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:
- Hourly rate, flat rate per day/week present, or block billing (<x hours/day = $y1, >x hours = $y2).
- Late pickup fee (default is $1/minute).
- Special rates (if applicable) for free/reduced meal program status, staff rates, family discounts for >1 family member.
- 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.
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.
Once attendance has been taken and the day is marked complete, then the billing process will apply the billing for all course sections marked completed for that day. The system has all the time 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). The billing process uses the time info to calculate the charges for the day. Then each night or each week, depending on rules configuration, an automated routine runs on the server to read all the hours, and generate a bill.
Bills are not sent to parents! Parents can view their account balance and transactions online directly from their parent portal. If you subscribe to the optional online payment system, then parents can pay their account balance online directly from their parent portal with PayJunction.
If you subscribe to the optional Parent Alert system, an alert can be set up (text/email only or phone/text/email) to remind parents that they have a negative balance owing below a certain level.
Staff admins can also view the student account summary from the Parent tab on the web user list.
Parents can also check their child’s attendance history from their parent portal.
Expanded Learning Program Automatic Billing Rules
Billing rules are highly customizable. You can have simple hourly rates, flat daily rates, flat weekly rates, block 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.
To set up class section billing rules, we need to know:
- The normal start & end time of the class.
- Hourly rate, flat rate per day/week present, or block billing (<x hours/day = $y1, >x hours = $y2)
- Late pickup fee (default is $1/minute)
- Special rates (if applicable) for free/reduced meal program status, staff rates, or family discounts for >1 family member.
- Are there weekly min/max $ caps?
Automatic Billing occurs 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 go through Friday morning. The enrollment status at billing time (Friday – morning 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 8am on Friday when billing starts.
Accounting Reports (Desktop Report Explorer)
If your school uses our accounting system, use the 'Special - Accounting' reports that use non-cafeteria data from the Accounting form.
If your school uses Actions for billing of after school program related fees, use the 'Special’ reports which include several After School reports.
