Tool Search: Fees
The Fees tab lists all transactions that have been assigned to a person, including all payments, adjustments, balance and existing surplus. If a person has reached the maximum fee amount established by the school and/or district, it will be indicated.
Example Student Fees
Fees Logic
Fees are assigned to a person and are not dependent on an enrollment. Therefore, the fees listed for a person can include fees assigned by any school.
Fees are not directly tied to a calendar. If fees remain unpaid from a previous year, they are included in the Unpaid Fees amount at the top of the screen. However, the calendar you select in the Campus Toolbar does control the year to which new fees are assigned. Inactive students with previous enrollments can pay old, unpaid fees and students with future enrollments can pay unpaid fees on future calendars using Online Payments.
Calendar rights are enforced when assigning fees to students. Users can only select fees that are created for a school to which they have rights. Fees created for use by all schools in the district will also display.
If a fee was paid using an online payment, the fee Assignment, Payment or Adjustment should NOT be made void or exempt. If necessary, use the Payments Reporter to refund the payment.
Fees Field Descriptions
The Fees tool itemizes all fees assigned to a person, including totals of how much was charged, how much was paid, and the remaining balance or surplus.
The following table describes all of the fields found on the Fees tool.
|
Field Name |
Description |
|---|---|
| Unpaid Fees | The total amount that needs to be paid. |
| Surplus |
If more has been paid than has been charged, a positive value appears and indicates the surplus amount available to be applied to later fees. Even after Surplus money is applied to other fees or refunded, you can see deposit and withdrawal details in the Surplus table. The Auto-pay Fees with Surplus Balance District Preference automatically pays any fee from the Surplus.
|
| Balance | The Balance is the net of all debits minus all credits; e.g., surplus, fee maximum adjustment. A negative account balance indicates the account holder has funds available to pay unpaid fees, while a positive balance indicates the account holder owes money. If the account does not have a surplus or the district does not set fee maximums, the Unpaid Fees and Balance could be the same amount. |
| Year | The year in which the fees were assigned. |
| Household Max
Student Max |
The Fee Maximums tool sets a cap on the amount of fees a family pays for a school year. This cap can be set for just student fees (applies to fees listed on the Student Fees tool), for just household fees (applies to fees listed on the Household Fees tool) or both. The fee maximums defined in the Fee Maximums tool display in these columns.
 |
| Fee | The name of the name. |
| Due Date |
The date the fee payment is due. If a due date has passed and the fee has not yet been paid, the due date will appear in red. |
| Balance |
Indicates the amount remaining to be paid. |
|
Description |
For gray rows, this column includes a description of the fee, such as "Athletic Shorts" or "Summer School Tuition." For white rows, this column indicates what kind of transaction was performed, either a Payment or an Adjustment. Information about individual fees can be expanded and collapsed by clicking the + or - sign next to the Fee Description. |
|
Type |
For gray rows, this column includes the category of the fee, such as "Gym Uniforms" or "Registration." For white rows, this column indicates where the Payment was made, such as "In Office" or "Online." |
|
Date |
Applies to Payments and Adjustments, indicating when the transaction took place. |
|
Exempt |
Indicates if a fee is considered exempt and therefore does not need to be paid. Exempt fees will have a checkmark in this field. If a Student or Household Fee Maximum has been reached, this field will read "Student Maximum Met" or "Household Maximum Met." |
|
Debit |
The original amount of the fee. In the case of exemptions or if a Household Max or Student Max is met, this value will be 0.00. |
|
Credit |
Applies to Payments and Adjustments, indicating the amount that was deducted, through either payment or removal because of an adjustment. |
Example of the Fees Editor
Assign Fees
For a fee to appear in the Fees Editor, it must first be assigned to the person, either individually or en masse using the Fee Wizard in the Fees section. Fees available for assignment depend on the options set by the school or district and are created in the Fees tool. Only fees that are marked as active can be assigned to students.
Once a fee is assigned to a person, it cannot be deleted, only voided.
New Fee Assignment
Assign a Fee
- Click the New Fee Assignment button.
Result: The New Fee Assignment panel displays. -
Select a Fee from the dropdown list.
If the fee amount is predetermined, this value appears after the fee description. Otherwise the value will show as 0.00. If the fee amount is variable, an asterisk (*) appears after the amount. - If applicable, enter the Amount of the fee.
If the description of the fee ends in an asterisk (*), the fee amount can be edited.
