Student Fee and Fee Lines

Student Fee and Fee Line object

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Table of Contents

Overview Locking Fees Financial Assistance and Funding Important Fields Student Fee Fee Line

Overview

The Student Fee and Fee Line records represent the fees a student has accrued in a particular study period, determined by the courses they have enrolled into, their associated tuition and non-tuition fees, and possibly other amenity fees.

These are created depending on the “Fee Method” defined in Program Enrollment‍. In most cases and depending on your configuration, you will either have one Student Fee for an entire Program Enrollment, or one will be created per term or even per course enrolled. For more information, refer to the Fee and Student Fee Matrix‍.

For a use case on how Student Fees tie in with Course withdrawal (as well as refunds), refer to Withdrawing or unenrolling from Courses.

Student Fees can then be synced with your accounting software (Xero, Quickbooks, etc.) where students can be billed and invoiced, or you can integrate with a payment processing solution via RIO to let students pay for their courses online via the student portal.

Locking Fees

By default, Fees and Fee Lines will be locked when the census date of the term passes. Locking a fee means existing Fee Lines cannot be modified, and new ones can't be added. Although you can void locked fees, you will not be able to un-void it afterwards. An error will be thrown if you do try to make any modifications.

Fees and Fee Lines can also be manually locked or unlocked if need be, for example if a student needs billing adjustments post-census. These manual operations take precedence and will override RIO's automated locking.

For further information, please read Locking/unlocking Student Fees.

Financial Assistance and Funding

If a student has an approved Funding Allocation, then this can be configured to apply to a Student Fee via one of two methods.

The first is using fee lines, i.e. fee lines of negative amounts are created to offset the accrued fee amounts, one per Funding Allocation. When using this method, the funding will automatically be applied as soon as the fees have been generated.

The second method is using Disbursements. Instead of using Fee Lines, this method will create specific Disbursement records to track the applied funding, and in turn automatically create Payment records against the Student Fee to reduce the owing amount. Generating Disbursements can be controlled at the Student Fee level via the “Create Disbursements” checkbox, allowing more granular control for when and where the funding is applied as opposed to using negative fee lines.

Important Fields

Student Fee

Field	Description
Fee Status	Formula field describing the status of this Student Fee record: Void No payment required (when funding covers the entire Fee amount) Paid in Full Partial Paid Pending
Total Fee	Sum of all the un-voided Fee Lines belonging to this Student Fee
Type	Picklist of Student Fee types: Tuition Deposit Application Other
Due Date	The date the fee should be paid by. Depending on your fee setup, this will be copied across from the student's Program Plan or the corresponding Term record. To set up logic surrounding late fees, see Late Payments Explained
PE Pathway	A lookup to the corresponding PE Pathway, if the fee type is not Program
Void	Marks this Student Fee record as void, and will be deleted (if not locked), if the PE Pathway's ‘Term Fee Status’ is set to ‘Regenerate’ For more information, see Regenerate Fees‍
Create Disbursements	Checkbox which will trigger the creation of Disbursement and Payment records for any allocated funding associated with this student For more details, see Scholarship (Disbursement)
Outstanding Amount	Formula field calculating Total Fee minus Paid Amount
Total Funding Amount	Sum of all un-voided Fee Lines that have a populated “Funding Assistance” value
Total Upfront Payment Amount	Sum of all un-voided Fee Lines that have a populated “Upfront Payment Amount” value
Total Paid Amount	Sum of all un-voided Payments made against this Student Fee
Student Fee Label	Text field to describe the nature/relationship of the Student Fee. This field may be automatically populated based on the Fee Type: Program Fee: [Program Name] Term Fee: [Term Name] Course Fee: [Course Name] Deposit Fee: “Deposit” Application Fee: “Application” Student Fee Label is listed as “Fee Label” in the My Payments part of the RIO Ed - My Program (Aura) component.
Manual Lock	Checkbox to manually lock this Student Fee
Manual Unlock	Checkbox to manually unlock this Student Fee
Fee Locked	Formula field calculating the final lock status of this Fee, taking into account any manual locks or unlocks.
Last Payment Date	(Updated in 3.19) Rollup summary field, displaying the latest “Payment Date” from payment type Payments.
Last Refunded Date	(since 3.19) Rollup summary field, displaying the latest “Payment Date” from refund-type Payments.
Fee Status Label	(since 3.24) Similar to the Fee Status field, but one that uses Custom Labels in order to edit or translate the values shown

If you have the RIO Housing Extension installed, the following is made available:

Field	Description
Generate Housing Fees	Generates fees for students who have requested and have had Housing allocated. Will only work if linked to a PE Pathway, and if Main Term Student Fee = true.

Fee Line

Field	Description
Student Fee	Lookup to the Student Fee record that this Fee Line belongs to
Fee Description	Text field describing the Fee Type and Course
Funding Allocation	If this is a negative fee line generated via Funding, this field will be populated with the origin Funding Allocation record
Skip Funding Allocation	Checkbox. Prevents this Fee Line from being included in Funding calculations.
Discountable	Checkbox. If checked, Discount Funding can be applied to this Fee Line.
Void	Marks this Fee Line record as void, and will be deleted (if not locked), if the PE Pathway's ‘Term Fee Status’ is set to ‘Regenerate’. For more information, see Regenerate Fees‍
Total Fee Amount	Formula field that calculates the total owing of the Fee Line, subtracting any applied funding
Manual Fee	Lookup to Fee record. Only needed if this Fee Line is created manually.
Fee Schedule Term	Lookup to Fee Schedule Term record
Fee Locked	Formula field calculating the final lock status of this Fee, taking into account any manual locks or unlocks.
Manual Lock	Checkbox to lock this Fee Line
Manual Unlock	Checkbox to unlock this Fee Line
Course Connection	Lookup to the related Course Connection that this Fee Line is associated with
Course Connection Fee Amount	Only used for Tuition Fee
Course Connection Fee Type	Picklist denoting the Fee Type: Self Paid Financial Assistance
Course Connection Fee Type Option	Picklist denoting the Fee Type options: Financial Aid Scholarship Sponsor Discount Discount % Multiple FEE-HELP