Add or Waive Application Fees

Overview

Application Fees (as well as Waivers) can be applied using the Rules Editor. Rules will assess and assign application fee due activity. The following rules are examples of Application Fee and Waiver rules that can be adapted to each school's unique policies:

  • Example A: One Fee for All Applicants
  • Example B - Rule 1: Program / Round Specific Fees
  • Example B - Rule 2: Default Rule
  • Example C: Fee Waiver Rule

  What Trigger Should I Use?

When making a rule for the applications population, select if a rule should run only at the time of the application submission, or if it should run any time the application is updated. There are very few rules that should use the 'Upon Application Submission Only' trigger. An application fee rule is an example rule that should use this trigger. If a desired action should be able to occur at points after the application submission, then select the 'Upon Update (Deferred)' trigger.

Example A - One Fee for All Applicants

Add an application fee to an application when it is submitted.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Application Fee
    • Base - Applications
    • Type - Activity
    • Trigger - Upon Application Submission Only
    • Folder - Application Fee
    • Exclusivity Group - NA
  4. Click Save.

Configure the appropriate filters:

  • NA - Because this payment will be for all applicants, there is no need to include a filter.

Configure the appropriate action:

  • Code - Select Payment
  • Payment Type - Select Payment Due
  • Payment Amounts (USD) - Determine the amount due upon application submission.
  • Payment Account - Select the appropriate payment account. Typically the payment account is labeled 'Application Fee.'
Example B - Rule 1 - Program / Round Specific Fees

Add an application fee for a specific application round or program.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - (Program Specific) Application Fee
    • Base - Applications
    • Type - Activity
    • Trigger - Upon Application Submission Only
    • Folder - Application Fee
    • Exclusivity Group - Application Fee
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 1
  4. Click Save.

Configure the appropriate filters:

  • Round Key - Searches for all applicants who have an application in the selected round(s) based upon the key of that round.
  • Custom Program Field Filter - Determine the filters that best describe the population that should receive this application fee.

Configure the appropriate action:

  • Code - Select Payment
  • Payment Type - Select Payment Due
  • Payment Amounts (USD) - Determine the amount due upon application submission.
  • Payment Account - Select the appropriate payment account. Typically the payment account is labeled 'Application Fee.'
Example B - Rule 2 - Default Rule

If a program/round specific application fee rule exists, it is best practice to create a second rule to serve as a catchall for all other applicants that should submit an application fee. Add a default application fee rule for all other submitted applications:

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - (Program Specific) Application Fee
    • Base - Applications
    • Type - Activity
    • Trigger - Upon Application Submission Only
    • Folder - Application Fee
    • Exclusivity Group - Application Fee
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 2
  4. Click Save.

Configure the appropriate filters:

  • NA - Because this rule will serve as a catchall for all of the applicants that do not match the criteria in Rule 1, no filters should be included in this rule.

Configure the appropriate action:

  • Code - Select Payment
  • Payment Type - Select Payment Due
  • Payment Amounts (USD) - Determine the amount due upon application submission.
  • Payment Account - Select the appropriate payment account. Typically the payment account is labeled 'Application Fee.'
Example C - Fee Waiver Rule

If an applicant has the fee waiver field set to 'yes,' then waive the application fee when the application is submitted. This would require the creation of a custom bit field.

If the fee waiver or code for a partial or full fee waiver is only accepted on the application, then use the 'Upon Application Submission Only' trigger. If applicants may submit a fee waiver request after application submission, then your fee waiver rule should use the 'Upon Update (Deferred)' trigger.

Do not put your application fee waiver rules in your application fee exclusivity group. Applications that meet the criteria for a fee waiver will need both the application fee due activity and the application fee waived activity.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Application Fee Waiver
    • Base - Applications
    • Type - Activity
    • Trigger - Upon Application Submission Only
    • Folder - Application Fee
  4. Click Save.

Configure the appropriate filters:

  • Fee Waiver - This would be a filter based on a custom bit field called 'Fee Waiver.'

Configure the appropriate action:

  • Code - Select Payment
  • Payment Type - Select Payment Waived
  • Payment Amounts (USD) - Determine the amount due upon application submission.
  • Payment Account - Select the appropriate payment account. Typically the payment account is labeled 'Application Fee.'
Was this article helpful?
3 out of 5 found this helpful