Expanded Learning Program Accounting
Do you want to use the SchoolWise accounting system for billing? If yes, contact SchoolWise support to setup your accounting items. We need to know:
- Base rate: Hourly rate, block billing (<x hours/day = $y1, >x hours = $y2), or flat rate per day/week/month.
- Late pickup fee (default is $1/minute).
- Special rates (if applicable) for free/reduced meal program status, staff rates, or family discounts for >1 kid.
- Are there weekly or monthly min/max $ caps?
Billing can be done manually using the SchoolWise desktop app student accounting form or automatic billing may also be possible.
Parents can view their account balance and transactions from their SchoolWise parent portal. Bills are not sent to parents!
Expanded Learning Program Automatic Billing
Automatic billing may also be possible for schools that utilize our online payments system. Contact SchoolWise support for more information. Click here for general information regarding the online payments system.
Automatic billing can be done based on class enrollment with flat rates or attendance-based billing with daily/hourly rates.
The attendance-based billing process uses daily attendance data to calculate the charges for the day. Once attendance has been taken and the day is marked complete, then the automatic billing process will apply the billing rules for all course sections marked completed for that day. The system has all the attendance information for each student, and also knows which students (if any) were picked up late (if checkout is after the defined cut-off time, then a late pickup fee can be added). Then each night or each week (depending on the billing rules configuration), an automated routine runs on the server to generate a bill.
To set up class section billing rules, we need to know:
- The billing rates. Billing rules are highly customizable. You can have simple hourly rates, block rates, flat daily rates, flat weekly rates, late-pickup fees (per minute late), and weekly optional minimum and maximum charge limits. Charges need to be calculated and charged daily or weekly.
- The normal start & end time of each class section (only required if billing is based on attendance time tracking).
Automatic Billing can be set to run daily or weekly (on Friday).
- With manual complete, the Set Day Complete attendance state must be set to complete for each day of the week.
- With auto-complete, flat rate billing can be used based on the course section enrollment instead of attendance. A top level billing rule property can be set for “AutoComplete”. If present and set to 1, the billing process will treat all current or past dates as complete, regardless of the Set Day Complete attendance state setting. If the course sections are set to auto-complete, then billing will be done on Friday afternoon . The enrollment status at billing time (Friday at 3pm for auto-complete, or when marked complete for manual) will be used to bill for the week. Students should not enrolled in more than one section, or they will be billed for more than one section. If students change sections a lot, auto-complete should not be used. With auto-complete, section enrollment records need set correctly before 3pm on Friday when billing starts.
Accounting Reports
Desktop Report Explorer
If your school uses the SchoolWise accounting system, use the 'Special - Accounting' reports that use non-cafeteria data from the Accounting form.
If your school uses SchoolWise Actions for manual billing of after school program related fees, use the 'Special’ reports which include several After School reports. Note: Actions can't be used for online billing.
Web Reports