Fee Plans

A fee plan defines how student fees are calculated and applied to enrolments. Fee plans specify which fees are charged, their amounts in one or more currencies, payment timing (instalments or lump sum), and the scope where the plan applies (a program, intake, academic year, campus, delivery mode, or tenant default). When you create an invoice for a student, Kampus automatically selects the correct fee plan based on the student's enrolment context and calculates the invoice line items.

How Fee Plans Work

Fee plans are the core mechanism for translating pricing rules into student invoices. Here is the typical workflow:

1. Define a fee plan with a name, code, status, currency, and effective dates.
2. Assign the plan to a scope — for example, a specific program, intake, or campus.
3. Add one or more fee items to the plan. Each item specifies a code, name, amount, quantity mode (fixed, per module, per credit), charge type (tuition, miscellaneous, etc.), and payment timing (upfront, instalments, or on a fixed date).
4. Optionally configure advanced rules in the plan to control proration, instalment schedules, or scope filters (e.g. "charge this item only to international students").
5. Activate the plan when ready.
6. When an invoice is generated for a student, Kampus resolves the correct fee plan based on the student's enrolment data (program, intake, academic year, term, campus, delivery mode, and student category) and calculates the invoice lines.

Note: A fee plan remains in draft status until you explicitly activate it. Only active fee plans are considered during invoice generation.

Fee Plan Statuses

Each fee plan has a status that controls whether it is used during invoice generation:

Important: Once a fee plan is active, you can still edit its fee items and configure overrides, but the core plan details (name, currency, scope, effective dates) require care — changing scope or currency after the plan is active and has been used to generate invoices may cause confusion or mismatches. Archive and create a new plan if the core scope needs to change.

Fee Plan Scope

A fee plan's scope defines which enrolments will use that plan. The scope consists of a scope type and an optional scope ID:

Program

The plan applies to all enrolments in a specific program. Use program scope for the most common case — defining standard tuition and fees for a degree or diploma.

Intake

The plan applies to a specific academic intake (cohort). Use intake scope to apply special pricing to a particular cohort or to override the program plan for a time-limited group.

Academic Year

The plan applies to all enrolments with an academic year matching the plan's scope. Use academic year scope to adjust pricing across all programs for a given year.

Term

The plan applies to all enrolments within a specific academic term. Use term scope for fees that vary by term (e.g. spring vs. autumn).

Campus

The plan applies to all enrolments at a specific campus. Use campus scope for location-specific pricing.

Delivery Mode

The plan applies to all enrolments using a specific delivery mode (e.g. online, onsite, hybrid). Use delivery mode scope to charge different fees based on how the course is delivered.

Tenant Default

The plan applies organisation-wide as a fallback when no more specific plan matches. Tenant default plans have no scope ID.

Pro Tip: Kampus resolves fee plans using a hierarchy. More specific scopes (e.g. intake) override less specific scopes (e.g. program). If multiple plans could apply to a student, the system uses the most specific match.

Create a Fee Plan

To create a new fee plan, navigate to Finance → Fee Plans and click Create Fee Plan.

Step 1: Plan Details

1. Enter a code for the plan. If your organisation has a fee plan numbering rule active, the code will be generated automatically. Otherwise, provide a unique identifier (e.g. FPL-2025-DIP-BUS).
2. Enter a name that describes the plan (e.g. "Diploma in Business Administration 2025").
3. Choose a status: start with Draft. You will activate it after configuration and testing.
4. Select the primary currency for the plan (e.g. USD). This currency is used as the default in invoices.
5. If your plan will support multiple currencies, select additional currencies. Each fee item can then specify amounts in each currency.
6. Set the effective from date. This is the date on which the plan becomes valid for invoice generation.
7. Optionally set an effective to date. After this date, the plan is no longer applied to new invoices.

Step 2: Plan Scope

1. Choose a scope type from the dropdown: Program, Intake, Academic Year, Term, Campus, Delivery Mode, or Tenant Default.
2. If you selected a specific scope type (not Tenant Default), select the corresponding scope target. For example, if you chose Program, select the specific program the plan applies to.

Important: The scope type and target define which enrolments will use this plan. Take care to select the correct scope — you cannot change it after activation without archiving and creating a new plan.

Step 3: Add Fee Items

Each fee item represents a single charge on the invoice (e.g. tuition, registration fee, lab fee). Add at least one fee item before activating the plan.

1. Click Add Item in the fee items section.
2. Fill in the item details (see Add Fee Items for full field descriptions).
3. Click Save Item. The item is added to the plan draft.
4. Repeat for each fee item in the plan.

Step 4: Configure Advanced Rules (Optional)

For simple fee plans, the items and scope are sufficient. For complex pricing logic (e.g. instalments, proration, scope filters), you can configure rules. Rules are stored as JSON and control how fees are calculated.

Note: Advanced rules require familiarity with the fee plan schema. Consult your system administrator or the fee plan rules guide for examples.

Step 5: Review and Activate

1. Review the plan summary: scope, currency, items, and rules.
2. Use the Preview button to simulate the plan for a test student enrolment. This validates that the plan calculates fees correctly.
3. When satisfied, click Activate to move the plan to active status and enable it for invoice generation.

Important: Activating a plan is irreversible in the sense that it becomes live. You can always archive it later, but do not activate a plan unless you have tested it and are confident in the pricing.

