Transcript Fee Calculation: Just the facts!

Fee Calculation Components
 Fee Pay Status
 Tuition Calculation Table
 Fee Code Table
Fee Calculation Components
 Fee Pay Status
 Code to determine the tuition paying category of a
student or a class
 A student can have multiple fee pay statuses
Biographic
Quarterly
Enrollment
Fee Calculation Components
Biographic Fee Pay Status
Biographic Fee
Pay Status
Fee Calculation Components
Quarterly and Enrollment Fee Pay Status
Quarterly
Fee Pay
Status
Enrollment
Fee Pay
Status
Fee Calculation Components
 Student fee pay status can also be looked at in MIS
reporting
 Running Start
 International contract
 Or excluded from MIS reporting
 Employee tuition waiver
 Senior citizen audit
Fee Calculation Components
 Classes can have a fee pay status or not
 Class fee pay status is entered on Course Schedule
screen, IS1001
 If no, tuition rate is determined from the student’s fee
pay status
 If yes, the class fee pay status determines the student’s
tuition
Fee Calculation Components
Class Fee Pay Status
Class fee pay
status
Fee Calculation Components
 Tuition Calculation Table (BM1010)
 Used to identify the fee codes related to a student fee
pay status
OR
 Used to identify the fee codes related to a class fee pay
status
OR
 Both
Fee Calculation Components
 The Tuition Calculation Table (BM1010) is divided into
four sections.
 The second section and fourth section of the screen are
controlled by the State Board.
 The first section and third section of the screen are
college controlled.
Fee Calculation Components
Tuition Calculation Table (BM1010)
First section –
college controlled
Second section –
SBCTC controlled
Third section –
college controlled
Fourth section –
SBCTC controlled
Fee Calculation Components
Tuition Calculation Table (BM1010)
 The second section contains a Standard section and a
Waiver section
 Standard section contains:
 Fee Code assigned to the fee pay status
 Fee Limit which identifies the maximum number of
units (credits, courses, etc) that will be charged to the
fee code
 Limit Type is an informational field. It is not used by
the fee calculation process
Fee Calculation Components
Tuition Calculation Table (BM1010)
 Over Limit Fee Code identifies the fee codes used when
the units exceed those specified in the Fee Limit field.

For example, for FPS 01 the fee code TP is charged when a
student’s units exceed 18 credits.
 Waiver Section contains:
 Standard Fee Code field identifies the fee code for which
fees would have been charged if the fee pay status had
not resulted in a tuition waiver.
Fee Calculation Components
Tuition Calculation Table (BM1010)
 Over Limit Fee Code field identifies the fee code used
for a tuition waiver when the units exceed those
specified in the Standard Fee Limit field.
 FAPC Code field identifies the financial aid program
code assigned to the tuition waiver.
Fee Calculation Components
Tuition Calculation Table (BM1010)
 Waiver Calculation Ind field has two values.


F indicates full waiver. The tuition waiver is to be calculated
for the full amount of the tuition and no charges will display
on the Cashiering screen, BM1600.
D indicates partial waiver. The difference between the full
amount and the actual amount charged will be calculated and
the amount the student has to pay will display on the
Cashiering screen, BM1600.
Fee Calculation Components
Tuition Calculation Table (BM1010)
 The fourth section is Supplemental Tuition and was
added to enable colleges to charge tuition for the 11-18
credits.
 MIN and MAX columns are used to determine the range
for the units.
 Fee Cd column identifies the fee code that is used for the
calculation.
Fee Calculation Components
Tuition Calculation Table (BM1010)
 The first section allows users to enter their college
code, student fee pay status, class fee pay status, or
a combination of student/class fee pay status.
 The third section allows colleges to add, change or
delete supplemental fee codes for any fee pay
status.
Fee Calculation Components
Tuition Calculation Table (BM1010)
 The third section is Supplemental Fees and allows
colleges to add additional fee codes to any fee pay
status.
 The Min column is used to identify the minimum
number of units a student must be enrolled in before the
student will be charged the supplemental fee code.
 The supplemental fee code will be changed when the
student’s enrolled units are equal to or greater than the
Min value.
Fee Calculation Components
Tuition Calculation Table (BM1010)
 If there is a value in the Max column, the charges for
that fee code will be calculated only for unit values
exceeding that amount.


