it is approved, the exemption/concessioncan be

applied against the relevant fee in the student’s Enrolment tab. The SOA will then reflect

the reducedamount.


Applying Waivers

Note: Fee waivers must be attached to a fee type before the fee type is attached toa

UIO.

Note: Fee waivers cannot be applied to People fee types.

Note: Specific information on applying preschool waivers is contained in FISH –

Preschool.


Editing Waivers, Exemptions and Concessions (1/3)

1

To view and edit a Fee Waivers, follow the below steps:


1


3 Click on Fee Waivers from the list.

22

3

Waivers and exemptions are managed in Reference Data. You are able to view and allocate predefined waivers and exemptions, as well as create additional items if required.


Note: Further details on how to set up fee waivers, concessions ofexemptions




5

Click to select the relevant

waiver.44

Edit the fields in the

Waiver Type and Waiver

Value panels as required.

Note: Adescription of the

key fields that may be

modified is provided on

the next slide.

5

The list of the fee waivers that have been pre-populated in the Student Management systemis

displayed in the Fee Waivers grid.

To edit an existing Fee Waiver:

Hint: Leave the Start Date and End

Date blank if the waiver is to stay the

same eachyear.


Below are a description of the key fields that may be modified in the Waiver Type and

Waiver Value panels.



Field Description

Start Date Refers to the start date of the waiver. You can leave this blank if they wish to leavethe

waiver open.

End Date Refers to the end date of the waiver. You can leave this blank if they wish to leave the

waiver open.

Calendar

Occurrence

Allows you to define the calendar occurrence for when you want the waiver to apply.

Users can leave this blank if they wish to leave the waiver open.

Calendar

Type

This field will automatically populate with the calendar type corresponding to the

calendar occurrence.

Calculated By Allows users to define how the waiver is calculated, eitherby:

A (Abs. Discount), C (Capped Fee), F (Set Fee), P (% of Fee), R (Reduce by %), Z

(Zero Fee).

Value The value refers to the discounted amount for the waiver. Whilst the symbolwill

always remain ‘$’, the number entered here can reflect a percentage discount if either

the ‘P’ or ‘R’ Calculated By options areselected.

Attaching a Fee Waiver to a Fee Type (1/3)

Note: You will need to complete a separate process to attach the Fee Waiver to a Fee

Type. Fee waivers can only be applied to an Enrolment Level fee type in Reference Data.

To attach a Fee Waiver to a Fee Type, follow the steps below:

3

Select the Reference Data icon from the System ribbon1

Select the List View radio button

Click on Fee Types from the list3

1

2 2



4 Click to select the ‘Enrolment’ Charge Level radio button.

5 Click to select the fee type you wish to apply a waiver to e.g. Voluntary School Contributions.

4

5



6 In the Waivers for Fee type panel check the relevant boxes in the Attach? column against each

of the fee waivers that are to be applied to the feetype.

Note: You are able to select the Cumulative? checkbox once waivers have

been marked as attached. This will mean that students who meet the

conditions of a combination of the selected waivers will receive a cumulative

waiver.

6


Applying Exemptions

Note: The ‘Fee Exempt’ and ‘Principal’s Exemption’ waivers, need to

be identified on a student in Finance Details before they are attached to

a fee type.


Bulk Re-application of Fee WaiversIn the instance that students are enrolled into a UIO and waivers are not applied correctly

e.g. when rolling student enrolments forward, waivers can be reapplied in bulk on the

Bulk Operations screen using the Re-apply Waivers button. This functionality is also

available through Year End Management.

Note: After all students have been rolled forward in their Scholastic Year, if waivers exist

on fee types that are attached to a Scholastic Year, the waivers will need to be reapplied.

This must be completed in sequence from the highest grade to the lowest i.e. Year 6 first

followed by year 5,4,3,2,1,K.


Re-apply a Fee Waiver in Bulk (1/4)

Select the Bulk Operations icon from the Start ribbon.

