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Application Fees

Application Fees are charged during the Add Student process in Admissions >Student >Add Student. If you opt to charge Application Fees, there are three options.

  1. General Application fees can be charged to all students regardless of GPA Grouping or Program.
  2. Application Fees can be charged by GPA Grouping, such as Undergraduate or Graduate.
  3. Application fees can be further defined by a Program within a GPA Group. For example, a Nursing program requiring fees in addition to those charged for all Undergraduate students can be created. The GPA Group has one set of fees, and the Nursing program has additional fees assigned.   

Application Fees are set up in CAMS Manager >Lookup Table Options >Table Maintenance >Reference Tables. Once set up in the Reference Tables, the application fees will be charged to the Application Fees Billing Batch when the student record is created, provided the option to charge application fees is selected. Application fees can be associated to the student record in any of the following ways.

Note: This is the only way GPA Group specific fees can be assigned when using the Load From Prospect feature.

General Application Fees

Application fee setup is a two-step process. First, create a TransDoc for each application fee charged, and then apply the TransDoc to a fee in the Application Fees Reference Table. If the Application Fees TransDocs have already been created, skip to step 4 below.

To create application fees:

  1. From the CAMS Enterprise home page, click CAMS Manager >Lookup Table Options >Transaction Documents.  
  2. Right-click in the data grid to add a new TransDoc.  
  3. Complete the TransDoc with the appropriate information and then click Add to save. The description of the TransDoc should accurately describe the fee, as this is what will display in student's billing statement or printed receipt.
  4. Click CAMS Manager >Lookup Table Options >Table Maintenance >Reference Tables tab. Highlight the Application Fees reference table, and then right-click in the Records of Table data grid to add a new application fee.
  5. Select the appropriate TransDoc, and then enter the amount of the fee.  

Note: As long as the GPA Group field is blank, the fees will be assigned to every student at the time the student record is added.

  1. Click Add to save the fee.
  2. Add the Student Record.
  3. Click Yes when prompted to Charge Application Fees to new Student.

Application Fees by GPA Grouping

If using the Load From Prospect function to add a new student record, the Entrance Program must be selected on the Prospect Name tab in Prospect Maintenance prior to loading the record to Student in order to charge the fees when the student record is added.  If a student is added manually, the fees can be assigned by either selecting a GPA Group, or by selecting an Initial program that has fees linked to GPA Groups.

To create application fees by GPA Grouping:

  1. From the CAMS Enterprise home page, click CAMS Manager >Lookup Table Options >Table Maintenance >Reference Tables.  
  2. Highlight the TransDoc reference table, and then right-click in the Records of Table data grid to add a new TransDoc.  
  3. Complete the TransDoc with the appropriate information and then click Add to save. The description of the TransDoc should accurately describe the fee, as this is what will display in student's billing statement.
  4. Highlight the Application Fees reference table, and then right-click in the Records of Table data grid to add a new application fee.
  5. Select the GPA Group from the drop-down list.
  6. Select the appropriate TransDoc from the drop-down list.
  7. Enter the amount of the fee.
  8. Click Add to save.
  9. If more than one application fee will be charged, repeat this process until all the Application Fees have TransDoc and GPA Group assigned.

To assign specific Application Fees to a Program:

  1. Highlight the Programs reference table, and then double-click to select a specific program from the Records of Table data grid.
  2. Select the GPA Group from the drop-down list.
  3. Click Update to save the GPA Group to the Program.

To assign Application Fees by GPA Group to a Manually Added Student:

  1. From Admissions >Students >Add Student select Add Student Manually from Select Add Student Option window.
  2. Select Yes to Charge Application Fees to a New Student.
  3. Complete only the required information on the Admin. 1 tab (First Name, Last Name, Address). Do not save at this time.

Warning:  If any data other than the required data was entered before Add New GPA Group is clicked, it will be replaced with the data specific to the GPA Grouping selected.

  1. Click the Admin. 2 tab.
  2. Click the Add New GPA Group button.
  3. Select the GPA Group from the drop-down list.
  4. Click Add. You may save the record at this time to create the application fees linked to the GPA Group.
  5. Complete the remaining data fields on all tabs and click Save.

To assign Application Fees by Program to a Manually Added Student:

  1. From Admissions >Students >Add Student select Add Student Manually from the Select Add Student Option window.
  2. Select Yes to Charge Application Fees to a New Student.
  3. Complete the required information on the Admin. 1 tab. Do not save at this time.
  4. Click the Admin. 2 tab.
  5. Select the Initial Program from the drop-down list. You may save the record at this time to create the application fees linked to the Initial Program.

Note: The Initial Program must be linked to GPA Group(s) that have admission fees assigned.

  1. Complete the remaining data fields on all tabs as appropriate and click Save.

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