This guide shows you how to manage split payments i.e. where a parent pays for part of a charge and a school pays for the remainder.
If a student's course is paid by different payers (e.g. 50% school and 50% parent) you can either:
- Change the payer for the course to the school and edit the amount, and then add a manual Student tuition fee for the parent's part.
- Add a discount to the student charge for the school part (ideally using the Discount scheme functionality), and then add the sum manually to the school's profile.
Option 2 might be easier if this is only for a handful of students, but otherwise option 1 would be recommended.
Option 1: Change payer to School (Student profile > Lesson, Student tuition fee and Charges tabs)
1. For each course on a student's profile, it is possible to edit the payer on the course itself, or select an alternative payer when assigning the course:
Moving forward, all charges for this course will be assigned to the school.
2. Add the parent's part by adding a tuition fee on the Student tuition fee tab. Be aware that the dates for the charges will be the same as the teaching period to match the charge rates, and it needs to be marked as "Supplementary fee" otherwise it will overwrite all other charges:
Important! - Fees added on the "Student tuition fee" tab are not linked to the course. This means any reimbursement for cancellations will not be triggered, and if the student discontinues their course before the end of school year you must manually change the end date for the student fee. Student fees are marked with a on the charges tab.
It might be worth considering creating a separate tuition fee for "Parent 50% part" with the correct amount for each course type, if split payments are often used.
3. You need to correct the amounts on the student Charges tab afterwards by clicking the Edit crayon and editing the fee amount. Here you can also see the payer for each charge:
Option 2: Assigning a discount and adding a school payment
The other way of solving this would be to give the student a discount - either manually by clicking the amount like picture above or adding a Discount scheme setup to give the correct discount. If you do not already have one, we would recommend creating a 'school funded' discount scheme and applying this to the relevant tuition fee(s).
1. On the student's Charges tab, select 'Assign discount scheme' and then add the relevant discount scheme, start and end dates. Remember, the start date needs to be the day BEFORE the first charge rate. e.g. if the first charge rate starts on 1/9/23, then the start date of the discount scheme will be 31/8/23. Select Insert to save:
Important! - if no scope is applied, and the student has more than one course, the discount will be given to all charges linked to that discount scheme!
2. After adding the discount, go to the Charges tab on the school's profile and add a Add Manual Charge. Select a charge rate, add any relevant text (e.g. the student's name) and an amount if different from the set amount of the tuition fee:
3. Repeat for the remaining charge rates:
You will need to create a fee per charge rate and it will not be directly linked to the student's name or course. Therefore the charge must be manually amended if a student discontinues before the end of the year.