To reapply fee waivers for a group of students, follow the steps below:

Note: The Bulk Operations icon allows you to process ebs: central

transactions for a group of students simultaneously.

1


1


In the Enrolments tab, conduct a search for the students you wish to re-applya fee waiver to

using the Condition Builder within Bulk Operations.2

Select the students to whom you wish to reapply the feewaiver3

4 Select the Re-Apply Waivers icon from the Bulk Operations ribbon.

2

3

4



Where successful, the sum of the fee waiver will be removed from relevant fees against the

selected student/s.

Note: Waivers cannot be applied where payments have already been

made for an enrolment. An error message will appear. Deselect the

student with associated payments and repeat the previous steps.



Note: Where payments have already been made for an enrolment, you will need to:

Unmatch any payments (receipts) made against the fee

Re-apply the fee waiver (using the process on the previousslides).

Allocate a portion of the unmatched receipt to the new fee amount (after the waiver

has been applied).

Note: Any residual credit will remain as a ‘credit’ against the student.

For details on how to unmatch and rematch a fee and payment, refer toSM12_QRG_03:

How to unmatch and rematch a fee and payment (receipts) in Cash desk.

Hint: Filter the Bulk Operations > Enrolments screen (scroll right) to identify the

payment and waiver status of students enrolled by adding conditions or sorting the

Amount Charged, Amount Paid and Amount Outstanding and Waiver columns.

For example, filtering enrolments where Amount Paid = 0 and Waiver = DISCOUNT

will show all students where the fee waiver ‘DISCOUNT’ can be successfully re-

applied without the need to unmatch the fee first.

Note: The above is an example. You will need to filter for the waiver code that you

have defined.


Generate Fees/Apply Waivers - Year End

Management (1/3)

The year end management functionality enables you to generate a fee/s and apply waiversfor

students who have already been rolled forward.

This function alerts you to any fees or waivers that were attached to the previous year’s UIO and

students have not been charged for. The fee/waiver can be generated if required. For example,

a scholastic year has a fee attached after the students were enrolled and therefore the students

didn’t inherit the fee and the waiver was not applied. The fee can now be generated and the

waiver applied to the fee using this function.

Select Year End Management from the System ribbon.1

1



Management (2/3)

2 Select Run on Generate Fees / Apply Waivers.

2



Management (3/3)

3 The Bulk Operations screen will open, displaying all students where fees / waivers

have not been applied. Select the enrolment/s.

3

4 Click the Re-Apply Waivers or the Generate Fees icon from the BulkOperations

ribbon. The waivers/fees will be applied to the selectedstudents.

4


Overriding a Fee (1/4)

Select the Student Search icon from the Start ribbon1

Complete the search for a student and open the student profile2

A financially responsible adult (FRA) or student may request to pay a reduced amount for a

particular fee for a variety of reasons. Whilst no authority exists within schools to override legally-

enforceable fees, the school principal is able to provide concessions on fees. ebs: centralprovides

the functionality to process these types of concessions on a student-by-student basis.

To override a fee, follow the steps below:



3

4

Navigate to the Enrolments tab.

Navigate to the Payments tab within Enrolments.

43



5 Select the fee you wish to override from the Fees list and change the N to Y

5



6 Override the Actual Fee field in the Fee Details panel to the new value.

Note: By default, the Actual Fee will first read the same as the Standard Fee unless

overridden.

Note: If part or full payment has been made against the fee, the actual amount cannot

be overridden. Before the actual fee can be edited follow the SM12_QRG_03: How to

unmatch and rematch fees and payments (receipts) in the Cash Desk.

6

7 Click Save


Applying a Waiver after Enrolment into a UIO (1/3)

If an exemption waiver has been attached to a fee type but a student has not been identified as

eligible for the waiver before enrolment, the waiver can be applied in the Enrolment tab.

1

2

To apply the waiver, follow the steps:

Select the Student Search icon from the Start ribbon.

