Similar to the base tuition, there must be a single deposit/registration fee active when the contract is generated, even if that deposit amount is zero dollars. The deposit can either be a fixed amount or a percentage, which can be calculated based on any combination of tuition, tuition discounts, required fees, financial aid, and scholarships.
Managing Deposit/Registration Fee Payments
Most deposit/registration fees are paid electronically at the time of contract signing. However, for parents/payers that pay by paper check, you'll need to manage this manually within the student record. Within the enrollment checklist, you'll have a Deposit/Registration Fee item. Click on the checkbox to record the payment details. Please note, if you click on 'Edit' you will need to manually mark the checklist item complete. Clicking on the checkbox will record the payment details and mark the item complete.
The 'Deposit Received' dialogue box will open. Select the payment method from the drop-down menu and enter the amount paid. Click 'Submit' to save.
The checklist item will now be marked complete, the amount and payment method will display, as well as the date you recorded the payment. If you need to edit the amount or payment method, you can click on the text or edit pencil to re-open the 'Deposit Received' dialogue box.
If you want to record the date noted on the check, you can click on the date to update it.
Deposit/Registration Fee and Amount Due in the Contract
Deposits can also include any required fees, optional fees or payment plan fees within the Amount Due section of the Contract, which is an itemization of the fees that are due at the time of contract signing. Please note, this itemization is only displayed to the parent prior to contract submission. Once the contract is submitted, the itemization will no longer be displayed when printing contracts.
The description text of the itemization and amount due can be customized within Settings-->Forms-->Enrollment Forms. You'll need to clone your active Enrollment Form and then click on 'Show.' Locate the 'Totals Summary' section and then click on 'More Options' so you can edit the Deposit text as shown below.
See it in action:
The custom deposit text will look like the following example:
Amount Due Examples:
For example, if there is a deposit of 10% of the tuition amount and there is a separate $200 new student fee that is due at the time of contract, those can be added together for the total amount due.
Common Amount Due scenarios:
- 10% deposit based on tuition (after aid & discounts)
- 10% deposit based on tuition (after aid & discounts) + all required fees
- Flat fee of $1000 for full-pay families
- Flat fee of $500 for financial aid families
- Waived deposit for facility
The deposit amount may also be manually set by entering a value in the Deposit Override field on a student’s contact record. If required fees are being added to the amount due, the deposit override will be added with any required fees due.
Use cases not well supported (at this time):
Flat deposit amount based on tuition tiers. For example, $1000 deposit if the tuition (after discounts and aid) is above $10,000 but $500 if the amount is less than $10,000.
For scenarios like this, percentage based deposits work better or schools can use Deposit Override to manually set the amount.