About charging a single student
You may wish to add a single charge to a specific student. Perhaps the student has a unique billing situation or you need to add a one-time charge such as a charge for failure to return equipment.
Campus Cafe offers two ways to assess an individual charge. You can either place the charge using the student’s ledger screen, which doesn’t trigger a notice to the student. This method does permit you to tie the charge to a sponsor, which is an individual or organization that you anticipate will pay the charge.
Alternatively, you can place a charge on the payments screen, which does trigger an email to the student. This method doesn’t support sponsored billing.
The method you use will depend on your access in Campus Cafe and your institution’s business practices.
Prerequisites
Create transaction codes related to the charge. For example, a transaction code associated with a charge for failure to return equipment.
Configure an email to send students who receive charges through the payments screen.
Required permissions
Module | Number | Description |
|---|---|---|
Student Financials | 48 | Apply a charge to a single student using the student ledger |
Student | 479, 496 | Apply a charge to a single student using the payments screen |
Bill a charge from the student ledger
This places the charge in bill batch and doesn’t email the student.
Go to the student’s profile.
Click Person Selected > A/R-Ledger Card.
Click Add Bill Batch; a new screen appears.
In Transaction Code select the code associated with the charge. For example, a code to indicate the charge is for failure to return equipment. This code determines how the charge shows on the student’s bill and appears on your general ledger.
In Billing Amount enter the monetary charge. Don’t enter a dollar sign or comma.
In Billing Semester select the term to apply the charge.
In Billing Description optionally enter a note about the charge. For example, failure to return safety glasses and lab coat.
Campus Cafe automatically fills the Batch Member with your username. This charge will be placed in this batch for posting. To place the charge in an alternative batch, enter the batch name. This is uncommon but you may decide to do this if you post different types of charges by batch.
Optionally enter a PET or Project Expense Tracking Number. This helps if the charge is associated with a specific project.
Rule Code isn’t required for single charge.
Optionally select the Billing Site associated with the charge. For example, if you have multiple campuses and you want to note the failure to return equipment charge stems from your Providence Campus.
Award Year, Award Code and Award Disb Number aren’t required for single charge.
Click Save.
The charge will appear in bill batch for posting.
Bill a charge from the payments screen
This places the charge in bill batch and emails the student.
Go to the student’s profile.
Click Person Selected > Payments.
Locate the Manual Billing Entries box.
In Amount enter the monetary charge. Don’t enter a dollar sign or comma.
In Semester select the term to apply the charge.
In Bill Code select the transaction code associated with the charge. For example, a code to indicate the charge is for failure to return equipment. This code determines how the charge shows on the student’s bill and appears on your general ledger.
In Description optionally enter a note about the charge. For example, failure to return safety glasses and lab coat.
Campus Cafe automatically puts the student’s email in Confirmation Email where a notice will be sent. You can change this email.
Click Process Entry.
The charge will appear in your bill batch for posting.