Complete the search for a student and open the studentprofile.



Navigate to the Enrolments tab3

Navigate to the Payments tab within Enrolments4

3 4


0


5 Select the fee you wish to apply the waiver to from the Fees list.

In the waivers panel edit the Att field to Y.6

6

5

Select Save.7


Module 6: Attaching Fees to Students and Generating


Having completed this module, you will be

able to:

identify when a people level charge is

attached to a student

attach a people level charge to a

student

list the advantages of using enrolment

level charges to attach fees to

students

know how to remove a fee from

curriculum or student

generate a Statement of Account

(SoA).

Course Introduction


Overview









Course Summary


Managing Student Finance Learning Model

Establish Fee

TypesEstablish Fee Values








Background

Prior to being able to process a fee for a student in the Cash Desk, you must attach the fee to a

student. In ebs: central, two broad categories of fees exist. These are People-level charges and

Enrolment-level charges.

Student Fees

People-level

charge

Enrolment-level

charge

Will only require fee attachment

through the Enrolments tab if

required to appear on the SOA.

Fees will automatically flow

through to the student if they

are enrolled in the UIO.


Attaching People-level Charges

Student Fees

People-level

charge

Enrolment-

level charge



required to appear on the

Statement of Account



are enrolled in the UIO


Student Accounts

Note: People level charges will more commonly be processed

as a ‘Standard’ sundry and will not require attaching to a

student. However, if you require these charges to appear on a

student’s Statement of Account or the Unpaid Fees Report,

the charges will need to be attached to the student manually.

The process is demonstrated in the next few slides.

Enrolment level charges, on the other hand, will appear in all

three of these areas once a student is enrolled into the

curriculum-item.


Attaching People level Charges (1/5)

To attach a people level charge to a student, conduct a student search from the home

page.

Select the student.

The student details screen will open


Attaching People level Charges (2/5)

Select the Enrolments tab and navigate to the Payments tab.1

2 Click Add Fee in the ribbon to add a new fee.

2

1


Attaching People-level Charges (3/5)

Populate the Fee Details panel. When you select the Fee Type, the majority of fieldson

this panel will automatically populate with its associateddetails.3

Note: If the UI Code is left blank, the dropdown list will present people

level charges.

Select Save.4

Once a Fee Type is selected, the

Fee Values will automatically

cascade down.

You have the option to edit the actual fee if required

3


110

Attaching People-level Charges (5/5)

You are able to view this fee in the Cash Desk by navigating through the Go To button

on the Payments ribbon.7

7


Attaching Enrolment level Charges

Student Fees

People level

charge

Enrolment

level charge



required to appear on the

Statement of Account.



are enrolled in the UIO.


112

Advantages of Attaching Enrolment level Charges

If fees have been attached to UIOs, enrolment level charges offer a number of time

saving advantages for SASS. Using Enrolment level charges in ebs: central will provide

the following advantages:

Students enrolled in the UIO will automatically inherit the fee

You no longer need to manually attach course-related fees to a student

You are able to bulk enrol students to a curriculum item, therefore attaching

fees to multiple students concurrently


Attaching Individual Enrolment level Charges

By enrolling a student into a UIO they will automatically inherit the fees. These fees will appear in

the payments tab of the Enrolments tab. To enrol a student into a UIO on the Enrolments tab:

Search for the relevant student and navigate to the Enrolments tab

Select Add Enrolment. A blank Enrolment Details screen willappear

1

2


Attaching Individual Enrolment level Charges

3 Complete the Enrolment Details panel.

Note: Comprehensive details on how to enrol a single student into a UIO in the

Enrolments tab of student details are covered in Module 2: SM07: Managing

Enrolments and Progressions (ebs Enrolment Methods)

The Cal Occ Code field defines when the student will be enrolled

against the UI. This is based on the UIOs that have been created

against the UI e.g. 2014, 2015, Term 1 – 2014.

