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IC Fees

Fees / Student Fees

Main Menu Navigation: Instruction > Student Information > Attendance Office > Behavior Office > Census > Communication > Dependent Care > Employee Self Service > Fees

Unpaid Fees / Surplus / Balance

Balance is how much they owe. If a student has anything in the "surplus", this means this is what they have in the "Infinite Campus bank".

Most of the time we do not allow students to keep a surplus (we should return their money as we are NOT a bank). There are some situations that a surplus could be kept, but those need to be discussed with Leigh Ann/Cea or the Treasurer.

Action Button Definitions:

New Fee Assignment: How to add a fee.
Make Payment: Parents have given you cash, check, or credit card.
Make Deposit: Used sparingly (e.g., parent is paying BEFORE the fee is assigned).
Make Refund: Used when a parent paid for a library book but then the book was found.
Make Adjustments: This is not used to get rid of a fee, but rather to change (or reduce) a fee.

Add a New Fee

Click New Fee Assignment.
Choose the Fee that you are adding from the dropdown menu (e.g., Library Fee, Fundraiser, Misc, After Care, Agenda, etc.).
Enter the details: Input the amount, the date, the school calendar year that it is being assigned, and a comment.

Tip: Any information that you provide is usually helpful—especially years down the road when the student is trying to graduate. If it is a library book, you should enter the title and the book number.

Click Save.

To Make a Payment for the Fee

There are several ways to make a payment:

All Fees: You can make a payment to ALL fees that they owe by clicking the MAKE PAYMENT button at the bottom of the student's fee screen. (Use this if they pay you $50 toward a $200 fee and they don't care what is paid off).
Specific Fee: You can also make a payment toward a specific fee by clicking on the specific fee line. This is used most frequently when they are paying for a specific item (Library book, Choir Fundraiser, Athletic uniform). This is often the easiest way to pay things off.

Steps for a Specific Fee Payment:

Click on the actual fee line.
Click on Make Payment.
Enter the payment amount.
Enter how the payment is made (Check, Record Credit, Cash).
Enter the check number or type of card used if using something other than cash.
Enter a comment if necessary.
Click Make Payment.

What if a Fee is Put in for a Library Book and Then It Is Found?

(Scenario: The book has NOT been paid for! If it has been paid for, do NOT follow these directions!)

Click on the fee assignment.
The assignment details will appear. Choose VOID.
Enter a void date (the date the book was returned).
Enter a void reason (e.g., CAN: Cancellation Related, OFM: Office Mistake if assigned to the wrong student, or UNC: Uncollectible).
Enter a comment (e.g., Who told you about this book being returned?).
Click Void.

A Fee Was Assigned and PAID For, But Then the Item Was Found

(Scenario: The uniform or book was found after payment. It gets tricky when a payment was made and then the item was returned. The money will need to be returned to the parent, so there are several steps to follow in IC.)

Click on the payment entry.
Click on VOID.
Enter a void date and a void reason.
Under "What to void:", you must choose between two options:
- Option 1 (Top): Void payment to this fee and create deposit.
  Choose this one if they paid money and it needs to be returned to the parent.
- Option 2 (Bottom): Void payments to all fee assignments paid with this fee payment (Cancels payment).
  Choose this if you need to say that the payment never happened (e.g., you ripped up a check).

BEWARE: If the parent paid for multiple things with this single payment, choosing the bottom option is going to get rid of ALL of the payments to EACH of those items.

In this scenario (item found and returning money), select Void payment to this fee and create deposit, then click Void.

Paying the Parent

Notice that the student's SURPLUS will now show the amount paid. Since this book was returned and they had paid for it, we need to do one of two things:

Pay off any other fees that the student may have.
Return the money to the parent.

If a student has another fee that needs to be paid, we need to apply the surplus to pay it before any money is returned to the parent. When money is returned to the parent, we must make a record of that. If we don't, this surplus will sit in IC waiting for the next thing that needs to be paid for. Remember, we are NOT a bank. Follow the procedures that the Treasurer's office has established for returning money.

Clearing out the Surplus (If there are no other fees):

Choose MAKE REFUND.
Enter the amount of the refund, the date, and comments (Comments are important!).
Click Make Refund. The Surplus should now be at $0.00.

Applying Surplus to Other Existing Fees:

If the student has a surplus but also owes money on other fees, apply the surplus to those unpaid fees first:

Find the fee that they owe, click on it, and choose Make Payment.
Enter the amount of the payment (e.g., if the fee is $50 and you only have $10 in Surplus, the payment total is $10).
Enter the payment date.
Choose the Payment Method: Select Surplus (Balance) from the dropdown menu. (This choice appears only when the student has a surplus balance).
Enter a helpful comment to keep everything transparent.
Click Make Payment. The surplus will lower/clear, and the unpaid fee balance will be reduced.

If You Make a Mistake Anywhere in Any Step of Fees:

STOP!! Call Leigh Ann or Cea. We will not judge you!

Fixing fee mistakes is incredibly difficult. Nothing can be completely wiped out to start over from scratch. If you call us, we can usually get things back on track for you, although the ledger history may look messy.

Gemini is AI and can make mistakes.