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Guide to Requesting Contract Fee and Rule Additions and Updates

Claire Frank
  • Updated

Overview 

Our team assists in managing various aspects of your Contract Fees page. Reach out to us to handle the following tasks:

  • Setting up new contract fees
  • Establishing new rules for contract fees
  • Modifying existing contract fee rules

Refer to this guide to understand the information we require for seamless updates tailored to your needs!

In this Article

Adding a New Contract Fee

When you'd like us to add a new contract fee for you, we'll need to know the following about your new fee:

  • Name: What do you want the fee to be called?
    • The name shows on the contract and in the parent's ledgers.

  • Billing Category: What Billing Category should the fee be assigned to?

  • Amount Type (fixed amount, field, or percentage)
    • Will the fee be a fixed amount? (ex. $10.0)
    • Will the fee come from an amount you enter into a field?
      • If so, what field should we connect the fee to?
    • Should the fee be a percentage of other charges?
  • Charge Type (deposit, optional fee, payment plan fee required fee, tuition, tuition discount)
  • Amount (doesn't apply to field-based fees because you set the amount of those within the field itself)
    • What amount or percentage should the fee be?

  • Explanation
    • Would you like any text added to explain the fee? This shows on the contract right under the fee.

  • Allow Payer-Specific Overrides? (does not apply to deposit fees)
    • Opting to Allow Payer-Specific Overrides on a contract fee means that you can manually set the amount each financially responsible payer will owe for a fee or is granted for any discount.

  • Add to Deposit? (only applies to required fees, payment plan fees, and optional fees)
    • Would you like this fee added to the deposit so that it can be collected at the time of contract signing?

  • Contract Fee Rule
    • Does your contract fee apply to all students or only some of them? If it applies to all students, no rule is necessary. If applies to a group of students, however, we need to add a rule to tell it who to look for.
    •  If you need a rule applied to the fee, please include those details with your request. For more info, see the Contract Fee Rule section below.

When you've gathered all the info, contact our team with the details and we'll add your new fee!

Percentages Table

Percentage fees are calculated based on other charges. Depending on the type of charge, your options vary. The chart below contains your options based on the type of charge.

Example: If you are adding a new required fee that's percentage-based, you'll need to decide if you want it to be a percentage of Tuition, Financial Aid Amount (-), and/or Scholarship Amount (-). You can choose one of those, a mix of those, or all of them.

Deposit Fee Optional Fee Payment Plan Fee Required Fee Tuition Discount
Tuition Tuition Tuition  Tuition Tuition
Required Fees Required Fees Required Fees   Required Fees
Financial Aid Amount (-) Financial Aid Amount (-) Financial Aid Amount (-) Financial Aid Amount (-) Financial Aid Amount (-)
Scholarship Amount (-) Scholarship Amount (-) Scholarship Amount (-) Scholarship Amount (-) Scholarship Amount (-)
Tuition Discounts (-)   Tuition Discounts (-)    
    Deposit (-)    

Charge Type Table

You'll need to identify what type of fee you'd like your new fee to be. 

* = You have the option to add this type of fee to the deposit.

+ = You have the option to allow payer-specific overrides with this fee.

Deposit Fee The amount charged on the contract to secure enrollment. Read more in our Deposit article. (If you are a billing school, check out our Billing: Deposit article instead)
Optional Fee*+ These are fees that families can opt into on the contract. Read about them in our Required & Optional Fees article.
Payment Plan Fee*+ These are fees that will be attached to one or more of your payment plans. Check out our Payment Plans Overview article to learn about Payment Plans.
Required Fee*+

These are fees that the family is required to pay. Read about them in our Required & Optional Fees article.
Tuition

The amount charged for tuition. Read more in our Tuition & Tuition Discounts article.
Tuition Discount+ The amount of discount applied to the contract. Read more in our Tuition & Tuition Discounts article.

 

Adding a Contract Fee Rule

Contract Fee Rules tell Contract Fees how to work. They look at the field data on student records to determine whether or not the fee applies to them. Contract fees can have a variety of rules attached to them to home in on a specific group. For example: all 3rd graders who are also returning students.

Whether you are adding a rule to an existing contract fee or you need a rule attached to a new fee, we'll need to know the following:

  • Who does the fee apply to?
    • We just need to know the exact group that should see the fee. For example, does it only apply to certain grades? We'll do the work of adding the right rules, all we need from you is insight as to which group it should apply to.

Common Examples of Contract Fee rule usage:

  • This fee only applies to certain grades.
  • This fee only applies to those who have said yes to a question on the contract.
  • This fee only applies to international students.
  • This discount only applies to siblings.
  • This is only for returning students. Or, this is only for new students.

When you know what you need, contact our team with the details and we'll add your new rule!

Editing a Contract Fee Rule

Whenever you need an update to a contract fee rule, just send us the details of what you need to be added or changed about the current setup and we'll take care of the rest.

When you know what you need, contact our team with the details and we'll edit your rule!

Additional Resources

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