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Deposits, refunds, late fees and services held for dues

Hold caution deposits and give them back when a student leaves, with unpaid fees cleared first. Late fees are added each night by your slabs. Hall tickets, the transfer certificate and library borrowing can wait while fees are overdue.

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The problem it solves

Caution deposits taken at admission are hard to trace when the student finishes the programme.
Late fees are worked out by hand, so each student is charged differently.
Hall tickets go to students who have not paid the exam fee or owe a whole semester.
A transfer certificate goes out while the student still owes fees.

How it works

Mark a fee head Refundable, such as the Caution Deposit. You charge and collect it like any fee, and the college holds it on a deposits account.
Write a late fee rule with slabs: a fixed amount, a percent of the due or an amount per day late.
Every night the system raises each overdue due's fine to what the rule says for that day. The fine is paid first when the student pays.
On each exam, choose whether the hall ticket waits for the exam fee and for overdue fees. Block rules stop other services after their grace days.
Families are told when a service stops and when it is back. A fee manager can let one student through until a date, with a reason.
When a student leaves, Settle on Leaving prepares the refund. Deposits are released, unpaid dues cleared from them and the rest paid out.

Everything it does

Deposits and credit

Deposits Held on the student: paid on refundable heads, less what was given back
A deposit is never fined and is not income; it stays on the deposits account until released
Fee Credit: money paid in excess, or from a fee cancelled after it was paid, such as a cancelled visit or a dropped elective
Students and parents see Credit with the college and Refundable deposit held

Refunds

Deposit to Release, optionally only for chosen deposit heads
Clear Unpaid Dues First and Pay Out the Rest: both on to start with
Payment mode and reference for the money paid out; a reason is required
Results on the refund: Deposit Released, Dues Cleared (with their receipts), Paid Out, Approved By
You cannot release more than is held; a draft refund can be cancelled
Refund Voucher on the letterhead, with places for the receiver's and the authorised signatory's signatures

Late fee rules

Fine Head, On Heads (empty: every head except fines and deposits), Most per Due (0: no limit)
Slabs: From Day, To Day (0: no end), Kind (Fixed Amount, Percent of the Due, Per Day Late), Amount
One rule per structure, else the Entity's Default Late Fee Rule; with neither, no late fee
A fine only goes up; waiving it is done by a fee manager with a reason
A sponsor's share is never fined

Hall tickets and exam charges

Hall Ticket After Exam Fee: on to start with. No hall ticket until the exam fee is paid, and the hall ticket is released when it is paid or waived
Hall Ticket and Fee Dues: Ignore fee dues (the start) or Withhold for overdue fees, with Grace Days (0 to start with)
Attendance Shortage Fine: slabs by attendance percent, charged with Charge Attendance Fines
Paying Condones: on to start with; paying or waiving the fine condones the shortage
A block override for Hall Ticket or Everything lets one student through

Block rules for other services

Services: Hall Ticket, Results / Report Card, TC / Certificates, Transport, Mess / Food, Activities, Library Borrowing; one rule per service
Grace Days per rule: 15 to start with; Only For Heads to count only some fees
Block Date of each instalment: due date plus the structure's Block After (days), 30 to start with
Enforced today: library borrowing is refused while the library block applies
A transfer certificate is not issued while fees, a deposit or credit are open, unless Issue Despite Dues is ticked
With SmartMy Transit and the mess on the same account, blocked students are left out of new bus runs and meals
Results / Report Card and Activities rules can be recorded but withhold nothing by themselves yet. A result can be withheld by hand with Withhold Result
Block Overrides: one student, one service or Everything, until a date, with a reason and who allowed it

Who uses it

Accountant (fee Manager)Writes late fee and block rules, gives overrides, waives fines, makes refunds and settles leavers.

Controller of examinationsSets the exam fee, the hall ticket rules and the attendance fine on each exam.

PrincipalApproves refunds as a level of the chain, if you add one.

