How to Create and Manage Fees

Fees are recurring tuition or program costs. Once created, fees can then be added to a child's enrollment contract. Fees may be added to 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 number 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 number 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 Early Drop‑off and Late Pick‑up fee feature lets you automatically charge families when a child arrives before their scheduled fee start time or is picked up after their scheduled fee end time.
These fees will appear on the family’s next bill, and can be waived by the business. 

Set an Early Drop-Off Fee & Late Pick-Up Fee

1. Enter the maximum amount an account may be charged for early drop off and late pick up in the Max Amount to Be Charged area
   • This step is optional but encouraged for best practice 
2. Enter a Grace Period time (optional)
   • The Grace Period is a set amount of "free" time before the early/late fees begin accumulating. This will give your families a buffer of time around the set start and end time of the session. 
3. Select +Add Rule button
4. Configure the first rule
   • Enter 1 min in the Start Charging field
   • Enter at what minute you would like this rule to End 
     • Ex. to stop charging this rate at 30 minutes, enter 30 min.
   • Set the Rate per minute
5. Select the +Add Rule to add an additional rule
   • Multiple rules may be added to each fee type, but their set timeframe must not overlap 
     • Ex. Rule #1 - 1 min - 30 min, Rule #2 - 31 min -60 min.
   • When a timeframe moves to the next rule, the new rule will supersede the previous rule. 
6. Select Save 

Example Configuration

• Fee end time: 5:00 PM
• Maximum fee: $100
• Grace Period: 5 min
• Rule 1 - 
  • Start Charging: 1 min to End: 30 min
  • Rate: $1.00 per 1 min
• Rule 2-
  • Start Charging: 31 min to End: 120 min 
  • Rate: $2.00 per 1 min

A Student picked up at 5:25 PM will be charged $20 (5:00 PM-5:05 pm grace period, 5:06 PM-5:25 PM $1.00 x 20 minutes = $20)

A Student picked up at 5:45 PM will be charged $80 (5:00 PM-5:05 PM grace period, 5:06 PM-5:45 PM $2.00 x 40 minutes= $80 )

A Student picked up at 6:00 PM will be charged $100 (5:00 PM-5:05 PM grace period, 5:05 PM-6:00 PM $2.00 x 55 minutes =$110, but the max amount they can be charged is set to $100)

How to Set Default Fees for your Classes

An individual default fee may be set for both a permanent class placement and drop-in care.  When a permanent fee is assigned to a class, it will automatically populate the billed fee when building manual enrollment contracts. When a casual fee is set for the class, familes will be charged the drop-in rate. For more 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

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.