Auto Charges

You can use the Auto Charge page to automatically post a charge when a student enrolls and is subject to various fees, for example, the application fee. These fees are automatically charged to the students and the transactions are recorded in the student ledger card. You can filter the list so that you can configure:

All the transaction codes for a campus
A transaction code for all campuses

When the list is displayed, it contains any charges that were previously configured.

If you choose to configure by campus, you can also specify charges for specific program versions. If a charge is configured for a program version, it takes precedence over a charge configured for the campus. For example, if some of your program versions have a different application fee, you can configure a different application fee just for those program versions.

When posting auto charges to the student's ledger card, Anthology Student uses the term selected in the Auto Charges Term Populate this field if auto-charges are configured. The term selected in this field will be used to post the auto-charges to the student's ledger card. The Auto Charges Term field will display all active terms: - Regular Terms if parent/child terms are not configured; - Parent Term if parent/child terms are configured. field (Student Profile > Enrollments tile).

The system auto-charges amounts by student when the specified event occurs.

If an amount exists for a program version, the system auto-charges that amount.
If no amount exists for a program version, the system uses the amount defined for campus if one exists.

You cannot apply auto charges when you select the following options:

Student Payment
Require Housing
Return Check Fee

Prerequisites

To view the page, you must have Student Accounts - Configuration - View authorization.

To edit the page, you must have Student Accounts - Configuration - Manage authorization.

Access Method

Select the Configuration tile > expand Student Accounts > select Auto Charges.

Procedure to Configure Auto Charges

Filter the records to be retrieved by selecting values in the following fields. The fields that are displayed will vary depending on the selected Configure By value.

Campus Select a campus to configure auto-charges for that campus. The Campus field is available only if the Configure By Campus option is selected.

Configure By Indicates the options for auto-charge transactions. The options are Campus and Transaction Code.

Override Campus Amount By Program Version Select this check box if you want the program version amount to override the campus amount of the transaction. This option is available only if the "Configure By" option is set to Campus.

Program Select the program to configure an auto-charge amount for the program version of that program. This field is enabled only if "Override Campus Amount By Program Version" is selected.

Transaction Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

Select the Apply Filters button. Anthology Student displays a grid appropriate for the selected values.

Review the following values:

Name The descriptive name of the item. This column displays the: • Campus name if Configure By is set to Transaction Code. • Transaction Code name if Configure By is set to Campus. • Program Version name if Configure By is set to Campus and Override Campus Amount By Program Version is selected.

Code The alphanumeric code assigned to the item by your institution. This column displays the: • Campus code if Configure By is set to Transaction Code. • Transaction code if Configure By is set to Campus. • Program Version code if Configure By is set to Campus and Override Campus Amount By Program Version is selected.

If you want to specify:
- The same Amount value for all records in the grid, select the Apply Amount to All button on the toolbar. Anthology Student displays a dialog. Enter the amount and select the OK button.
- A different value for each record, enter the amount in the respective row.

If you want the charge added for:

The same event for all records in the grid, select the Apply Events to All button on the toolbar. Anthology Student applies the selected event.
Different events or event combinations, select the event in the respective row.

Select or change the following values.

Enrollment Payment You can use this option to configure an automatic charge to be generated when a payment is made following an enrollment. An enrollment payment is typically a deposit or commitment fee required during the enrollment process to secure a student’s spot in a program. Only Student Payment or Enrollment Payment may be selected (selecting one will clear the other).

First Enrollment Only You can select this option to configure an automatic charge to be generated only once, during the student's first enrollment. You can also use this for enrollment and application fees that are not charged again if a student enrolls in another program.

New Enrollment You can use this option to configure an automatic charge to be generated when student enrollment is completed. New Enrollment can be selected in conjunction with Student Payment or Enrollment Payment.

Require Housing You can use this option to configure an automatic charge to be generated for a housing deposit when housing is required for a student.

Return Check Fee You can select this option to configure an automatic charge if a check for a student payment is returned by the bank for non-sufficient funds (NSF).

Student Payment You can select this option to configure an automatic charge to be generated when a payment is made before the enrollment. A student payment refers to any payment made by or on behalf of a student toward their account balance following creation of a student record. This can include tuition, fees, housing, deposits, or other charges. Only Student Payment or Enrollment Payment may be selected (selecting one will clear the other).

Select the Save button to save the changes.