Purpose

To enquire on a student's Fee Assessment and tax details and to make manual assessments or adjustments.

SubSystem

Finance

This form enables inquiry on students' Fee Assessment and tax records. For each of a student's relevant Course Attempts, it displays fee information at a number of increasingly detailed levels. Totals for unpaid and paid amounts and outstanding balances are shown, firstly for each active Fee Period since the student commenced the course and then for each fee for which the student is liable within that period. At the most detailed level, each Transaction for a Fee Liability is shown.

Related Processes

The assessment information given here is derived from transaction records created by the Fee Assessment routine (FINJ3500 or FINJ3001).

Outstanding balances are determined by subtracting payments notified through an external financial system.

Manual Assessment and Adjustment

In exceptional circumstances, the form can also be used by a Fees Administrator (with the necessary security privileges) to manually assess or adjust a particular student's liability for one or more fees. In the case of adjustment, this is achieved by creating a new transaction for a fee, either for a positive or negative amount. The assessed amount and balance will be adjusted by the amount recorded in the transaction.

Once a manual assessment or adjustment exists, this blocks any further 'automatic' re-assessment using the Fee Assessment routine (FINJ3500, FINJ3001) for the same student and Fee Liability.

Clearing Debt Before Change of Fee Category

If a student has been allocated the wrong Fee Category for a Course Attempt this cannot be rectified, for a Fee Period in which a student has already been assessed, while existing debt transaction records exist for liabilities in the original category. Use the Manual Adjustment facility to write down to zero any debt related to the original category in the current Fee Period (using negative transaction/s).

The exception to this rule is a fee with a System Fee Trigger Category of INSTITUTN. It is not necessary to clear debt for an institution fee, providing either:

• the new category includes the same fee as a liability, or
• the student has another fee assessable Course Attempt in the Fee Period with a category that includes the fee.

If neither of these circumstances apply, institution fee debts must also be written down to zero.

Once debt has been written down as appropriate, the Fee Category can be changed in ENRF3000. A changed Fee Category for a student can be traced through the Student Course Fee Inquiry form, FINF9100. For further information, see Changing Fee Categories in Understanding Student Finance.

Late Fees and Similar Fees

The ability to make initial manual assessments can be utilised to apply late fees to individual students. To achieve this, it is necessary to set up an appropriate Fee Type (in form FINF2100) and assign it to all Fee Categories where such a fee might be required (in form FINF2800), but not assign any triggers to the fee. Because there is no match between a Trigger and a Course Attempt, the Fee Assessment routine will not create a transaction record for the fee. Such a record can be created in this form, as required.

The Person main block contains:

• Person ID
• Sex
• Date of Birth

  Button

  • Find Person

The Student Course Attempt main block contains:

• Course Code
• Version
• Status
• Assess Fees check box

The Fee Category Calendar Instance main block contains:

• Calendar Type
• Start Date
• End Date
• Fee Category
• Currency
• Spread table
  • Outstanding Balance
  • Total Amount Due
  • Total Tax Amount
  • Total Payments
  • Total Tax Payments
  • Sponsor Amount
  • Sponsor Tax Amount

Button

• Fee Assessments (overlay to next three blocks)

The Person / Course / Fee Calendar secondary block contains:

• Person ID
• Course
• Fee Category
• Calendar
• Start Date
• End Date

The Fee Calendar Fee Liability secondary block contains:

• Fee Type
• Start Date
• End Date
• Retro Date
• Outstanding Balance
• Totals
• Spread table (same as above, without the Outstanding Balance field)

The Fee Assessment secondary block contains:

• Unit Code
• Transaction Type
• Date
• Amount
• Include deleted transactions check box
• Teaching Period
• Census Date
• Unit Location
• Unit Class
• Effective Date
• Notification Date
• Reminder Date
• Deletion Date
• Student Status
• Fee Cap Calendar Type
• Start Date
• End Date
• Comments

  Button

• Back

Rule/Notes:

The Person, Student Course Attempt and Fee Category Calendar Instance block operate in query mode only.

Select the required Student Course Attempt in the appropriate block by scrolling through the available records.