Add Fee Items

A fee item represents a single line charge in a student invoice. Each item must have a code, name, amount, and timing configuration.

Fee Item Fields

When you add or edit a fee item, you will configure the following:

Item Code

A short, unique code for the item (e.g. TUI, REG, LAB). Used to identify the item in reports and integrations.

Item Name

A human-readable name (e.g. "Tuition", "Registration Fee", "Lab Materials"). This appears on the student's invoice.

Amount

The base charge amount in the plan's primary currency. For multi-currency plans, enter the amount in the primary currency; use the currency-specific amounts section below to define prices in other currencies.

Amounts (Multi-Currency)

If the plan supports multiple currencies, optionally define the item price in each additional currency. Leave blank to use automatic currency conversion.

Quantity Mode

How the item quantity is determined:

• Fixed — Charge the item once, regardless of student selection or enrolment details.
• Per Module — Charge per module the student is enrolled in.
• Per Credit — Charge per credit hour. Useful for credit-based programs.
• Per Subject — Charge per subject the student selects.

Charge Type

The category of the charge (e.g. Tuition, Fee, Miscellaneous). Used for reporting and classification on the invoice.

Timing Type

When the charge is due:

• Upfront — The full amount is due at enrolment or on the invoice issue date.
• Instalments — The amount is split across multiple payment dates. Configure instalment rules separately.
• Fixed Date — The charge is due on a specific calendar date.

Timing Value

If timing type is Fixed Date, enter the due date (e.g. "2025-12-31"). If timing is Instalments, specify the instalment schedule in the plan's rules.

Is Mandatory

A toggle. When enabled, this item must appear on every invoice for matching enrolments. When disabled, the item may be omitted based on scope filters or rules.

Scope Filters

Optional filters to apply this item only to students matching specific criteria (e.g. only international students, or only students in a specific program). Scope filters allow you to apply different fees to different student segments within the same fee plan.

Sort Order

A number controlling the order in which items appear on the invoice. Lower numbers appear first.

Example: Multi-Currency Tuition Item

Scenario: You are setting up a fee plan for an international program that charges differently by currency. You create a tuition item with:

• Code: TUI
• Name: "Tuition"
• Amount (USD): 10,000
• Amount (GBP): 8,000
• Amount (LKR): 3,200,000
• Quantity Mode: Fixed
• Charge Type: Tuition
• Timing Type: Instalments

When an invoice is generated for a student in USD, the tuition line will show 10,000 USD. For a student in GBP, it shows 8,000 GBP.

Manage Overrides

An override is a fee plan exception that applies to a specific scope (e.g. a single intake or campus) and overrides the item amounts or rules from the base fee plan.

When to Use Overrides

Overrides are useful when:

• You have a program fee plan but want to charge different amounts for a specific intake.
• You need to adjust fees for a limited time period or a specific student group.
• You want to disable specific items for a subset of enrolments.

Create an Override

1. In the fee plan edit page, scroll to the Overrides section and click Add Override.
2. Select the scope type and scope ID for the override (e.g. "Intake: Summer 2025").
3. Set the override's effective dates (optional; defaults to the plan's effective dates).
4. Select the fee item you want to override.
5. Enter the override amount in the primary currency and optionally in additional currencies.
6. Click Save Override.

The override is saved to the fee plan. When an invoice is generated for an enrolment matching the override's scope, the overridden amount is used instead of the base item amount.

Important: If you define an override for the same item and scope as the base plan, the override takes precedence. The base plan item amount is ignored for that scope.

Activate or Archive a Fee Plan

Activate a Fee Plan

A fee plan must be active before it is used for invoice generation. To activate:

1. Navigate to Finance → Fee Plans and select the plan.
2. Review the plan details, items, and any configured rules.
3. Click Activate. The plan status changes to Active.

Important: Before activating, use the Preview button to test the plan with sample enrolment data. Ensure the calculated amounts are correct.

Archive a Fee Plan

When a fee plan is no longer needed, archive it to remove it from active use while preserving its history:

1. Navigate to Finance → Fee Plans and select the plan.
2. Click Archive. The plan status changes to Archived.

Archived plans do not appear in the active fee plan list and are not used for new invoices. However, invoices previously generated from the plan remain unchanged in the system.

Note: You cannot archive a plan while an enrolment is actively using it. Ensure the plan's effective date has passed or all enrolments using it have been finalised before archiving.

Fee Plan Settings

Fee plan settings define system-level preferences for how fee plans are managed and enforced:

Fee Plan Numbering

Your organisation can define a numbering rule for fee plan codes (e.g. FPL-{yy}-{seq:4} for auto-incrementing codes). If a numbering rule is active, new fee plans will have codes generated automatically. If no rule is active, you must enter codes manually and ensure they are unique.

Currency Rule Sets

A currency rule set defines how amounts in one currency are converted to another. When a fee plan supports multiple currencies, you can optionally select a currency rule set to control conversion logic. Leave blank to use basic currency conversion.

Permissions

Access to fee plan management is controlled by permissions:

• finance.fee_plans.view — View fee plans and their details.
• finance.fee_plans.manage — Create, edit, activate, and archive fee plans.

Note: Only users with the Finance Admin role (or custom roles with the manage permission) can create, edit, or activate fee plans.

Next: Record Payment for an Invoice