FEES REFERENCE DATA QRG

Transcription

1 FEES REFERENCE DATA QRG 1. Introduction This Quick Reference Guide focuses on how to create and maintain fees Reference Data in Client. It includes guidance that is specific to Smart & Skilled Offerings. The processes in scope for this QRG are: Process Performed by 1. Create a new Fee Type in Reference Data Institute Finance 2. Attach a Fee Type to a Product/ Offering to create a Fee Value Course Information Coordinator 3. Create a people Fee Value in Reference Data Institute Finance 4. Create a Price Band Institute Finance 5. Attach a Price Band to a Product or Offering Course Information Coordinator Prior to enrolling learners or processing payments using the Cash Desk, fee structures need to be created in Reference Data. Fees Reference Data is maintained using a hierarchical structure, i.e. Fee Category > Fee Type > Fee Value. The table below provides a definition of the key items within the fee structure hierarchy. Item Definition Maintenance: where and who Fee Category Used to group similar Fee Types Provides a template to assist users in their creation of Fee Types Fee Type Describes an item that can be charged to learners or external clients and its GL Account & Fund Code. There are 2 types: Enrolment Fee Types can be attached to Products and Offerings People Fee Types are for campus and non-learner charges Fee Value Price Bands A Fee Value is created by selecting a Fee Type and adding the specific dollar value/s together with the appropriate Cost Centre. Price Bands are created where multiple Fee Types are assigned to multiple Offerings. A single Price Band can be attached to multiple Offerings for the same qualification. The Price Band name is based on the Product Code. Held in Master Reference Data (MRD) Maintained centrally by TAFE Customer Services. Held in Reference Data Maintained by Institute Finance staff with the Finance Administrator role. People Fee Values are maintained in Reference Data by Institute Finance staff with the Finance Administrator role. Fee Types are attached to Offerings to create Fee Values by Course Information Coordinators with the Curriculum Finance role. Price Bands are maintained in Reference Data by Institute Finance staff with the Finance Administrator role. Course Information Coordinators with the Curriculum Finance role will attach Price Bands to Offerings Fees Reference Data QRG- v June 2016 Page 1 of 20

2 2. Create a new Fee Type in Reference Data Fee Types remain valid as long as they are active; they have no start and end date. Fee Types are maintained in Reference Data by users with the Finance Administration role. To create a new Fee Type, use the following menu path: a) Select the System ribbon tab> click the Reference Data icon > select Fee Types from the List View> b a b) Select the appropriate Charge Level: Enrolment Charge People Charge Enrolment charges are attached to Offerings, and apply to all learners in that Offering People charges are typically: Non- compulsory charges that may be attached to a learner s enrolment, or directly against a learner as a Sundry charge using Cash Desk not enforceable, i.e. learners do not go into bad debt if they do not pay the people charge c) Select the Add icon from the Admin commands ribbon. c 16 June 2016 Page 2 of 20

3 d d) Mandatory fields: In order to create a new Fee Type, a Fee Category must first be selected; i.e. no other fields may be populated until a Fee Category is selected from the drop down list. Fee Type: enter a code to describe the Fee Type (6 character limit). By selecting a Fee Category, the GL Account Number and Fund Code are automatically defaulted, but can be edited. This ensures that there is alignment with the General Ledger cost objects in SAP. Note that these values are both read only at the Fee Value Level, i.e. they cannot be edited. GST Code: select either S1 (Taxable) or S2 (GST-Free). e) The following cost objects are defined in ebs using a SAP mastered search facility which is refreshed from SAP every 2 hours: GL Account Number- mandatory (cascades from the Fee Category, and may be edited) Fund Code- mandatory (cascades from the Fee Category, and may be edited) Cost Centre- optional Internal Order- optional WBS Element- optional Where the relevant code is not known, use the search icon for each of the cost objects above: to bring up the search window e Use the available search conditions to locate the particular cost object. Where the respective code is unknown, enter % to return all existing active values in the search results. Select a row from the search results in order for the field to be populated. 16 June 2016 Page 3 of 20