• The Outstanding Balance for the Course Attempt in this Fee Period (see note in opposite column).
• The assessed amount total (exclusive of tax) in the Total Amount Due field.
• Where applicable, the tax due on the assessed amount in the Total Tax Amount field.
• Total Payments already made (as notified to the Subsystem via interface to an external financial system/cash receipting system), exclusive of tax, but including earned discounts as a part of the Total Payments amount.
• The tax paid, including earned discounts on tax as a part of the total paid in the Total Tax Payments field.
• Any Sponsored Amount of the total assessment.
• The tax due on the sponsored portion of the assessed amount in the Sponsored Tax Amount field.

To see more detailed fee information for the Course Attempt in the Fee Period selected, navigate to a second screen via the Fee Assessments button.

Only Course Attempts with a Fee Category assigned in the enrolment or admission process are displayed in this form.

Where a student is enrolled in more than one course concurrently, fees with a System Fee Trigger Category of INSTITUTN are shown against both courses, though the amounts shown represent a single assessment.

The Fee Periods displayed are those:

• With a fee structure status of ACTIVE.
• A Start Date on or after the Course Attempt Commencement Date, and
• Relevant active or inactive Fee Liabilities.

Currency codes shown here are assigned to Fee Categories in FINF2800 or reflect the institution's local currency stipulated in form FINF1410.

Before payment, the outstanding balance represents total debt including tax, but not considering potential discounts. Once any discounts have been earned by fulfilling payment conditions, they are represented in the balance.

If sponsorship (for a Course, Fee Period or Liability) is cancelled (in FINF4300, Direct Assignment of Sponsorships) the debt automatically reverts to the student, and associated sponsorship amounts are no longer displayed in this form.

The top two blocks displayed in the second screen are query only.

The Fee Category Fee Liability block gives a further breakdown of the totals shown in the previous screen, this time for each fee for which the student is liable within a Fee Period. Select a record in this block to see the individual transactions for a Fee Type, which are shown in the block below.

Notes:

The Fee Assessment block shows:

• Each existing transaction amount for a selected fee, with the Date when the transaction was created by the appropriate routine, or entered in this form.
• The teaching period for which the transaction was recorded.
• Census Date for the teaching period applicable for the Fee Assessment.
• The Effective Date at which the transaction was created.
• The Notification Date - this is the date set by parameter in the Person Payment Schedule job (FINJ6111). It is the date when the student is to be/was notified of this assessment.
• The Reminder Date of the last reminder for overdue fees, created by running the Reminder Notice Extract, FINJ6121.
• The Fee Cap Calendar Type; if the context Fee Type is subject to capping.
• The Start and End Date of the Fee Cap period; if the context Fee Type is subject to capping.
• Student Status applicable for the Unit Code. 
• With the Include Deleted Transactions check box selected, records that have been logically deleted in this form can also be displayed. They are identified by a date in the Deletion Date field.

Transfer Details Button

The Transfer Details button displays when the selected record has been either transferred from another Fee Calendar or is a write off amount transferred to another Fee Calendar.

When the Transfer Details button is pressed, a pop up displays the following information:

• If the debt was transferred to another Fee Period: the Fee Period / transaction that it was transferred to is displayed.
• If the debt was transferred from another Fee Period: the Fee Period / transaction that it was transferred to is displayed.

Rules/Notes:

Examples of Transaction Types currently in use are ASSESSMENT, MANUAL ASS, MANUAL ADJ, RETENTION, TAX DEBT, DISCOUNT, TAX DSCNT, WRITEOFF, TAX WRTOFF, DEFERRED.

Transactions returned via interface to an external financial system/cash receipting system are of type PAYMENT, TAX PYMNT.

Transactions of type RETENTION are always for positive amounts, of type DEFERRED, WRITEOFF and TAX WRTOFF are always negative amounts. All other types may be for positive or negative amounts. A negative PAYMENT amount will only occur when a payment is reversed (for example, when a cheque is not honoured).

If a fee type is not unit based, the Student Status shown in the Fee Assessment block will be populated by the Student Status recorded at the course level.

Assessment Transactions have been calculated by the Fee Assessment routine (FINJ3500, FINJ3001). Manually assessed or adjusted amounts have been entered using the current form.