- Enter a Due Date for the fee in mmddyyyy format. Clicking the date field opens a calendar of the current month which defaults to the current date.
- If the person is exempt from paying this fee, mark the Exempt checkbox.
- Select the Calendar to which the fee should be assigned.
The enrollment record from the school/calendar selected in the toolbar is selected by default.
- Enter any comments related to the fee assignment in the Comments field.
- Click the Save button.
Result: The new fee displays in the Fee Editor with the Unpaid Fees total adjusted appropriately.
Edit a Fee Assignment
Once a fee is assigned, click the Assignment line to display the Assignment panel. The Assignment panel displays the Fee, the Amount and the Due Date, the Exempt checkbox, any Comments attached to the fee, the calendar in which the fee was created and the name of the user(s) who created and modified the fee. To edit a Fee Assignment,
Only the Due Date, Exempt, and Comments fields can be modified in this panel. To change the amount of a fee, make an adjustment.
Adjust Fees
Fee adjustments are used to modify the amount due for a fee. Fee adjustments may only be made for up to the amount of the fee assignment.
Make an Adjustment
- Select the Fee Assignment(s) for which the adjustment is being made.
Result: The Assignment panel displays. - Click Make Adjustment button.
Result: The Adjustments panel displays.
-
Enter an Adjustment Date in mmddyyyy format.
Click the date field to open a calendar of the current month which defaults to the current date.
- If applicable, select the Adjustment Type such as Activity Cancelled, Cost Adjustment or Uncollectible.
-
Enter the amount to be removed from the fee(s) in the Adjustment Amount or % field.
The subtracted amount cannot exceed the amount of the fee assignment - Enter any Comments associated with the adjustment.
- Click Save when finished.
Result: Upon saving, the entered adjustment displays below the fee to which it was applied with the date of the adjustment, the amount deducted in the Credit column.
Edit an Adjustment
Once an adjustment is made, clicking on the adjustment displays the Adjustment panel which includes the adjusted Fee, the Adjustment Date, the Adjustment Type, any Comments attached to the adjustment, the calendar in which the adjustment was made and the name of the user(s) who created and modified the adjustment.
Only the adjustment Type and Comments can be added or modified in this panel. Click Save when finished.
Record Fee Payments
Fees can be paid one at a time or you can pay multiple fees with a single payment.
If Surplus is an available payment method, the amount will be the surplus for the selected student only.
Make a Payment
- Click the Make Payment button at the bottom of the screen.
Result: The Payment panel displays all fees from all years for which a payment is needed.
You can also access the Payment panel by clicking an individual fee then clicking the Make Payment button on the Assignment panel.
- Enter a Payment Date in mmddyyyy format.
- Enter the amount of the payment using one of the following options.
Option Description Pay All Click Pay All to populate this field with the total amount remaining to be paid. 
Payment Total The Payment Total field at the top of the panel allows you to enter the amount to be paid. If the total amount exceeds the Fee Assignment amount, the remaining amount is deposited as a surplus. 
PaymentAmount The Payment Amount column allows you allows you to manually enter a unique value for each line. Campus automatically updates the Payment Total to match the values you enter. 
-
Enter any Comments associated with the payment.
-
Select one of the following Payment Methods and complete the payment.
Payment Method Description Cash Click the Make Payment button.
Result: If more than the amount of the fee selected is paid, the extra amount becomes a Surplus. Campus saves the surplus amount and it can be applied to other fees.Check The Check # field displays when you select this option. Enter the Check # then click the Make Payment button.
Result: The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column.
If more than the amount of the fee selected is paid, the extra amount becomes a Surplus. Campus saves the surplus amount and it can be applied to other fees.
Surplus (Balance: $XX.XX) This option only displays if a surplus is available on the account.
Click the Make Payment button.
Result: The Surplus Balance is reduced by the amount used to pay the fee. The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column.Record Credit/Debit Card If your district does NOT use Online Payments or a Desktop Card Reader, enter the Reference Number then click the Make Payment button.
Result: The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column. If more than the amount of the fee selected is paid, the extra amount becomes a Surplus Campus saves the surplus amount and it can be applied to other fees.Process Credit/Debit Card
(Card Swipe)Complete these steps if you are using a Desktop Card Reader.
- Click the Make Payment button.
Result: The Card Present Processing window displays.
-
Click the Click to enable swipe in the Card Swipe field then swipe the card through the card reader.
Result: A progress bar appears in the Card Swipe field. When the process completes, the message changes to Success. -
Enter an Email address. (Optional)
If Email Settings are set up, Campus will send the receipt to the Email address entered here. This email is not included in the Sent Message Log.