4 f) The table below provides a description of the optional fields in Fee Type Details: Field Type dropdown x enter a value enter or search for a value checkbox Quick Reference Guide Field Field Type Description Short description x A short description of the Fee Type (13 character limit) Long description x A more detailed description of the Fee Type (40 character limit) Fee is automatically defaulted in. Receipt should not be used. Transaction Those required for Cash Desk (Receipt and Refund header Type records) are already setup. SAP master data object used for financial data collection and Cost Centre reporting purposes. Cost Centre is usually defined at the Fee Value level and may be left blank here. Internal Order SAP master data used to manage revenue within a Cost Centre. WBS Element A work breakdown structure is used to assign transactions to WBS elements to report revenue for a project. Allow Refund Indicates that a fee is available for a refund. If not ticked, any refund against that Fee Type will be blocked from processing. Enforceable Debt Round to nearest Minimum Value Eligible for Instalments Charge Role Priority x x x If ticked, the enforceable debt workflow may be applied which enables a student to be flagged as underpaid and blocked from services. Set the value that fees should be rounded to. For example will round to the nearest $10; 0.10 will round to the nearest 10 cents. Recommend not to be used Set the minimum value a fee can be after waivers have been attached. Recommend set to $0 If ticked the fee may be paid by instalments This field is not applicable for people Fee Types Select from the following: Every Time - charged on each enrolment Once Only - charged once regardless of number of enrolments; e.g. parking, Student Association Fee, TAFE Card If populated, only users with this custom role set in User Management can apply fees associated with this fee type. Do not use This field cannot be maintained at the Fee Type level. This field provides the priority within each Fee Category as a part of the BPAY allocation along with the Enforceable Debt flag. Note, where a BPAY payment is made, enrolment fees will be processed before people fees. Include in Return Leave blank. This field does not drive any ebs functions. TVH Fee This field is no longer relevant for TAFE. Do not use Active Select this checkbox to specify that the fee type is Active 16 June 2016 Page 4 of 20

5 g) Identify waivers associated with the Fee Type, by using the checkboxes on the Waivers for fee type panel. Smart & Skilled Fee Types All Smart & Skilled applicable waiver types are defined centrally for all 4 Smart & Skilled Fee Types in Reference Data (SSFIR, SSSEC, SSCON, SSAPP). Waivers are sent to the Fee Calculator and are used to return the Concession fee. The Exemption Fee Type (SSEXE) has the exemption waiver codes attached. Do not adjust waivers for enrolment Fee Types as these are centrally maintained. h) Hold down the Ctrl key and press S to save the new Fee Type. Once a Fee Type has been made Active, it can be used to create Fee Values. 16 June 2016 Page 5 of 20

6 Business considerations if cost objects are changed for existing Fee Types Quick Reference Guide If the GL Account Number or Fund Code are changed in Reference Data for an existing Fee Type, there is no impact on any Offerings that currently use that particular Fee Type, i.e. the changed Account and or Fund Code do not flow down to the Fee Values which are attached to Offerings. The new cost objects will only take effect from the point that the updated Fee Type is attached to an Offering to create a Fee Value. Note it is not possible to delete an existing Fee Type against an Offering once enrolments have been made into an Offering, and fees have been assigned to enrolments. Please note it is not be possible to update Account or Fund Code at the Fee Value level, however, the Cost Centre, Internal Order and WBS Element can be updated directly against the Offering. In order to attach an updated Fee Type to an Offering, the current Fee Type would need to be end dated, and the new Fee Type added. Any learner transactions for enrolments into that Offering from that point forward will be posted to the updated cost objects. This will result in split postings within a single Offering, and potentially for the same learner where they are paying by instalments. To enable cloning of Offerings, ensure that the master Offering has the correct Fee Types attached. All master Offerings should remain as Draft. Business considerations if Fee Types are made inactive Where an inactive Fee Type is already attached to an Offering: Smart & Skilled Offerings The Fee Calculator may still automatically apply the Fee to the enrolment. The fee is not available to be manually selected from the drop-down list of available fees for that Offering Non Smart & Skilled Offerings The fee may only be automatically applied to the learner if it is setup as Include by Default The Fee is not available to be manually selected from the drop-down list of available fees for that Offering Where a fee is attached to an enrolment for an inactive Fee Type, learner payment can be made using that Fee Type. An inactive Fee Type Will not be available in the dropdown to be attached to an Offering to create a Fee Value Will not be available in the dropdown to be added to Price Bands To enable cloning of Offerings, ensure that the master Offering has the correct Fee Types attached. All master Offerings should remain as Draft. Business considerations to delete a Fee Type It is not possible to delete a Fee Type in Reference Data that is attached to an Offering, or has been assigned to enrolments. 16 June 2016 Page 6 of 20

