Charge and Proration Schedule Templates can be configured to be used as a base for new Charge Schedules and Proration Schedules. Charge and Proration Schedules can be used to automatically generate charges for room assignments, equipment rentals, and services.

When a patron is assigned to a room or a contract item is created, the charge schedule will be associated with the assignment or contract item. When the Process Contract Items batch function or task is run, the charges will be created and sent to the Financial Transactions module.

Charge and proration schedules are attached to Asset Types such as ones used for room and equipment rentals. Multiple charge and proration schedules can be attached to an asset type.

After a Charge Schedule Template is created, a Proration Schedule Template can be created for it.

Charge Schedule Types

When configuring a Charge Schedule Template, the following Schedule Types can be set:

Single Charge: With this type of charge schedule, a single charge will be generated as soon as the Up To Date is greater than or equal to the contract item’s Start date. The Up To Date is set in the Process Contract Items batch function or task. Also, the charge will have a transaction date set to the date the Process Contract Items batch function or task runs. This charge schedule type does not take holidays into account.

Charge per Night: This type of charge schedule charges a fixed amount for each night. A night is defined as the period that crosses over midnight, similar to how a hotel accrues charges. For example: If the usage period is from Monday at 2:00 PM to Friday at 8:00 AM, the total charge will be four nights times the nightly charge amount. This charge schedule type takes holidays into account if the charge schedule is associated with a holiday schedule. There is no charge for a holiday night.

Charges are combined when possible. If the Process Contract Items task is run to generate charges once per week, a charge is created for the total number of all nights in that week. However, if the Process Contract Items task is run nightly, one charge will be generated for each night.

Weekly Charge: The weekly schedule specifies an amount charged for each week of use. A week is defined as beginning at the contract item’s start date through a period of seven nights. This charge schedule type does not take holidays into account. Charges will be combined if multiple weeks are processed through the Process Contract Items batch function or task.

Monthly Charge: Use this type of schedule to charge an amount for each month of use. Months are defined starting from the contract item’s start date. For example: A contract item with dates from 6/15/18 to 9/15/18 has three full months of usage. A contract item with dates from 6/15/18 to 9/14/18 has two full months of usage and a partial month at the end. This charge schedule type does not take holidays into account. Charges will be combined if multiple months are processed through the Process Contract Items batch function or task.

Charge List: This type of charge schedule requires defining a list of installment periods, charges associated with each period, and post dates. Each charge is generated as soon as the Up To Date is greater than or equal to the charge date. The Up To Date is set in the Process Contract Items batch function or task. Each charge in the list will be recorded as a separate charge when charges are generated with the Process Contract Items batch function or task. Also, each charge will have a transaction date set to the date the batch function or task runs. This charge schedule type does not take holidays into account.

If the post date is greater than the charge date, the charge will be sent to the Financial Transactions module with the future post date. To post the transactions, run the Post Deferred Transactions task.

No Charge: This charge schedule type is used for patrons who pay for the entire academic year. They can be charged in the Fall for the academic year, but only assign them to the Fall term and then attach a No Charge charge schedule to the Spring contract when the assignment is rolled from Fall to Spring. There are a few benefits of this charge schedule type:

•     No Charge can be used for staff rooms (such as for RAs) instead of needing to change the asset type of those rooms.

•     The use of this charge schedule type can result in more accurate reports. Without it, academic patrons are listed on the report as having no charge schedule attached to their contract.

•     The No Charge charge schedule type allows admins to perform fixed amount and sliding scale proration.

•     No Charge is supported from Charge Schedule Templates, Asset Types, and Contract Element properties. Charge Schedule templates will not allow an empty Schedule Type, so No Charge can be used instead.