About application fee

If you use the Campus Cafe admissions application and require applicants to pay to apply, you can configure the collection of a fee collected when applicants apply. Because the fee is collected before the individual is a student, this fee isn’t applied to a student ledger or future tuition bill. Since the fee isn’t connected to a student account, it isn’t processed through cash batch. The fee should be reconciled through the platform that collected the payment.

If you need an accepted applicant to place an admissions/enrollment deposit to signal their intention to attend, set up an enrollment (tuition) deposit instead of an application fee.

Prerequisites

• Contract with and configure a third-party payment service, either Authorize.net or PayPal.

• Create an admissions application form.

Required permissions

Fee transaction code

A collected application fee must be associated with a Campus Cafe transaction code. Each admission site may have a different transaction code associated with its fee.

Create transaction code

1. Go to Financials > Transaction Codes.

2. In Code to Add enter a brief name for the transaction code. For example, APPFEE.
   

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3. Click Add.

4. Create the code in keeping with your institution's business practices. Refer to the transaction code
   documentation for information about each field.

   • Campus Cafe recommends for application fees setting a General Ledger (GL) account as well as a preset distribution. The Code CC-GL-FUND account will be used for the cash account associated with the application fee payment (regardless of the Override CC-GL as Cash Account Flag). The preset distribution is used to specify the revenue account associated with the application fee. If a preset distribution in not set up, the application fee will be applied to Accounts Receivable.

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5. Click Save.

Associate transaction code with admissions site

You must associate each admissions site with a transaction code, even if you only have one admissions site. This allows you to “roll up” fees from multiple admissions sites into one account, keep them distinct or some combination thereof.

1. Go to Admin > Custom Control.

2. In Search enter WEBPAYMENT.

3. Next to WEBPAYMENT Seq Num 2 click the pencil.

4. Parameter Value 2 stores the admissions site and transaction code for fees paid by credit card. Enter the admissions site number followed by a dash followed by the transaction code. Separate multiple site/transaction codes with a comma. For example, if admissions site 1 uses the transaction code APPFEE and admissions site 2 uses the transaction code GRADAPP, enter 1-APPFEE,2-GRADAPP

5. Parameter Value 3 stores the admissions site and transaction code for fees paid by ACH or electronic check. Enter the admissions site number followed by a dash followed by the transaction code. Separate multiple site/transaction codes with a comma. For example, if admissions site 1 uses the transaction code APPFEE and admissions site 2 uses the transaction code GRADAPP, enter 1-APPFEE,2-GRADAPP
   

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6. Click Save.

Set application fee amount

Each application can have a different fee. For example, you may charge one rate for undergraduate applications and a different rate for graduate applications.

1. Go to Admissions > Portal Configuration.

2. Next to the application for which to apply the fee click the pencil.

3. Under the Amount Charged section enter the App Amount.
   

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4. Click Save.

Allow applicants to pay the application fee

The permission group associated with applicants (the applicant group by default) must have permission to permission number 874 in order to view the application fee payment function.

1. Go to Admin > Permissions.

2. In the leftmost column, click the permission group that you use for applicants. For example, Applicant.

3. In the far right column, click Admissions.

4. With the module still selected, click Edit Group Permissions.

5. Ensure that permission 874 doesn’t appear in the rightmost box of restricted/forbidden permissions.
   

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Configure text shown on application fee screen

You may configure the text that appears on the application fee screen. For example, you may wish to provide directions for an alternative method of payment if the applicant does not wish to use a credit card.

1. Go to Admin > Adjustable Text.

2. In Search enter PAYMENTS_APP_FEE_CLOB.

3. Click the pencil.

4. In Value (the larger box) enter the text to appear on the payment page.

5. Click Save.

6. Go to Admin > Refresh Data Cache.