- Click the Submit Payment button.
Result: If the transaction is successful, the receipt displays and you can print the receipt from your browser. A receipt is emailed if an email address was entered in the Email field.
-
Click the Close button.
Result: The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly.
Process Credit/Debit Card (Manual Entry) Complete these steps if you do not have a Desktop Card Reader.
- Click the Make Payment button.
Result: The Card Present Processing window displays.
- Select Manual Entry in the Processing Mode dropdown list.
- Fill out the following fields.
- Card Number
- Card Expiration
- Name on Card
- Address
- Zip Code
- Click the Submit Payment button.
Result: If the transaction is successful, the receipt displays and you can print the receipt from your browser. A receipt is emailed if an email address was entered in the Email field. This email is not included in the Sent Message Log. -
Click the Close button.
Result: The payment displays below the fee(s) with the type and date of the payment, the amount paid in the Credit column and Balances and Totals updated accordingly.
- Click the Make Payment button.
Payment Panel
Only Comments can be added or modified in this panel.
After a payment is made, you can click the payment to display the Payment panel. This panel includes the Payment Date, the total Amount, the Payment Method, and any Comments attached to the payment. The calendar in which the payment was made and the name of the user(s) who created the payment also display.
Below the Comments section, the panel displays all fees paid with that payment, the due dates of each fee, and the amount paid for each fee.
Make a Deposit (Surplus)
Deposits create a surplus that can be applied to future fee assignments.
- Click the Make Deposit button.
Result: The Payment panel displays. - Enter the amount of the deposit in the Payment Total field.
- Enter the Payment Date in mmddyyyy format.
- Select a Payment Method from the dropdown list.
- Cash
- Check - enter a Check #
- Record Credit/Debit Card - enter a Reference #
- Enter any Comments associated with the deposit.
- Click Make Deposit.
Result: The Surplus amount is updated and can be applied to an unpaid fee at any time.
Make Refund from Surplus Amount
Deposits create a surplus that can be applied to future fee assignments. Any amount paid which exceeds the amount owed also becomes a Surplus. The Surplus amount appears at the top of the Fees Editor.
To refund all or part of a Surplus, click the Make Refund button. The Refund panel displays and you can enter a Refund Amount, a Transaction Date, any Comments associated with the refund and click Make Refund. Campus subtracts the refund amount from the surplus total.
The district or school is responsible for returning the refund to the account holder.
Void a Fee Assignment, Payment, or Adjustment
Transactions may NOT be deleted. Instead, they are voided which reverses the transaction. The procedures in this article describe voiding Fee Payments and Adjustments that were entered using the Fees tool in Campus.
Important Information About this Process
- Deposits cannot be voided, only refunded.
- Voiding a Fee Assignment also voids all Payments and Adjustments attached to the assignment.
- If a payment transaction originally included surplus funds which were then reallocated to another fee, the original payment cannot be voided. Later payments made with the surplus funds must first be voided before the original payment can be voided.
- When voiding a fee that was paid using an online payment, this message appears:
Clicking Continue voids the payment and deposits the amount of the online payment into the surplus, and the payment can NOT be refunded in the Payments Reporter tool.
Clicking Cancel does NOT void the online payment through the Fees tool. Instead, you can use the Payments Reporter to refund the payment.
Clicking Continue voids the payment and deposits the amount of the online payment into the surplus, and the payment can NOT be refunded in the Void an Assignment, Payment, Or Adjustment
- Select the Assignment, Adjustment or Payment and click the Void button.
Result: A Void Detail screen displays.When voiding... The Void Detail Screen... an Assignment includes the Fee assigned, the Amount, the Due Date and any Fee Comments. Expand the area below to see an example of this screen.
a Payment includes the Payment Date, the Amount paid, the Payment Method and any Fee Payment Comments. A table detailing the payment transaction appears following the summary information which includes the Fee, the Due Date, the Amount owed and the Payment Amount, as well as any deposits made as a result of the payment.
When voiding a Payment, indicate the Payment Void Type.- Void payment to this fee and create deposit voids the selected payment only and creates a surplus with the amount paid.
- Void payments to all fee assignments paid with this fee payment voids the selected payment and any other payments made in the same transaction. All payments made in the transaction payment are listed in the payment transaction table.
Expand the area below to see an example of this screen.
an Adjustment includes the Void Date, Void Reason, and any Adjustment Comments. Expand the area below to see an example of this screen.
