TABLE OF CONTENTS


What are Expected Payments?


The Expected Payments is a schedule for tuition fee payments. It defines the date, the amount, and the source of tuition fee payments.

Expected payments can cover the tuition fee fully (if no Financial Aid is provided and there is no Financial Aid Plan) or partially.


Creating Expected Payments


The Expected Payments page becomes automatically available when creating the Enrollment Agreement. Additionally, the expected payment with the amount of the registration fee will be automatically added to the Expected Payments section of the Enrollment Agreement if the registration fee charge has the Create Automatically When Creating a Registration Form setting enabled or the registration fee charge is entered manually using the Registration Form:



Draft and Populated Versions of Expected Payments


The Expected Payments may have a draft or a populated version similar to the Enrollment Agreement:

  • Draft — the draft version of a document. This version can be edited and configured. When all the required information is filled in, expected payments can be saved to the populated version. 
  • Populated — the final version of a document that is to be signed by the student. This version cannot be edited. If you need to edit it, create a new draft version, change it, and populate it again.
Note: GEGI stores only the last populated version of a document.


The information from the Expected Payments section correlates with the charges in the Enrollment Agreement, so when creating an Enrollment Agreement draft, the Expected Payments draft is created as well and vice versa.

When populating the document, all limitation warnings or errors will be shown in one message for both the expected payments and the Enrollment Agreement.


Void payments can be created without the Expected Payments draft for DROPPED/LOA Dropped students, but it requires a special permission.


Expected Payments Structure


The Expected Payments page consists of the following sections:

  • Student Information — information about the student and the group:
  • Populated — information about the date and the author of the last population:
  • Draft panel — contains information about the date and the author of the last draft changes:

  • Expected Payments — information about every payment, including the tuition bill number, the funding source, the payment due date, the original payment amount, the open balance, etc.:



  • Calculate EP/Tuition Bills — a panel with the ability to edit the payment amount if the amount differs from the calculated Remaining Balance:



Expected Payments Calculation


The draft version of the Expected Payments allows calculating payment amounts depending on various aspects on the Add Expected Payment panel:



The panel shows the following information:

  • Remaining Balance — the remaining amount to be paid for tuition that is not covered by payments.
  • Payment Schedule — the calculation type: division of Remaining Balance into a defined number of payments, fixed amounts and number of payments, division of the predefined total amount into several payments. Changing the payment schedule changes the options in other fields on the Add Expected Payment panel.



  • Title — the title of the funding source. Selected from the school’s predefined list:



  • Repeat Every — defines the recurrence of the payments. It can be monthly, weekly, or daily. The combination of the number to the right and the units allows setting, for example, 2 weeks, 1 month, 7 days, etc. The system will postpone the next payment for the selected period.
Note: The default value for that field can be defined in the school settings.
  • First Due Date, mm/dd/yyyy — the date of the first payment. Also makes a starting point for the next payment recurrence defined in the Repeat Every field.
  • Total Amount — the field is available only when Total Amount and # of Payments is selected in Payment Schedule. That is the amount to be divided into payments.
  • # of Payments — the total number of payments that are to be created.
  • Periodic Payments — a read-only field available when Total Amount and # of Payments is selected in Payment Schedule. It is an intermediate payment calculation result based on the total amount and # of Payments:
  • Amount — available only when Periodic Amount and # of Payments is selected in Payment Schedule. It is the amount that will be set for each payment.
  • Send Tuition Bill by Email — if enabled, the tuition bill is sent to the student’s email after adding. Enabled by default.
  • Credit Balance Refund — if enabled, all expected payments will have the "Credit Balance Refund" property enabled.


Enabling "Credit Balance Refund" Property for Expected Payments 


You can track credit balance refunds more conveniently by checking the Credit Balance Refund checkbox in the Expected Payments section. Open an expected payment for editing using Edit in the Actions menu:



Check the Credit Balance Refund checkbox and Save:



This property will be shown in the Expected Payments table, as well as in the Tuition Bills report for that tuition bill:



Use the Credit Balance Refund filter to get all tuition bills with this property.



Payment Agreement (PDF)


The Expected Payments can be sent as a PDF document for the student to sign.

It can be done after the Expected Payments and the Enrollment Agreement are populated by selecting 

the View Payment Agreement (PDF) in the Actions menu:



The Expected Payments PDF shows a table with the payments and the student’s information:


This document can be printed or signed using e-sign.


Tuition Bills


Tuition bills — are the bills sent to the student by email. They are created automatically from expected payments when the due date is near:



After populating the Expected Payments, each expected payment row will have a number and an icon reflecting the current bill status. The statuses can be: sent, processed, or not sent. Hovering over the icon will display the status in a tooltip:



After the tuition bill is created, it will be shown in the Statement of Obligation as well: