How to Create and Manage Fees

Fees are reoccurring tuition or program costs. Once created, fees can then be added to a child's enrollment contract, an enrollment program, and used to configure drop-in care pricing.

TABLE OF CONTENTS

• How to Create a Fee
• How to Configure and Manage Early drop-off/Late pick-up fees
• How to Set Default Fees for your Classes
• How to Schedule Fee Changes

How to Create a Fee

1. Select Billing from the navigation menu
2. Select Fees
3. Click on the + Add Fee button
4. Enter in a Fee Name
5. Set the Center level Tag Assignment(s)
6. Set the Fee Type*
7. Set the Fee Structure**
8. Set it to 100% Utilization
9. Set the Fee Start and End times
10. Configure the optional Early Drop-Off/Late Pick-Up rules
11. Click Save

*Fee Types

Session Fee - The tuition is calculated as a daily charge rate.
Flat Rate Fee - The tuition is calculated for a particular time period based on your billing cycle, i.e. Weekly, Bi-Weekly, Monthly, and Quarterly.
Per Week - The tuition is calculated on a weekly service period (Sunday to Saturday).
Per Month - The tuition is calculated on a monthly service period (August 1st - 31st).

**Fee Structures

Single Session Fee Structure - This fee will charge per individual session.

For example, a child will be charged $80.00 per scheduled day.

Session - Number of Days Fee Structure - This fee applies with a sliding scale based on the amount of scheduled sessions.
For example:
A child attending 1 day/week will be charged $115.00 per day.
If the child attends 2 days/week, they will be charged $113.00 per day.
If the child attends 3 days/week, they will be charged $112.00 per day

Single Flat Rate Fee Structure - This fee will charge this amount no matter how many days a child is scheduled.
For example, a child will be charged $125.00 per billing cycle (Weekly, Monthly, and Quarterly).

Flat Rate Number of Days - This fee applies on a sliding scale based on the amount of scheduled days.
For example:
A child attending 1 day/week will be charged $115.00 per billing cycle.
If the child attends 2 days/week, they will be charged $113.00 per billing cycle.
If the child attends 3 days/week, they will be charged $112.00 per billing cycle.

How to Configure Early Drop-off and Late Pick-up Fees

The Kangarootime Early Drop-Off and Late Pick up fee feature allows users to configure an automated charge when parents either drop off their child too early or pick them up too late based on the scheduled fee start and end times. Once charged, these fees will be a part of the parents next bill - giving the business an opportunity to either let them go through or waive them entirely.

1. Set the Max Amount for the Early Drop-off fee, and/or the Late Pick-Up fee.
2. Add rules to either section by clicking the +Add Rule link.*
3. Set the timeframe you would like to begin charging based on the fee start and end times.**
4. Once rules are set for Early Drop-off fees, Late Pick-up fees, or both - click the Save button.

*Multiple rules may be added to each fee type, but their set timeframe must not overlap.

For example, I can set a late pick-up fee that will charge a child a maximum of $75.00 - which means that the child will not be charged no more than $75.00 no matter how late they are picked-up. If no maximum price is set, then the system will respect the rules and charge down to the minute. 
Then, I can set my grace period to allow families not to be charged right after my fee end time - meaning that if my fee ends at 5:00 PM, and my grace period is set to 5 minutes, then charges will not begin until 5:06 PM. 
Then, I can set the rules to respect a $1.00 charge per minute for the first thirty minutes and then increase the rate to a $2.00 charge per minute for the following thirty minutes. 
Those set rules will charge a $20.00 total when a child is picked up at 5:25 PM (factor in the 5-minute grace period) and will charge a $55.00 total when a child is picked up at 5:45 PM (5-minute grace period + $1.00 per minute up until 5:30 (($25.00)) and then $2.00 per minute charge up until 6:00 PM (($30.00)). 

How to Set Default Fees for your Classes

Individual fees may be set as class default and Drop-in Care fees. Once a permanent fee is set for the class, this will automatically assign it when manually building enrollment contracts. Once a casual fee is set for the class, this is what parents will be charged for their drop-in rate. For mor information on Drop-in Care configuration, please reference How to Set-Up Drop-In Care.

1. Select Enrollment from the navigation menu
2. Select Classes
3. Select a Center
4. Select a Class
5. Use the drop-down menu to set your Permanent and Casual Fees*
6. Click Save

*You can also create fees specific to this class by clicking the Add Fee button.

How to Schedule Fee Changes

If a fee rate or change needs to occur, one can utilize the Schedule Fee Change feature by scheduling out future dates as to when the change needs to take effect. All fee changes should be scheduled to display changes in the system.  Changes in Early drop-off and Late pick-up fees should also be scheduled for record-keeping purposes. 

1. Select Billing from the navigation menu
2. Select Fees
3. Select the fee you would like to edit
4. Select the + button within the schedule box
5. Select the date you would like the change to take place
6. Update the price that corresponds with the schedule change
7. Click Save

Please contact helpdesk@kangarootime.com with any questions.