The Progress Code field identifies the

default enrolment action of a student

against the UI e.g. AActive.

If students are split into more than one

class for the UI, student groups are

created. A group can be selected

through the search option.

Enter the relevant UI Code or use the

search icon to conduct a UI search e.g.

6M, Stage 3 Camp.


Variations: Midterm Enrolments

Note:

• Any student that starts at the school during the school year will also

need to be enrolled into the school in ERN and all relevant ebs

enrolments. Additional details will need to be updated in ebs for these

students on the Special Details screen on the Enrolment tab within the

student’s profile. This includes the actual Start Date in attendance which

is required so that statutory attendance is reflected accurately.

• For further information for managing midterm enrolments is covered in

SM07_QRG_01: How to do a midterm UIO enrolment or withdrawal

for a single student.


Attaching Bulk Enrolment level Charges

Note: In ebs: central, the attachment of fees to a group of

students occurs automatically when they are enrolled to a

curriculum item, as long as a fee is attached to the UIO prior to

enrolment. The process on completing a bulk enrolment is

covered in SM07c: Managing Enrolments.


The Statement of Account (SoA) provides parents/carers with a full account overview for

any student for whom they are listed as the Financially Responsible Adult (FRA).

The SoA can be generated for the whole school or for an individual student. It provides

details on a student’s outstanding fees including an opening balance and contributions

owing.

The Student SoA by Scholastic Year can be generated for the specific scholastic years.


What is a Statement of Account (SoA)?

Note: Boarding school fees are legally enforceable and are managed through SAP.

Schools create a Contract with a billing plan in SAP for the Financially Responsible

Adult (FRA).

Generating the SoA from the Reporting Cradle

Click the Reports icon from the Start ribbon1

To access the Reporting Cradle, follow the steps below:



Select the report you wish to generate from the left hand tree view. In this example,select

the Student Statement ofAccount.

Note: Student Statement of Account by Scholastic Year is also available

2

Note: By clickingon the + sign next to the folder, will open the folder to display all the

reports available in that folder.


2


Select the relevant report parameters3

Click View Report4


Viewing the SoA

.

Note: Once the

report is open,

this report can

be emailed to

the staff

member if

required.

Note: You can view the report that is

generated within the browser. From

here you are able to save the report to

a nominated folder on your computer,

and/or print this report using the

appropriate buttons on the document

panel. NOTE: Only SAVE as a PDF for

printing as this report is not designedto

be saved as a Word Doc and will

generate data errors.


Generating the SoA by Scholastic Year from the

Reporting Cradle

.

Select View

Report.

Select Progress

Types and Scholastic

Year.


.

Viewing the SoA by Scholastic Year

Note: You can view the

report that is generated

within the browser. From

here you are able to save

the report to a nominated

folder on your computer,

and/or print this report

using the appropriate

buttons on the document

panel.

NOTE: Only SAVE as a

PDF for printing as this

report is not designed to

be saved as a Word Doc

and will generate data

errors.


Course Summary

You have completed the Managing Student

Finance eLearning course.

Having completed this course, you can now:

set up the ebs cash desk for Day 1

create and manage fee structures

attach fees to individual and groups of

students

view and attach fee waivers and

exemptions to a fee type

adjust individual student fees upon

approval

generate a Statement of Account (SoA).

Course Introduction


Overview









Course Summary


Additional Reference Materials


Related training material

SALM-SM12b Managing Student Finance Part 2 – Processing Transactions

SALM-SM12c Managing Student Finance Part 3 – Close Till and Banking

Reference material

Related reference and training material can be located on EDConnect

Intranet Pages.

https://education.nsw.gov.au/edconnect

Finance in School Handbook (FISH) > Voluntary Contributions Policy

Finance in School Handbook (FISH) > School Policy

https://education.nsw.gov.au/schools-finance/policies-handbooks

Documents

Managing Student Finance: PART 1 - FeeAdministration