Add Charges and Discounts to a New Session

Last Modified on 07/01/2026 9:46 am CDT

Tool Search: Dependent Care

New Session Charges and Discounts 

This screen is used to add charges to the session and discounts, if desired, to the session. All sessions must have at least one charge. 

NOTE: Charges and discounts are assigned/applied to student accounts in Student Records (Administration). Student charges and discounts can be viewed in Student Records (Site Staff). 


Screenshot of the Dependent Care New Session Charges & Discounts Editor
Dependent Care New Session Charges & Discounts Editor

Charge and Discount Buttons

ButtonDescription
PreviousPress Previous to return to the Create Session tab. Any unsaved changes will be lost if you return to the previous screen before saving them. 
CancelUse the Cancel button to return to the Dependent Care Dashboard. 
SaveTo save the charges and discounts and remain on the screen, press Save.  
Save & NextTo save the charges and discounts and continue to the Sections and Rates screen, press Save & Next. 

Add Charges to the Session

All sessions must have at least one charge. If charges for the session are not wanted, it is recommended to create a registration fee of $0.00.

  1. Press Add to add a charge to the session.
  2. From the Charge Type drop-list, select the type of charge: Registration, Late Pickup, Late Payment, or Miscellaneous.See the Session Charge Fields table for more information on Charge Types. 
  3. Use the Charge Name field to enter a unique, descriptive name for the charge. 
  4. In the Calculation field, select how the charge is applied: Fixed Amount, Per 1 Minute, or Per 5 Minute.  See the Session Charge Fields table for more information on Calculation types. 
  5. The Amount field is used to set the dollar amount of the charge being added. 
  6. The Active column allows users to activate or inactivate a session charge. 
  7. When finished, press Done to save the new charge. 
    • If you do not wish to save the charge, press Cancel to discard the changes. 

Session Charge Fields

FieldDescription
Charge Type
Required		This indicates the type of charge being added to the session: Registration, Late Pickup, Late Payment, or Miscellaneous.
Charge TypeDescription
RegistrationRegistration fees are applied to all approved requests. This fee is charged with the first session invoice.
NOTE: Only a Fixed Amount rate can be applied to Registration charges. 
Late Pick UpAny late pickup fees are charged to the account on the next session invoice. Invoice fees must be paid in full. Any unpaid fees are rolled over to the next invoice. 
NOTE: Users can apply either a Fixed Amount rate or a Per Minute rate to Late Pick Up charges. 
Late PaymentAny late payment fees are charged to the account on the next session invoice. Invoice fees must be paid in full. Any unpaid fees are rolled over to the next invoice.
NOTE: Only a Fixed Amount rate can be applied to Late Payment charges. 
MiscellaneousMiscellaneous charges are added to cover any other charges for the session. These can include charges for additional supplies, group outings, etc. Any miscellaneous fees are charged to the account on the next session invoice. Invoice fees must be paid in full. Any unpaid fees are rolled over to the next invoice.
NOTE: Only a Fixed Amount rate can be applied to Miscellaneous charges. 
Charge Name
Required		Use this field to enter a unique, descriptive name for the charge. 
Calculation
Required		Determines how the charge is applied. 
Calculation TypeDescription
Fixed AmountA set amount that is always applied to the type of charge. 
NOTE: Registration, Late Payments, and Miscellaneous charges may only be applied as Fixed Amounts. 
Per 1 MinuteSelect Per 1 Minute to charge a fee based on each minute the guardian is late to pick up. 
NOTE: This option may only be applied to Late Pick Up charges. 
Per 5 MinuteSelect Per 5 Minute to charge a fee based on each 5-minute passage of time the guardian is late to pick up. 
NOTE: This option may only be applied to Late Pick Up charges. 
Amount
Required		The Amount field indicates the dollar amount of the charge. 
Active/InactiveThe Active column allows users to activate or inactivate a session charge.
Charge StatusDescription
ActiveFor currently active charges, the charge appears as ACTIVE. To deactivate the charge, press the ACTIVE button and leave the checkbox unmarked. When finished, press Update to save the change. Press Cancel for the charge to remain active. 
InactiveFor currently inactive charges, the charge appears as INACTIVE. To activate a charge, press the INACTIVE button and mark the checkbox. When finished, press Update to save the change or Cancel for the charge to remain inactive.
DonePress Done to save the charge being added. 
CancelUse Cancel to remove the charge being added. 
EditTo make changes to a charge, press Edit. When finished, press Update to save the changes or Cancel to leave the charge as-is.
RemovePress the Remove button to remove a charge from the session. Once pressed, the charge is removed. 

