Expanded Learning Program Accounting

ELP Billing

Do you want to use the SchoolWise accounting system for ELP billing? If yes, contact SchoolWise support to setup your accounting items. We need to know:

• What are your default rates? Hourly rate, flat rate per day/week/month, or block billing (<x hours/day = $y1, >x hours = $y2).

• Are there any special rates (free or reduced), staff rates, family discounts for >1 family member?

• Are there any late pickup fees (default is $1/minute).

• Are there weekly or monthly min/max $ caps?

The Students Accounting form in the desktop application can be used to create and review accounting transactions (add a charge/purchase, receive payment, make adjustments).

Automatic billing may be possible for schools that utilize our optional Online Billing and Payments system. Contact SchoolWise support for more information. Click here for general information regarding the Online Billing and Payments system.

ELP Automatic Billing

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. 

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 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 billing rates to use for each class section.

• The normal start & end time of each class section if using attendance time tracking for billing purposes.

Automatic Billing can be set to run daily or weekly: 

• The automatic billing process is run daily or weekly based on the enrollment/attendance records and billing rates in the SIS on that date. Once the automatic billing process has been completed on a specific date, those accounting transactions are frozen. Manual intervention is required if billing changes need to be implemented retroactively because of enrollment/attendance changes or billing rate changes.

• With manual-complete, the Set Day Complete attendance state must be set to complete for each day. If this status has not been set for a specific date, the automatic billing process will be skipped for that date.

• With auto-complete, flat rate billing can be used based on the course section enrollment records instead of actual attendance records. If the course section billing rule property has been set to AutoComplete=1, the billing process will treat all current or past dates as complete, regardless of the Set Day Complete attendance state setting. Enrollment-based billing uses the course section enrollment status and billing rates at the time of billing (3pm for auto-complete, or when Set Day Complete has been set for manual-complete). If students are enrolled concurrently in more than one section, they will be billed for each class section. If students change sections a lot, auto-complete should not be used. With auto-complete, section enrollment records need to be set correctly before 3pm when billing starts.

ELP Accounting Reports

Desktop Report Explorer