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.

• Create sponsor organization if charge is responsibility of an organization rather than the student and the accounts receivable should be booked to the organization.

Required permissions

Bill a charge from the student ledger

This places the charge in bill batch and doesn’t email the student.

1. Go to the student’s profile.

2. Click Person Selected > A/R-Ledger Card.

3. Click Add Bill Batch; a new screen appears.

4. 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.

5. In Billing Amount enter the monetary charge. Don’t enter a dollar sign or comma.

6. In Billing Semester select the term to apply the charge.

7. In Billing Description optionally enter a note about the charge. For example, failure to return safety glasses and lab coat.

8. 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.
   
   

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   In the above example, we’re billing the student $50 for Spring 2024 and associating the charge with our Equipment Fee transaction code. Campus Cafe will place the charge in the batch MRODRIGUEZ for posting to the student’s bill and general ledger.

9. Optionally enter a Sponsored By ID#. Click Lookup Sponsor to locate the ID number if needed. Sponsors can be organizations or other entities and the receivable is at the sponsor level and not on the student, even though the billing transactions is on the individual student. Sponsor billing shouldn’t be confused with third-party billing. In the third-party billing, the receivable is on the student and simply billed to a third party.

10. Optionally enter a PET or Project Expense Tracking Number. This helps if the charge is associated with a specific project.

11. Rule Code isn’t required for single charge.

12. 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.

13. Award Year, Award Code and Award Disb Number aren’t required for single charge.

14. Click Save.

15. 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.

1. Go to the student’s profile.

2. Click Person Selected > Payments.

3. Locate the Manual Billing Entries box.

4. In Amount enter the monetary charge. Don’t enter a dollar sign or comma.

5. In Semester select the term to apply the charge.

6. 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.

7. In Description optionally enter a note about the charge. For example, failure to return safety glasses and lab coat.

8. Campus Cafe automatically puts the student’s email in Confirmation Email where a notice will be sent. You can change this email.
   
   

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   In the above example, we’re billing the student $50 for Spring 2024 and associating the charge with our Equipment Fee transaction code. Campus Cafe will place the charge your bill batch for posting to the student’s bill and general ledger, and email the student.

9. Click Process Entry.

10. The charge will appear in your bill batch for posting.