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 Set up 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. Select the Center Name
4. Click on the + Add Fee button
5. Enter in a Fee Name
6. Set the Class Assignments
7. Set the Fee Type*
8. Set the Fee Structure**
9. Set it to 100% Utilization
10. Set the Fee start and end times
11. Configure the optional Early Drop-Off/Late Pick-Up cost
12. Click Save

*Fee Type

Session Fee - The tuition is calculated as a daily charge rate
Flat Rate Fee - The tuition is calculated for a particular time period, i.e. Weekly, and Monthly

**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 Set Early Drop-off/Late Pick-up fees

You can set up rules to automatically charge families in alignment with your policies for early drop-off and late pick-up penalties. These will be tied to the start and end time set on the fee, not the class. If you need to reverse an early or late fee, please visit the following article: How to Utilize the Attendance Screen.

For example, if a family were 25 minutes late to pick up their child, they would be charged $20.00 in extra fees. That would account for the 15-minute grace period and an additional 10 minutes charged at $2.00 per minute past the fee end time.

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.