For example, if you want to begin charging a supplemental fee
for the credits above 18 credits, you enter 19 in the Min field
and 18 in the Max field.
The fee code will be charged beginning at 19 units and
continue until the amount reaches the maximum value on the
Fee Code Table, BM1001, for that fee code.
Fee Calculation Components
Tuition Calculation Table (BM1010)
 This screen has a list function (F6) which displays all
entries on your table.
Fee Calculation Components
Fee Code Table (BM1001)
 The Fee Code Table is one of the required tables for fee
calculation, cashiering and Customer Accounts.
 The fee calculation process edits the Fee Code Table
when generating charges for students.
Fee Calculation Components
Fee Code Table (BM1001)
Fee Calculation Components
Fee Code Table (BM1001)
 A fee code is a two-digit alpha/numeric, alpha/alpha,
or numeric/numeric code that identifies a type of
charge.
 The SBCTC-ITD reserves a group of specific fee codes
for tuition. All others are college defined.
 Colleges control all of the attributes associated with fee
codes for both SBCTC-ITD and college defined fee
codes.
Fee Calculation Components
Fee Code Table (BM1001)
 The Fee Code Table is used to:
 Determine whether or not to update the Customer Accounts
database.
 Assign a fee class.
 Establish the fee rates, minimum, and maximums for a specific fee
code.
 Determine the order in which fees are to be paid.
 Attach a debt type (if it is to be different from the default value).
 Generate a revenue or an expenditure account structure.
 Define a refund schedule.
Fee Calculation Components
Fee Code Table (BM1001)
 These fields on the fee code table affect the fee
calculation process:
 FEE CD TITLE (Fee Code Title)
 UPDATE CA (Update Customer Accounts)
 FEE UNIT (Fee Unit)
 FEE RATE (Fee Rate)
 FEE MIN (Fee Minimum)
Fee Calculation Components
Fee Code Table (BM1001)
These Fee Code Table fields affect the fee calculation
process:
 FEE CD TITLE (Fee Code Title)
 FEE MAX (Fee Maximum)
 UPDATE CA (Update Customer
 YRS EDIT (Years Edit)
Accounts)
 FEE UNIT (Fee Unit)
 REFUND IND (Refund
Indicator)
 FEE RATE (Fee Rate)
 DEBT TYPE (Debt Type)
 FEE MIN (Fee Minimum)
 The Account Code Structure
 REFUND PHASE (Refund
Phase)
Fee Calculation Components
Fee Code Table (BM1001)
Fee Code Table Overrides
 The fee code table override screen is accessed from the
main fee code screen by pressing F6 – Session
Override.
 This screen provides alternative fee rates, minimums,
maximums and account structures if these values are
different for one or more quarters.
Fee Calculation Components
Fee Code Table (BM1001)
Fee amount for A341 is different than on the main fee code
screen for TR.
Fee Calculation

