Fees, Concessions, Scholarships and Refunds

The module covers fee structures by quota and programme, invoices, receipts, concessions, scholarships, instalments, dues and refunds. Everything is kept per student and per semester on one account.

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One account for each student

Tuition, hostel, transport and scholarship position often sit in separate files and a government portal. A student may be due a hostel refund and owe tuition at once. This module keeps every head on one student account, so the position can be read without opening three files.

What the fee structure holds

Quota and programme

Government and management quota carry different tuition, and each programme has its own structure. The structure is chosen from the quota on the student record.

Fee heads

Tuition, development, laboratory, examination, hostel, transport and other heads are charged separately.

Instalments

Due dates run through the year, so a student who has paid part of the fee shows as part paid and not as unpaid. Reminders follow the due date.

Concessions

Staff wards, siblings, merit and management concessions are each stored with the approver.

Late fee

The late fee is applied on the rule the college sets and not by the counter clerk.

Semester by semester

Fees are charged per semester, in step with how the college bills.

Scholarships and government schemes

Applied and sanctioned

Three figures are tracked for each student: what was applied for, what was sanctioned and what has actually been received from the scheme.

Delayed sanctions

Where a sanction is late, the student’s position shows what is covered and what is due.

Reconciliation

Receipts are compared with sanctions, so a shortfall against a scheme is visible.

Collection and refunds

Online payment

Payment by link or portal is matched to the invoice when it arrives, and the accounts team does not tick it off later. Failed payments stay open.

Receipts

Each receipt names the head paid. A later query about what the payment covered has a direct answer.

Outstanding by age

Dues are listed by age, programme and section. That is the list the office works from.

Refunds

On withdrawal, the refund is calculated from what was paid and the rule that applies at that point in the year, and the approval is recorded.

FAQ

Frequently asked questions

Can fees differ by quota?

Yes. Government and management quota students carry different structures, and lateral entry students may carry another. The quota sits on the student record, so the structure follows it.

How are government scholarships handled?

The scheme, the amount applied for, the amount sanctioned and the amount received are tracked per student. The outstanding figure reflects what remains due.

Does it handle instalments?

Yes, with a due date for each instalment. A student who has paid the first two shows as part paid.

Are hostel and transport billed together with tuition?

They are separate fee heads on one student account, so a family sees one position. A refund on one head nets against a due on another.

How are refunds on withdrawal calculated?

From what was paid and the refund rule that applies at that point in the year, with the approval recorded. The rule is configured during implementation.

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