Billing Process Type
- Robert Lenk
- Janine Anderson
- Sarah Marciniak
- Chris Barrett
About billing processes
Billing processes are used by billing rules to tell Campus Cafe how to process a charge. For example, you may need to differentiate tuition from course lab fees.
Prerequisites
Create billing rules.
If assessing course fees, add course fee to individual classes.
If assessing lab fees, add lab fee to individual classes.
The audit process type requires at least one grade on quality points to be selected as an audit grade.
The tuition insurance process requires you to set up in STParm using Parameter Code HOTICD to define student insurance codes. We recommend you create codes W for waived and R for requested.
Required permissions
Module | Number | Description |
|---|---|---|
System Admin | 293 | Change how processes work |
Change process type for billing rule
Go to Financials > Billing Rules.
Select the charge to change.
Click Edit Selected.
Select the Process Type.
Click Save.
Blank (General) process
The process type of blank:Default is used for flat-rate tuition and fees. This process doesn’t bill fees included on individual courses. However, if you set up a separate billing rule with the process type of C, that rule will charge course fees. Hence, Campus Cafe recommends you use process type blank if setting for the tuition component of your students' bills.
This process supports:
In excess of billing (treats min credit as a threshold upTo or ExcessOf). This is used for extra credit charges and charges that only apply to specific number of credits.
Partial refunds for per credit process type.
By enrollment billing (one charge per enrollment)
This process doesn’t support:
Sponsor Billing
By enrollment Min/Max filtering
Tuition process
The process type tuition is used for tuition charges that originate within the course fee screen as course fees (Type C), OR a tuition amount from the billing rules. This process type is only used if a course has an associated course fee that will be charged. If it does not, the per credit tuition will be charged. If flat fee is flagged with a type T, it will not be charged.
This process supports:
By Enrollment billing (one charge per enrollment)
Up to in excess of billing (treats min credit as a threshold upTo or ExcessOf)
Process type 2 or per credit (summarized credit * charge amt totaled by transaction codes)
Process type 1 or per course (summarized course total * charge amount totaled by transaction code)
Sponsor billing for non-lab fees by enrollment
This process doesn’t support:
Type flat fee (proc equal blank). Use General Fee Handler for flat fees.
Cannot be used in conjunction with the Course type because you cannot charge a course fee or tuition and a course fee. If a course fee should be charged separate from tuition, use a general fee handler for tuition and a course fee handler for course fees.
Course fee process
The process type is C is used to charge a course fee attached to an individual course.
If you charge a flat-rate tuition in addition to a course fee, you can create one rule with process type C to charge the course fee and another rule with type blank:default to charge the tuition.
This process supports:
A flat-rate tuition rule in addition to this rule.
This process doesn’t support:
Having both a tuition process type rule and a course fee type rule the same billing rules.
Lab fee process
The process type lab fees is used to charge a lab fee attached to an individual course. This process type provides flexibility in determining which students are charged a lab fee as the min/max overall credits as well as all other charge determining flags filtering can be applied.
If the transaction code is entered on a Lab Fee Charge, the transaction code on the lab fee in the course will be overridden. Leave the transaction code in the Charge Rule blank to use the transaction code specified on the fee panel in the course.
For a lab fee to work, the billing rule must:
Have an Amount of 0.
Have By Enrollment selected.
This process supports:
Partial refunds of course lab fees.
This process doesn’t support:
Does not support upToExcessOf billing
Per credit/per course billing of lab fees
Class audit process
The process type audit is used to bill courses students are auditing. Typically, auditing a course means a student is “sitting in” the class and their participation may be limited and they likely receive an “audit” grade rather than a letter grade.
For a student’s enrollment to be included in the audit process, it must have an audit grade assigned to it.
The transaction code associated with the billing rule with a process type of audit must not be the same as the one associated with flat rate/per course/by enrollment tuition.
Audits will not count toward billing of other fees outlined in the billing rules.
Turn on/off audit billing
Go to Admin > Custom Control.
In Search enter BI050B.
Next to Seq Num 2, Parm 3, click the pencil.
In Parameter Value 3 to turn on billing by audit, enter Y. To turn off billing by audit, enter N.
Click Save.
This process supports:
Partial refunds.
byEnrollment billing
Supports process Type perCredit(summarized credit * charge amt total by billCodes)
Supports process Type perCourse(summarized course total * charge amt total by billCodes)
This process doesn’t support:
Sponsor billing.
processType flat fee(""). Use GeneralFeeHandler instead.
Health insurance process
The process type insurance must be used if you want to automatically reverse insurance charges for students who waive insurance and retain charges for students who have requested insurance.
Associate insurance with transaction codes and students
Before using an insurance rule, you need to tell Campus Cafe which transaction codes are associated with insurance charges and tell Campus Cafe which students to bill.
Go to Admin > Custom Control.
In Search enter BI050B.
Click the pencil.
In Parameter Value 1 enter Y to turn on insurance billing.
In Parameter Value 2 enter the transaction code associated with health insurance for domestic students.
In Parameter Value 3 enter the transaction code associated with health insurance for international students.
In Parameter Value 4 enter the health insurance code that indicates a student is waived from your health insurance requirement. This code appears on the student’s session data for each semester.
In Parameter Value 6 enter Y if you allow students to request health insurance by semester.
In Parameter Value 7 enter the health insurance code that indicates a student is requesting health insurance. This code appears on the student’s session data for each semester.
In Parameter Value 8 enter Y if students can request health insurance with no enrollment.
Click Save.
This process supports:
Enrollments only part as min/max credits filter.
Supports flat fee (blank) process type (student is charged the flat amount).
Checks if student requests insurance despite failing min credit filter.
This process doesn’t support:
Partial refunds.
Enrollment billing (one billing record per enrollment)
Per credit process type (summarized credit * charge amt total by bill code)
Per course process type (summarized course count * charge amt total by transaction code
Tuition insurance process
The process type tuition insurance automatically reverses tuition insurance charges for students who waive insurance and retains charges for students who requested insurance.
You can tell Campus Cafe whether a student should be evaluated to be charged for tuition insurance by changing the tuition insurance code on their session data each semester.
Campus Cafe recommends in STParm using Parameter Code HOTICD you define the below student insurance codes.
A W code (waived) means Campus Cafe won’t bill tuition insurance for the student. If the student has insurance charges for that semester, Campus Cafe will reverse the charges the next time you run billing.
A R code (requested) means Campus Cafe will bill the insurance and continue to charge it even if the student isn’t registered for the semester.
Tell Campus Cafe to bill unenrolled students
When you run group billing, you can select Include Unenrolled from Semester or Include Unenrolled from Session Data. Campus Cafe won’t consider these students for tuition insurance charges unless you follow the below directions to change the default behavior. Billing such students is unusual and we recommend contacting Campus Cafe support if considering this change.
Go to Admin > Custom Control.
In Search enter TUI_INSUR.
Click the pencil.
In Parameter Value 1 enter Y.
Click Save.
Housing process
Not in use.