Calculate Late Pick Up Fees

Users must manually calculate/apply Late Pick Up fees to an account. Late Pick-up fees are calculated per minute or per 5 Minutes. The calculation only applies the rate to the amount of minutes input into a charge.Late Pick Up fees are not automatically calculated or charged.

  1. To calculate a late pickup fee, run the Attendance Registry Report for the appropriate session.     
  2. From the Context Options section, select the students who need further evaluation and press Generate. 
  3. From the generated report, look for instances of Late Pickup in column F.
    • On Time Pickup = 0
    • Late Pickup = 1
  4. Manually calculate the difference between the Check Out Time (column E) and the expected Pick Up Time. The Expected Pick Up Time, or section End Time, is set up in the Sections and Rates part of Session Setup. 
  5. Go to Student Records for the appropriate student. Find the session to which a late pickup fee should be added, then press View. 
  6. From the Charges section, press Add to add a Late Pick Up fee. 
    • From this screen, Use the drop-list to select the Late Pick Up Charge to apply to the account.
    • In the Number of Minutes Late field, enter how many minutes after the section End Time the student was picked up. 
    • Use the Comments field to enter any relevant information about the Late Pick Up Charge. Press Save.

Add Discounts to the Session

If desired, users may add discounts to the session. Discounts may be applied at a fixed rate or offer a percentage off the fee. 

  1. Press Add to add a discount to the session. 
  2. Use the Discount Name field to enter a unique, descriptive name for the discount.
  3. Next, use the Calculation drop-list to select how the discount is applied: Fixed Rate or Percentage. See the Session Discount Fields table for more information. 
  4. The Amount field allows users to determine the dollar amount of the discount or the percentage of the discount.  
  5. In the Sequence field, enter the order in which to apply the discounts. Discounts are applied to the account in sequential order. 
  6. The Active column allows users to activate or inactivate a session discount.
  7. When finished, press Done to save the discount.
    • If you do not wish to save the discount, press Cancel to discard the changes. 

Session Discount Fields

FieldDescription
Discount Name
Required		Use this field to enter a unique, descriptive name for the discount. 
Calculation
Required		The Calculation field indicates how the discount is applied: Fixed Rate or Percentage. 
Discount CalculationDescription
Fixed RateA set amount that is deducted from the charge. 
PercentageA percentage is deducted from the charge. 

Amount
Required		The Amount field determines the amount of the discount. This is entered in a dollar amount for Fixed Rate discounts or a percentage for Percentage discounts.
Sequence
Required		In the Sequence field, enter the order in which to apply the discounts. Discounts are applied to the account in sequential order.
Active/InactiveThe Active column allows users to activate or inactivate a session discount. 
Discount StatusDescription
ActiveFor currently active discounts, the discount appears as ACTIVE. To deactivate the discount, press the ACTIVE button and unmark the checkbox. When finished, press Update to save the change or Cancel for the discount to remain active. 
InactiveFor currently inactive discounts, the discount appears as INACTIVE. To activate a discount, press the INACTIVE button and mark the checkbox. When finished, press Update to save the change or Cancel for the discount to remain inactive. 

DonePress Done to save the charge being added. 
CancelUse Cancel to remove the charge being added. 
EditTo make changes to a charge, press Edit. When finished, press Update to save the changes or Cancel to leave the charge as-is. 
RemovePress the Remove button to remove a charge from the session. Once pressed, the charge is removed. 

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