7 3. Attach a Fee Type to a Product or Offering to create a Fee Value Quick Reference Guide Fee Types are attached to Offerings to create Fee Values. Data defined in the Fee Type is cascaded to the Fee Value. Fee Types are attached to Offerings to create Fee Values by Course Information Coordinators with the Curriculum Finance role. Price Bands are best utilised where there are multiple Fee Types against multiple Offerings for the same qualification. Refer to section 5 and 6 for guidance on Price Bands. Follow the steps in this section where Price Bands are not being utilised. Example scenario: Product: Product Sub Type: TAFE PLUS Statement in Equine- Career Readiness NNRC Non-Nationally Recognised Course A Fee For Service Offering has been created to draft status, and a Commercial Course Fee needs to be assigned. a) To attach a Fee Type to an Offering, use the following menu path: Select the Product Search icon from the Start ribbon> Search for a Product and open it> Use the navigation tree in the Product Details screen to expand the relevant Offering by clicking on the node. Product Details navigation tree Fees may also be attached to the Product and will cascade to all Offerings linked to that Product. Where fees already exist against Offerings, the Product fees will not override fees setup against the Offering. a b) Click Fees and then right click and select Add b c) Click Yes to Add a new Offering Fee c 16 June 2016 Page 7 of 20

8 d) Select the appropriate Fee Type using the drop down. At this point the GL Account Number and Fund Code default from the selected Fee Type and are read only. These cost objects may only be maintained by Institutes at the Fee Type level in Reference Data. e) Other mandatory fields: Cost Centre follow the steps in section 2e, page 3 to select a cost centre. This field may cascade from the Fee Type level but is typically defined at the Fee Value level. GST Code (cascades from the Fee Type, and may be edited) Users will also update the dollar amount where the fee value is not $0. f) The table below provides a description of the optional fields: Field Type dropdown x enter a value enter or search for a value checkbox Field Field Type Description VET/FEE-HELP Only applies when the unit of study Offering Type is VFH. Leave as x $ $0.00 for non VFH Offerings Standard $ x Enter the fee to be charged International Fee $ x Leave as $0.00 Calc Method x Fixed Amount (FIXED) is defaulted in. Start Date x Recommend to leave blank. If the Offering start date precedes the Fee Value start date, fees cannot be assigned to the learner End Date x As above Internal Order SAP master data used to manage revenue within a Cost Centre WBS Element A work breakdown structure is used to assign transactions to WBS elements to report revenue for a project. Charge Select per enrolment when attaching enrolment fees against Offerings. Select per learner when the charge does not apply to all enrolments (ensure the Fee Type is not set as Include by Default). Price Band read only The Price Band will be stamped against a Fee Value where it has been attached to an Offering Allow Refund Indicates that a fee is available for a refund. If this is not selected, a refund may not be processed. Include by Default This flag drives the fee that is displayed on Institute websites. For non- Smart & Skilled Offerings, having Include by Default ticked will mean that all learners enrolled into that Offering will inherit that fee. Always select one Fee Type per Offering as Include by Default. g) Hold down the Ctrl key and press S to save the fee against the Offering. 16 June 2016 Page 8 of 20

9 At the point a Fee Value is saved, the SAP mapping table will validate that cost objects are active. There is no validation with SAP on the combination of cost objects. Any inactive GL cost objects will trigger an back to the ebs4 user who created or modified the Fee Value The ebs4 user will have the ability to change the error fields (except the GL Account and Fund Code) when the is received. The Fee Value will still be written to the SAP Mapping table and be available in ebs4 for the user to transact against. When this happens the SAP Financial Transaction validations will stop the transaction posting and produce a Idoc error . Changing Enrolment Fee Values It would be rare for an enrolment fee to change for an existing Offering. Any new prices would usually apply to new Offerings. In the event however, that a fee needs to change for an existing Offering, the fee should be end-dated, and a new one created. 4. Create a People Fee Value in Reference Data People Fee Values are maintained in Reference Data by Institute Finance staff with the Finance Administrator role. People Fee Values are typically non-compulsory charges that may be charged in one of the following ways: attached to a learner s enrolment from the Payments tab using the Add button, or attached directly against a learner as a Sundry charge using Cash Desk attached through Other transaction in Cash Desk for non-learners People Fee Values are typically not enforceable, i.e. learners do not go into bad debt if they do not pay the people charge. To create a new People Fee Value in Reference Data, use the following menu path: a) Select the System ribbon tab> click the Reference Data icon > select Fee Values from the List View b) In order to view existing Fee Values, use the Find Fee Values icon on the Admin Commands ribbon. This will bring up a search window 16 June 2016 Page 9 of 20