Fee Calculation uses fee pay status in this order:
1.
2.
3.
Combo (class fee pay status and student fee pay
status)
Class
Student
Fee Calculation
Combo – fee codes are determined from
the Tuition Calculation table, BM1010
student’s
and class
fee pay
statuses
are
overridden the
on
enrollment
for one or
more
classes
charged fee code from
student/class
combo on
Tuition
Calculation
Table
(BM1010)
Fee Calculation
Combo example:
 Student with a quarterly fee pay status of 23 (refugee-
resident) enrolls in one class that has been overridden at
registration with a fee pay status of 18 (over 18 credits
exempt resident).
 Student is charged the fee code of *X for that one
enrollment.
 *X is the fee code attached to the fee pay status of 18.
Fee Calculation
Fee Calculation
Class fee pay status – entered on the Course Schedule
screen (IS1001)
Student
registering
for
class with charged
a fee pay
status
fee code
from class
fee pay
status
Fee Calculation
Class example:
 Student with a quarterly fee pay status of A1 (vocational
supplemental) enrolls in a class with
a fee pay status of 99 (non-tuition class).
 Student is charged the fee code T0
 T0 is the fee code attached to the fee pay status
of 99
Fee Calculation
Student fee pay status – quarterly record on the
Registration screen, SM700A.
Student
registering for class
without a
fee pay
status
charged
fee code
from
student’s
fee pay
status
Fee Calculation
Student example:
 Student with a quarterly fee pay status of 01 (resident
tuition) enrolls in a class without a fee pay status.
 Student is charged the fee code of TR.
 TR is the fee code attached to the fee pay status of 01.
Fee Calculation Facts
What registration transactions update Customer
Accounts?
 Adding or dropping classes that change the number of
credits or clock hours
 Changing the student’s fee pay status
 Changing the enrollment fee pay status
 Changing the number of credits a student has
enrolled in on a variable credit class
Fee Calculation Facts
What registration transactions update Customer
Accounts?
 Typing in a percentage in the % Refund field and Y in
the UPD CA field for a student who has an unprocessed
refund
Fee Calculation Facts
What questions to ask when the charges are not correct:
 What should the tuition and fee amounts be?
 What is the quarterly fee pay status of the student?
 Is there a fee pay status or class fees attached to any of
the classes?
 Have any of the class enrollments been overridden?
Fee Calculation Facts
What questions to ask when the charges are not correct:
 If there is a fee pay status attached to any of the class
enrollments, is there a combination entry on the Tuition
Calculation table, BM1010?
 Do you need to assign a fee pay status to a specific class
enrollment?
 What is the amount for the fee code attached to the fee
pay status?
Fee Calculation Facts
What questions to ask when the charges are not correct:
 What is the amount of the fee code attached to the
combination?
 Does the fee code charge by the class, credit, quarter,
year?
 Is there a fee code session override for the quarter on the
Fee Code table (BM1001)?
Fee Calculation Facts
How the tuition and fees can be updated after a student
has registered:
 For all students registered for a particular quarter
 Schedule job SM4240J, Recalculate Fees for a Year/Qtr
Fee Calculation Facts
How the tuition and fees can be updated after a
student has registered:
 To recalculate tuition and fees on an individual
student basis:
 Make the appropriate change on either the Fee Code Table
(BM1001) or the Course Schedule screen (IS1001).
 Enter the student’s SID and the YRQ on the Registration
screen and press Enter.
 Type Y in the UPD CA field and press Enter to update the
student’s Customer Accounts record. The adjusted tuition
and fee are displayed on SM700A.
Fee Calculation Facts
Refund processing facts:
 The default refund dates and percentiles are established
on the Fee Code Table (BM1001).
 To change the default percentile for an individual
student, type Y in the UPD CA field and the appropriate
percentage amount in the % Refund
field on the Registration screen and press Enter.
The new refund amount is calculated and passed
to Customer Accounts.
Fee Calculation Facts
 Fee calc errors appear first on the Registration
screen and are stored on the Student Enrollment
Transactions screen (SM4010).
 Almost all fee calc errors post a designated fee
code and dollar amount to the student’s record in
Customer Accounts.
 Errors 1 and 3 do not post a fee code.
 Designate the fee calc error fee code on ZX0070,
parameter CA1033.
Fee Calculation Facts
A common error is BM18000009 – Missing Fee Code on
Fee Code Table
 Indicates that a fee code attached to either a class or to
the fee pay status hasn’t been established on BM1001.
 Establish the fee code on BM1001.
 Recalculate the student’s tuition and fees by typing Y in
the UPDATE CA field on the Registration screen and
pressing Enter.
Fee Calculation Errors
as they appear on the
Registration screen
BM18000001
Missing SID as passed from SM700x
BM18000015
Customer Account Data Base not available. Call Data Center
BM18000002
Missing STU-NAME
BM18000016
Internal table #1 overflowed. Call Data Center.
BM18000003
Missing YRQ
BM18000017
Internal table #2 overflowed. Call Data Center.
BM18000004
FYR is zero. Must be > zero.
BM18000018
Internal table #4 overflowed. Call Data Center.
BM18000005
Missing student’s FEE-PAY-STAT
BM18000019
Internal table #6 overflowed. Call Data Center.
BM18000006
TRNS-DATE is zero or missing
BM18000020
Internal table #8 overflowed. Call Data Center.
BM18000007
COL is missing
BM18000021
Internal table #9 overflowed. Call Data Center.
BM18000008
Missing TUIT-CALC-KEY in TUIT-CACL-TBL-M
BM18000022
BM1840W write error. Call Data Center.
BM18000009
MISSING FEE CODE ON FEE CODE TABLE
BM18000023
BM1840 update error. Call Data Center.
BM18000010
CUST-M data set is full. Call Data Center
BM18000024
Internal error in BM1810 program. Call Data Center.
BM18000011
Reg updated/Call data center. 9021 error
BM18000025
Internal error in BM1840 program. Call Data Center.
BM18000012
Reg updated/Call data center. 9021 error
BM18000026
Refund can’t be calculated. Class/Qtr start dates different.
BM18000013
Invalid TRNS-DATE
BM18000027
Invalid date for a CLASS START DATE
BM18000014
Invalid FIRST-DAY-YRQ for session
BM18000028
PCT-REFUND cannot be greater than 100 percent