Activity fees

Activities cost money: a season fee, a kit fee, a tournament entry. Each fee is charged to a learner with a description, a due date, an amount, the amount paid so far and a status: Draft, Issued, part paid, Paid or Voided. The Finance Officer prepares fees as Draft, issues them, and records payments as they arrive from your payment provider.

A fee is part paid when some money has come in and Paid when it is settled. A fee raised in error is Voided and stays on record, so every family’s account can be explained.

Fees sit beside enrollments, so the enrollment administrator can answer a family’s question about what they owe without leaving the learner’s record. Payment itself happens through your payment provider; the paid amount recorded here is what keeps the outstanding list accurate for reminders.

• Draft, then issue. Fees are prepared and checked before they are issued.
• Track part payments. The paid amount grows with each payment until the fee is settled.
• Void instead of deleting. Errors are voided and kept on the learner’s record.

Agree fee types and standard amounts by activity. Agree due dates and any instalment plans. Agree fee waivers and who approves them in your finance policy. Agree how often paid amounts are updated from your payment provider.

A learner enrolls in Junior Varsity Soccer. The Finance Officer drafts a season fee of 150 USD due September 15 and a kit fee of 45 USD, and issues both. The family pays 75 USD on September 10; the season fee becomes part paid. They pay the rest on October 1 and it becomes Paid.

The kit fee was charged twice by mistake. The officer voids the duplicate. The family’s account shows one season fee paid, one kit fee issued and one voided.

Rehearse this during setup: issue fees for a handful of learners, record a part payment and a full payment, void one error, and compare the outstanding total with your finance system.

• Outstanding Fees — Issued and part-paid fees with amount, paid amount and due date.
• Draft Fees — Fees prepared but not yet issued.

• Fee issue to payment: Issue the fee and record payment.

Connect your payment provider before the season.