Office staffSees the fee clearance before a transfer certificate is issued.

Student or parentSees late fees on each due, and is told when a service stops and when it is back.

Where you use it

Web: Fees > Collect > Refunds; Fees > Fees Setup > Block Overrides; Fees > Configuration (Late Fee Rules, Block Rules, Fee Heads)
Web: the Fees tab on each exam (exam fee, hall ticket rules, attendance shortage fine)
Web: Settle on Leaving and the Fee clearance note on the student's Fees tab
Portal and the Campus app: late fees, waived amounts, credit and deposits held (built and in testing, not in the app stores yet)
Not in the app: refunds and rules are made on the web

What you control

Settings

Default Late Fee Rule: none, so no late fees until you set one
Grace Days per block rule: 15
Block After (days) per fee structure: 30
Hall Ticket After Exam Fee: on; Hall Ticket and Fee Dues: Ignore fee dues; Exam Fee Due In: 7 days
Clear Unpaid Dues First and Pay Out the Rest on a refund: on

Approvals

Fee refund: pressing Refund goes through the chain; fee managers by default, and you can add levels such as the principal
The student the refund is for never decides it

Notifications

Services Stopped for Fees: when a block starts, with the services and amount; push, WhatsApp, SMS, email, in-app
Services Back after Fees: when the fees are paid or an override lets the student through
Fee Refund Paid: when a refund is carried out
Fee Overdue: reminders 1, 7 and 15 days after a missed due date, to start with
These messages go to the father, mother and guardian to start with. Tick Student on the event in the notification settings so students who pay their own fees hear too
Each person can switch off a channel, such as SMS, for themselves; the event itself cannot be switched off, and in-app notices always arrive

Works with

SmartMy TransitStudents stopped by the Transport block rule are left out of new runs; an override lets them ride.

Questions

Can we hold hall tickets until the exam fee is paid?

Yes, and it is on to start with. Hall Ticket After Exam Fee keeps the hall ticket back until the fee is paid or waived, then releases it.

Can we also hold hall tickets for semester fees long overdue?

Yes. On the exam, set Hall Ticket and Fee Dues to Withhold for overdue fees and choose the grace days. A block override lets one student through.

Can late fees grow the longer a fee stays unpaid?

Yes. Use slabs. For example 100 from day 1 to day 30, then 10 a day, at most 1,500 per due. The fine is updated every night.

Can we hold semester results for unpaid fees?

Not by a fee rule yet. A Results rule can be recorded but withholds nothing. The exam cell can tick Withhold Result on one student's result by hand.

How does a deposit come back when a student leaves?

Press Settle on Leaving on the student. The refund releases every deposit held, clears the unpaid dues from it and pays out the rest, with a voucher to sign.

Related features

EXAMS AND RESULTSHall tickets, held for dues or debarmentHall tickets are printed for the whole semester or one student, and students download them from the portal. A student who owes fees, is short of attendance or is debarred gets no hall ticket until the reason is cleared.FEESFee counter and receipts with a QR checkYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt carries a QR code that a bank or scholarship office can scan to check it. A bounced cheque opens the dues again.CERTIFICATES AND LIBRARYBonafide, conduct and transfer certificates onlineStudents ask for a bonafide, conduct, transfer or course completion certificate on the portal or the Campus app, pay its fee and download it signed. Every certificate carries a QR code that a bank, an employer or another university can scan to check it.CERTIFICATES AND LIBRARYLibrary: catalogue, issue, return and finesKeep the catalogue and every copy with its accession number. Issue and take back books at the counter or on a phone, and late fines go to the student's fee account. Students see the books they have out, due dates and fines.FEESConcessions and scholarshipsGive merit, need-based, management, staff-child and scholarship concessions per student, with approval. A scholarship paid by a sponsor cuts the student's due and gives the sponsor its own dues, which the cashier collects in one go.ACROSS SMARTMY COLLEGEApproval chainsLeave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.

See your own semester run in it.

Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.

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