Billable Services

You can use the Billable Services page to define, view, and manage non-academic items that are part of the student life cycle, such as housing, meal plans, insurance, and parking.

The fees for the services can be applied to the items at the time of registration or during the term. While Student Services staff are the owners of the Services and their assessments, Student Accounts staff can review and change any charges before they are posted to a student account.

Prerequisites

To view the page, you must have:

  • Common - Student - View authorization

  • Student Services - Student Service Type - View authorization

To add, edit, and delete a record, you must have Student Services - Student Service Type - New, Edit, and Delete authorization.

You must have configured the Billing Services.

Access Method

Select the Students tile > select the name in the Students list > expand Student Services > select the Billable Services tile.

Procedure to Add or Edit Billable Service Records

  1. Review the values of the records in the grid.

    Billing MethodClosed The program version associated with the student or item.

    OverrideClosed When you select this option, the flat fee can be overridden and alternate amount can be applied at the time of association with the billable service.

    Post StatusClosed The status of the billable service cost posted to the student's ledger card. For example, pending.

    Program VersionClosed The program version associated with the student or item.

    Rate Schedule BasisClosed Select this option to configure amounts applicable to each grade or program: Credit Based – Specify the dollar amount per credit. Hour Based – Specify the dollar amount per hour Enrollment Based – Specify the dollar amount per enrollment

    ServiceClosed The service code and name.

    Service CategoryClosed The service category for the billable service. For example, disability, housing, insurance and meal plan. Your institution defines any other service categories in the list.

    StatusClosed The associated School Status on the student's enrollment.

    TermClosed Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

    Total Fee AmountClosed The total fee charged by the institution for the billable service.

  2. If you want to: 

    • Add a billable service record, select the New button on the toolbar

    • Edit an existing billable service record, select the Name link

  3. Specify or change the values in the editable fields.

    The Total Fee Amount, Flat Fee Amount, and Scheduled Rate Amount fields are automatically populated when you select a Service.

  4. If your institution has defined other school-defined fields, when configuring billable services, review or specify the following values under Service Defined Fields.

    Because the fields are defined by your institution and vary by institution, your institution will provide any tool-tips or additional information you need to complete or edit the fields.

  5. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button

Procedure to Delete Billable Service Records

  1. Highlight the record you want to delete.

  2. Select the Delete button on the toolbar.