- Enter a Void Date in mmddyyyy format. Clicking the date field will open a calendar of the current month below. This field defaults to the current date.
- Select a Void Reason from the dropdown list, such as Activity Cancelled, Office Mistake or Uncollectible.
- Enter any Comments associated with the void transaction.
- Click Void when finished.
Result: After a Payment or Adjustment is void, Campus adds a line to the editor to reverse the credit. When an Assignment is void, Campus adds a line to reverse the debit and labels the assignment as Void.
Auto-pay Fees with Surplus Balance (District Preference)
The Auto-pay Fees with Surplus Balance preference automatically pays any fee with surplus. Surpluses can only be applied to fees for the selected student. When a surplus is available, the payment of a fee comes from the surplus amount for that student only.
When set to Yes, auto-pay occurs in the following scenarios:
- When a deposit is created after adjusting a fee assignment where the total adjustment plus total payments is greater than the fee amount.
- When part of a payment is voided on a fee assignment. This auto-pays any other fees that may exist (but not the one where the payment was just voided).
- When a new fee assignment is created when there is a surplus balance. This auto-pays the newly created fee first then any remaining surplus is auto-paid to other fees.
A message appears when making a payment for Students and Persons when a surplus exists alerting the office person the deposit will be applied to other fees.
Set the Auto-pay Fees preference to either Yes or No then click Save when you are done.
Print a Student's Fee Statement
This report generates a PDF in a format that can be folded and mailed to a person's primary address. The Fee Statement provides a list of totals, including the number and value of all fees incurred, the district-determined fee maximum if applicable, the total amount paid, and the balance due.
To print a student's Fee Billing Statement, select the Years to Print then click the Print button at the bottom of the screen.
Example Print Button for the Fee Billing Statement
Example Fee Billing Statement
Setup Fee Maximums
The Fee Maximum tool sets a cap on the amount of fees a family pays for a school year. This cap can be set for just student fees (applies to fees listed on the Student Fees tool), for just household fees (applies to fees listed on the Household Fees tool) or both.
Fee Maximums
Fee Maximum Logic
When setting fee maximums, consider the following items:
- As a best practice, the Household Fee Maximum should be greater than the Student Fee Maximum.
- Fee Maximums are set for the entire district.
- Fee maximums should only be changed between school years (during summer break AFTER the active school year has been changed to the next school year). Changing the value during the school year is not recommended, as families that have previously met their maximum may be assessed additional fees.
- Maximums only apply to students who have active enrollments. Fees assigned to household guardians do not calculate toward the maximum.
- Maximums are not regressive. Changing the maximum has no impact on previous school years.
Primary vs. Secondary Households
When managing fees for students who belong to multiple households, or for blended households which include students with primary and secondary memberships in the household, the following items should be considered:
- Only members indicated as primary can be assigned fees in the Household Fees editor.
- Only fees assigned to members indicated as primary will calculate towards the Household Fee Maximum.
- If a student has primary household memberships in two households, the Household Fee Max does NOT apply for any person in the household. However, the Student Fee Max (if set) does apply to all students in the household.
Setting Fee Maximums
- Enter the dollar amount for Student Fee Maximum.
- Enter the dollar amount for the Household Fee Maximum.
- Click the Save icon when finished.
To remove this fee maximum, remove the entered value from either field.
When Fee Maximums are set, the dollar amount of that maximum displays on the Student Fees tool and the Household Fees tool.
Fees Documents
The Documents button on the Fees tool allows you to view all documents associated with a specific student's fees.
The Fees Documents button is enabled by your Campus administrator. See the Digital Repository Preferences article for more information.
Ensure the Fees checkbox is marked under Student Information > General > Fees within the Digital Repository Preferences.
Documents Button
Upload Documents
- Click the Documents button.
- Click the Upload button.
- Click Select files and locate the file to attach. Select it and click Open or just double-click the file name.
- Provide a comment or note in the Description field if needed. The Description appears below the file name in the Document List.
- Repeat Steps 3 and 4 until all of the desired files to attach are added.
- Click the Save button. The documents appear in the Document List.
- Sort the list by clicking the Newest or Oldest button.
Upload Documents
Delete Documents
- Click the Delete icon (red X) next to the attachment to remove. A confirmation message displays.
- Click the Delete button. The attachment is permanently removed.
Delete Documents
View a Document
- Click the document name.
- Depending on the browser settings, the document may open immediately.
View Documents