• Retention Transactions reflect amounts that the institution intends to retain if a student's liability reduces.
• Tax debts are either calculated by Fee Assessment jobs or directly in this form for Manual Assessments and Adjustments.
• Discount and Tax Discount transactions are created, as a part of interfacing to an external financial system, if payment conditions are fulfilled.
• Minor debts can be written off (see FINJ3700).
• Commonwealth Supported Student debts can be deferred (see FINJ6231). Note: FINJ6231 applies to records created pre-2005 only. This job has been superceded by FINJ6240.)

A Retention example: A student is initially assessed at $100 for a Lab Fee. This assessment is reduced to $30 when he withdraws from 2 units. But the institution has determined to retain 50% of this fee. These would be the transactions:

• ASSESSMENT $100
• ASSESSMENT -$70
• RETENTION $20

Once person payment schedules have been created or updated by the job FINJ6111, the notification date specified in that job is recorded against the relevant transaction records shown here.

This form also enables review of fee capping for any manual changes in fee assessment for Fee Type Group fee capping.

The Fee Cap Calendar Type and Start and End Date fields are display-only fields, and are populated when the context Fee Type is subject to fee capping.

If a manual assessment or manual adjustment is recorded, the Fee Cap Calendar and Start and End Date fields are populated automatically by the form. The Fee Cap Period is derived based on the Fee Type, the Unit Enrolment Activity Start Date for the selected Student Unit Attempt, and the start and end dates of the Fee Cap period.

If a Fee Cap period for the Fee Type, with a start and end date spanning the Unit Enrolment Activity Start Date, cannot be found, the record will not be saved.

If any manual assessment or manual adjustment record where fee capping applies is inserted or updated, fee cap processing for the Fee Cap period is performed.

A lamp displaying the words 'FEE CAP APPLIES' is displayed in the Fee Assessment block if the Fee Type is subject to capping.

If a write-off transaction is made for a Fee Cap period, then no automatic capping will occur for any assessment for that Fee Type in the Fee Cap period. For example, if a student has a write-off transaction in 2008, then no automatic capping transactions will be calculated or inserted for 2008. However, any assessments for 2009 will be.

For those with the required security privileges, and in exceptional circumstances, transactions can be created and logically deleted in the Fee Assessment block.

To create a transaction:

• Select the Transaction Type from the list of values.
• Enter the Amount of the transaction as a positive or negative value. The value will be understood as being in the currency of the selected category.
• Over-write the Effective Date, if required. This date defaults to the current Date.
• Add a Comment to explain the transaction. This is a mandatory requirement.
• Save the record.

Assessment transactions can only be made against Course Attempts with a Fee Assessable Status.

Transactions can be either updated or logically deleted only if they have a Transaction Type of MANUAL ASS or MANUAL ADJ. Transactions of type RET ADJ, DEFERRED and RETENTION can be logically deleted. Additionally, other Transaction Types can be deleted if they a Transaction Category value of LOAN. A Comment can be added against any Transaction Type.

Rules/Notes:

Any transaction entered in this form is either of the type MANUAL ASS (if all transactions are created in this form) or MANUAL ADJ (if an adjustment is being made to an assessment created by FINJ3500 or FINJ3001). The LOV will default to the appropriate type.

The Effective Date must be between the Start and End Dates shown for the Fee Type in the category.

For Taxable Fees, Tax Amounts are automatically calculated on the new assessment balance when a Manual Assessment or Adjustment is made, and a negative or positive TAX DEBT transaction is created.

For the student concerned, no further 'automatic' assessment (in FINJ3500 or FINJ3001) will be made for the same Fee Liability once a manual transaction has been recorded unless all such manual transactions have subsequently been logically deleted.

Once a student's Commonwealth Supported Student's debt has been deferred (as a part of running the Process Student Status job, FINJ6231) no further adjustment can be made to the Commonwealth Supported Student's liability unless the DEFERRED transaction has first been logically deleted. (Note: FINJ6231 applies to records created pre-2005 only. For records created from 2005 onwards, see FINJ6240.)

Lamps are displayed if the Fee Liability is:

• Sponsored (see FINF4300).
• Subject to a contract rate (see FINF2900).

For deletion, confirmation is required before the record is saved automatically. Deletion Date is entered by the system. The Notification Date is removed so that the deletion is processed when FINJ6111 (Process Person Payment Schedules) is next run.