Purpose

To record and maintain the formulas determining how income from Fee Liabilities of specified Fee Categories is distributed between Organisational Unit accounts via their Account Classification.

SubSystem

Finance

This form provides the ability to vary a Disbursement Formula depending on the Fee Category under which a student became liable for a particular fee.

Accessed

It works in conjunction with the form to maintain sets of formulas for a Fee Type (FINF7210) and is accessed from that form via the Fee Category Formula button. For an individual formula selected in FINF7210, the current form provides an alternative formula for each specified Fee Category. These Fee Category formulas override the 'standard' formula in FINF7210 for student liabilities of the appropriate Fee Category when Disbursement processing is done.

Since formulas in this form replace a formula in form FINF7210 in the circumstances outlined, their Evaluation Order number is that of the formula they replace. In all other respects, the formulas recorded here are constructed in the same manner as are those in FINF7210, and are resolved by Fee Disbursement processing in the same way. Override formulas are current for the same period as the formula they replace.

For convenience, instructions for creating formulas are repeated in the documentation below. For further information, refer to the documentation for FINF7210.

For example, the General Service Fee in the 2004 FEE-SEM2 Fee Period, formula number 5 is selected in FINF7210 and the Fee Category Formula button used to access this form.

Two formulas are entered in this form. The first is to operate for the Fee Category DOM-HECS and the second for the DOM-TUIT category. The System supplies them with the formula numbers 8 and 9.

When student liabilities in the Fee Category DOM-HECS are processed during a Fee Disbursement run, formula number 8 applies, while for students with a Category of DOM-TUIT, formula 9 is used. The Fee Liabilities of students in all other Categories are processed using formula number 5.

For further information on Alternative Disbursement, see the heading 'Special Note on Alternative Disbursement' in FININTR3 - Understanding Student Finance.

The Fee Disbursement Formula block contains:

• Fee Type
• System Fee Type
• System Fee Trigger Cat
• Management Level
• Calendar Type
• Start Date
• End Date

The Fee Category Disbursement Formula block contains:

• Fee Category (LOV)
• Disbursement Method (LOV)
• Allocation Method (LOV)
• Disbursement Fixed
• Disbursement %
• Base Balance
• Formula Number
• Description
• Classification (LOV)
• Organisational Unit (LOV)

• Buttons

• Formula Rules (FINF7240)
• Categorisation (FINF7230)

Rule/Notes:

Validations include:

• If the Management Level = COURSE or NULL and the Formula Type is RETENTION, and the System Fee Trigger Cat does not = INSTITUTN, then the Disbursement Method must not be UNITTEACH
• If Management_Level = UNIT and Formula Type is RETENTION and s_fee_trigger_cat != ‘INSTITUTN’ and the Disbursement Method = UNITTEACH, then the Allocation Method must be ‘PERUNIT’.

The Fee Disbursement Formula block provide context Fee Type information carried forward from FINF7210.

Queries cannot be made in this block.

Rules/Notes:

Create or modify a formula in the Fee Category Disbursement Formula block for each Fee Category for which the selected Fee Type is a liability in the Calendar Instance, as follows:

For each Fee Category/Formula:

Enter or select the required Fee Category from those for which the Fee Type is a liability.

Create the formula by supplying values for the fields shown bolded below:

Disbursement Method allows a proportion of the income from a liability to be dispensed:

• Directly to an account owned by a named Organisational Unit (DIRECT), or
• To any Organisational Unit with an Account Classification signifying either that:
• It is the 'owner' of a course for which the Fee Liability was incurred (COURSEOWN), or
• It has teaching responsibility for a unit studied by the student which contributed to the Fee Liability (UNITTEACH).

Disbursement amount can be calculated in two ways.

• If a fixed amount is entered, this amount is multiplied by the number of elements associated with the Allocation Method. (For fixed amounts the base balance does not affect functionality.)
• Alternatively, a Percentage can apply, with the Percentage being either
• Of the original amount of the liability (base balance is GROSS) or
• Of the balance after the last formula for a Fixed Disbursement was calculated (base balance is NET) or
• Of the balance after all formulas with a higher evaluation order number have been evaluated (base balance is REMAINDER).

Where a percentage is specified, the amount is split across the number of elements associated with the Allocation Method.

See 'Allocation Methods' and 'Example: fixed and percentage' in the right hand column.

Enter the Classification code. This is used to direct disbursed amounts calculated by the formula to the accounts of Organisational Units eligible to receive Disbursement for the Fee Type. (Refer to documentation for FINF1H00).

If the Disbursement Method is DIRECT, supply the code of the Organisational Unit that is to receive the amount calculated.

Called forms can be accessed via buttons:

• To maintain or view Categorisation for the formula, access form FINF7230.
• To specify or view Formula Rules that apply in determining students or courses to which the formula applies, access form FINF7240.

Rules/Notes:

Disbursement Formulas are in local currency. For details about converting Assessed or Payment amounts where necessary, see documentation for the Fee Disbursement process.

Where a course is jointly owned, disbursed income due for that course once the formula has been applied is split according to the Percentages recorded in Maintain Course Ownership (CRSF1220, via CRSF1210).

Where teaching responsibility for a study unit rests with more than one Organisational Unit, disbursed income due for that unit once the formula has been applied is split according to the Percentages given in Maintain Teaching Responsibility (CRSF2220, via CRSF2210).

Disbursement Methods for RETENTION formula types (recorded in FINF7210) are restricted to:

• DIRECT (all System Fee Trigger Categories)
• COURSEOWN (all System Fee Trigger Categories except INSTITUTN)

Allocation Methods are System defined, and are STUDENT, PERCOURSE, PERUNIT, CRPOINT and EFTSL. A suggestion is that in general the Allocation Method will match the Fee Assessment Charge Method.

Allocation Methods for RETENTION formula types are restricted to:

• STUDENT (all System Fee Trigger Categories)
• PERCOURSE (all System Fee Trigger Categories except INSTITUTN)

Example - Fixed and Percentage (ASSESSMENT formula type). A course-based tuition Fee Liability is to be disbursed via UNITTEACH with an Allocation Method of EFTSL. The student has studied two units (taught by different departments) with EFTSL of 0.25 and 0.125 respectively (total EFTSL = 0.375).

• With a Fixed amount of $200 one department will get $50 (200 * 0.25) and the other $25 (200 * 0.125) for this student
• With a Percentage of 10% (GROSS) on a liability of $350, one department will get $23.33 (0.25/0.375 * 35) and the other $11.67 (0.125/0.375 * 35). (To 2 decimal places, rounded.)

A Fee Category Override should not have the same components as the formula it overrides.

Field Source

Prompt

Display Type

Comments

FDF.DSP_S_FEE_TRIGGER_CAT

System Fee Trigger Cat:

Text Item

Move position to fit the new item Management Level and change prompt from ‘Category’ to ‘Cat’

FDF. DSP_FEE MANAGEMENT_LEVEL

Management Level:

Text Item

See above for location

FDF.DSP_START_DT

Start Date:

Text Item

Move position to in line with FDF.DSP_S_FEE_TRIGGER_CAT

FDF.DSP_END_DT

End Date:

Text Item

Move position to in line with FDF. DSP_FEE MANAGEMENT_LEVEL