10 For enrolment charges, this search tool can be used to; identify Offerings with a particular Fee Type attached, and the Fee Values that have been setup against those Offerings. Identify all Fee Types and Fee Values for a particular Course Code. For people charges, this search tool can be used to; Identify the people Fee Value linked to a particular people Fee Type. Note there is a one to one relationship between People Fee Types and People Fee Values. To bring up all Fee Values, enter % in the Fee Type field c) To add a new People Fee Value in Reference Data, select the People Charge Level and then click the Add button from the Admin Commands ribbon. d) In this example there is a need to create a new people Fee Value for Locksmith tools. Select the appropriate People Fee Type from the dropdown list. By selecting a Fee Type, the GL Account Number and Fund Code are automatically defaulted, and are read-only. This ensures that there is alignment with the General Ledger cost objects in SAP. e) Other mandatory fields: Cost Centre follow the steps in section 2e, page 3 to select a cost centre. This field may cascade from the Fee Type level but is typically defined at the Fee Value level. GST Code (cascades from the Fee Type, and may be edited) 16 June 2016 Page 10 of 20

11 f) The table below provides a description of the optional fields: Field Field Type Description Standard $ x Enter the fee to be charged VETFEE-HELP x Only applies when the unit of study Offering Type is VFH. Leave as $0.00 for non VFH Offerings International Fee $ x Leave as $0.00 Calc Method x Fixed Amount (FIXED) is defaulted in. Start Date x Recommend to leave blank. If the Offering start date precedes the Fee Value start date, fees cannot be assigned to the learner End Date x As above Internal Order SAP master data used to manage revenue within a Cost Centre WBS Element A work breakdown structure is used to assign transactions to WBS elements to report revenue for a project. Allow Refund Indicates that a fee is available for a refund. If this is not selected, a refund may not be processed. Include by If a people charge is attached to an Offering as Include by Default, the Default people charge will be applied to all enrolments. Funding Year Leave blank. This field is not being used by TAFE NSW Is TVH Fee? This field is no longer relevant for TAFE. Do not use. At the point a Fee Value is saved, the SAP mapping table will validate that cost objects are active. There is no validation with SAP on the combination of cost objects. Any inactive GL cost objects will trigger an back to the ebs4 user who created or modified the Fee Value The ebs4 user will have the ability to change the error fields (except the GL Account and Fund Code) when the is received. The Fee Value will still be written to the SAP Mapping table and be available in ebs4 for the user to transact against. When this happens the SAP Financial Transaction validations will stop the transaction posting and produce a Idoc error . Changing People Fee Values Where the dollar amount changes for an existing People Fee value, the fee should be enddated, and a new one created in Reference Data. 16 June 2016 Page 11 of 20

12 5. Create a Price Band in Reference Data Quick Reference Guide Price Bands are maintained in Reference Data by Institute Finance staff with the Finance Administrator role. A new Price Band is created when a new qualification is approved. The inputs required to setup a new Price Band are: The Price Band name and description: the naming convention is usually defined by the published qualification code and title respectively. The Fee Types that will form part of the Price Band- these must exist in Reference Data The GL Account Code and Fund Code per Fee Value The effective start date for each Fee Value The dollar amount per Fee Value Identify which Fee Values should be setup as Include by Default. Example request from a Course Information Coordinator to request a new Price Band: Price Band name: HLT47715 Description: Start Date: 01/01/2016 Cert IV Medical Practice Assisting Fee Type Fee Value Include by Default SSFIR $1,970 No SSSEC $2,300 Yes SSCON $240 No SSEXM $0 No COMM $9,420 No 16 June 2016 Page 12 of 20

13 Example scenario: Quick Reference Guide A new qualification has been approved; Cert IV Medical Practice Assisting, HLT The Institute is approved to deliver this qualification as a Targeted Priority and Traineeship program stream, and a Smart & Skilled non-vfh Offering has been created to draft status. The Course Information Coordinator has requested a new Price Band which, once created, can be attached to any Smart & Skilled non-vfh Offering for this particular qualification. To create a new Price Band in Reference Data, use the following menu path: Select the System ribbon tab> click the Reference Data icon > select Fee Price Bands from the List View> Click Add from the Admin Commands ribbon. a) Enter the Price Band name and Description, and then Save. Note the Price Band name must be unique within each ebs instance. a b) Next, in order to attach Fee Types to the Price Band, double click in the first empty row under the Fee Type column to create a new entry. b c) Select the appropriate Fee Type from the dropdown list Enter the Start Date for the Fee Value (optional field), and the Standard Amount. Always leave Calendar Occurrence field blank, otherwise the Price Band can only be applied to Offerings with that CalOcc code. It is recommended to leave End Date blank so that the Price Band fees do not have to be updated when there is no change to the dollar value year on year. Where an End Date is entered at the point the Price Band is assigned to an Offering, if the Fee Value Offering end date is after the Fee Value end date, fees cannot be assigned to the learner. c c c 16 June 2016 Page 13 of 20

14 d) In the lower panel (Fee Value Details), check the Cost Centre is accurate (optional field). Note that the Cost Centre will cascade from the Fee Type where it has been setup. e) Ensure that the Include by Default flag is set appropriately per Fee Value. Note it is checked by default, and will need to be de-selected if the Fee Value should not be set as Include by Default. f) Hold down the Ctrl key and press S to save the fee against the Price Band. g) Click Add from the Admin Commands ribbon to add a further Fee Type to the Price Band h) Repeat steps c to g above until all the necessary Fee Types have been attached. When all the necessary Fee Values have been attached to the Price Band, click Save. The Price Band is now available to be attached to Offerings, including the master Offering which should remain in draft status. Overview: To search for an existing Price Band enter the qualification code in the top search bar: Price Band Name Fee Values within the Price Band (summary level) Shows the Fee Value (detail level) based on the row selected in the panel above If Fee Values change within a Price Band: In this scenario, the existing Price Band can be maintained in Reference Data. End date the Fee Values attached to the Price Band, and then re add the Fee Values with a new start date, and the new price. An updated Price Band may look like this: The new Fee Values within the Price Band take effect from the point they are attached to an Offering. 16 June 2016 Page 14 of 20

15 6. Attach a Price Band to a Product or Offering Quick Reference Guide Course Information Coordinators with the Curriculum Finance role will attach Price Bands to Products/ Offerings. Price Bands are maintained in Reference Data by Institute Finance staff with the Finance Administrator role. Course Information Coordinators reminder (aligned with Standard Processes & Controls) When attaching a Price Band to an Offering, ensure that the Price Band is attached to the master Offering first. The master should remain in Draft status, and should be used for the purpose of cloning Offerings. Example Scenario: A Price Band has been created by Institute Finance for AHC30110, CIII Agriculture. The Course Information Coordinator wishes to attach the new Price Band to an Offering that is currently in draft status. 16 June 2016 Page 15 of 20

16 a) To attach a Price Band to an Offering, use the following menu path: Select the Product Search icon from the Start ribbon> Search for a Product and open it> Use the navigation tree in the Product Details screen to expand the relevant Offering by clicking on the node. Product Details navigation tree b) Click Fees and then right click and select Add Price Band c) Enter the Price Band Name or use the available search icon. Once a Price Band has been selected, click OK to add fees from the Price Band. 16 June 2016 Page 16 of 20

17 d) This will bring up a grid in Product Manager so that Price Band details can be reviewed. If there are any mandatory fields missing from the Price Band, they will be highlighted with a red box to be entered directly into the grid. Mandatory fields per Fee Value: GL Account Number and Fund Code (both read- only) Cost Centre GST Code e) The Price Band, as setup by Institute Finance, should not require editing. If, however there is a requirement to add or remove a Fee Type from the Price Band, use the icons in the ribbon bar. This is not making changes to Price Band itself, just the linked fee types that are about to be created for the relevant Offering. Review the other fields that may be edited from this table: WBS Element- optional Internal Order- optional Include by Default Amount Payable f) Click Save to attach the Price Band to the Offering g) Navigate to Product Details, click Refresh from the ribbon bar, and check that the Price Band has been attached to the Offering. 16 June 2016 Page 17 of 20

18 If you click on any of the Fee Values attached to the Offering, the Fee Values are now stamped with the Price Band description. It is possible for a user without the Curriculum Finance role to clone an Offering with fees attached and set to Approved. It is important that the master Offering is consistently used for this purpose. 16 June 2016 Page 18 of 20

19 Steps to remove a Price Band from an Offering Once enrolments have been made into an Offering, and fees have been assigned to enrolments, it is not possible to remove those Fee Types from the Offering. It is critical that the Price Band is correctly assigned to the Offering at the point they are attached. Where no enrolments have been made into an Offering, follow the steps below: a) Once a Price Band has been attached to an Offering, it can only be removed by individually highlighting each Fee Type in the Product Details navigation tree, and clicking Delete from the ribbon b) Click Yes to confirm that you wish to delete the Offering fee. c) Repeat steps a and b above until all required Fee Types have been removed Note that by performing this process a user is not deleting the Price Band. The user is only removing the fees from the particular Offering so that a new Price Band can be attached. 16 June 2016 Page 19 of 20

20 7. Notes for Smart & Skilled Price Bands It is an Institute Finance responsibility to ensure that the Price Band setup per qualification is accurate. In particular for Smart & Skilled Offerings: a) Ensure the relevant Smart and Skilled Fee Types are used, prefixed with SS, i.e. SSFIR - SmartFirst SSSEC - SmartSecon SSAPR - Smart Appre SSCON - SmartConce SSEXM - SmartExemp This is critical to ensure that the TEA Fee Calculator can find a matching Fee Type against the Offering in order that fees can be automatically assigned. b) It is recommended to attach the COMM (COMM/FFS) Fee Type to Smart & Skilled non -VFH Offerings. New logic has been built so that the Comm/FFS fee is provided to ineligible learners where it has been setup against a Smart & Skilled non - VFH Offering. c) The Include by Default flag drives the fee that is displayed on Institute websites. Users should setup at least one other Fee Type as Include by Default (typically SmartSecon). The flag does not affect which fee is assigned to an enrolment. d) Only attach Fee Types to a Price Band for which there is a contract to deliver. For example, a qualification that is only available as an Apprenticeship Program Stream should only have SSAPR, SSCON, SSEXM fees attached. e) All Smart & Skilled applicable waiver types are defined centrally for all 4 Smart & Skilled Fee Types in Reference Data (SSFIR, SSSEC, SSCON, SSAPP). Waivers are sent to the Fee Calculator and are used to return the Concession fee. The Exemption Fee Type (SSEXE) has the exemption waiver codes attached. Do not adjust waivers for enrolment Fee Types as these are centrally maintained. f) Trainee Fee Type : ebs has not been updated to incorporate a new Trainee Fee Type into the ebs fees configuration process. The TEA Fee Calculator however, has the ability to apply the capped Trainee fee. Where a learner is eligible for the Trainee Program Stream, ebs will assign the SmartFirst Fee Type to the enrolment (both the SmartFirst and the Trainee fee as returned by TEA are mapped to SmartFirst in ebs), and the correct fee value ($1000 or less) will be automatically assigned from TEA. Custom Trainee Fee Types, where they exist against Offerings, may remain. However, they have no direct application in the way that the fee is applied to an enrolment. The Commercial Fee Type should not be included in Smart & Skilled VFH Price Bands. Separate VFH Fee for Service Offerings need to be setup to enrol learners who are not eligible for government subsidised training. If the Commercial Fee is attached to a Smart & Skilled VFH Offering, ebs will assign a 0% loan fee to an ineligible learner instead of the 20% loan fee as per HESA legislation. HEPCAT reporting will also be inaccurate as it will incorrectly attribute ineligible learners as Government Subsidised For more detail please refer to QRG How to Set up Government Subsidised VET FEE-HELP Course and Unit of Study Offerings in ebs 16 June 2016 Page 20 of 20