Fees and payments guide for current students

Once you are enrolled information about your fees and payments can be viewed by logging into your student homepage and clicking the Fees and finance tab. The following is a guide to the options available from the tab.

• Fees and finances tab overview
• Make a payment
• View invoices/credit notes
• View receipts
• View statement of account
• Statement of account sections
• Balances overview
• Invoices/receipts
• Transaction details
• Transition issues
• Discrepancies in your fees

1. Fees and finances tab overview

The Fees and finance tab displays buttons for quick access to different functions, as well as displaying balances.

2. Make a payment

Payments can be made on campus, by inter-bank transfer, or through our credit card online payment facility. Online payments can be accessed from the Make a payment button at the top of the page or the Make a payment link in the Manage Finances section.

When you click on the Make a payment button the page displays all outstanding fees summarised by: Due date, Details of the fee, Document reference (invoice number), Item reference (serial number to identify the transaction) and the fee amount.

If you choose to make payment using a credit card, or if you go to the Make a payment link on your page, the following information is displayed:

If you wish to pay only part of a line, leave “pay” ticked, and amend the amount.

If you do not wish to pay a line, clear the tick from “pay”.

A ticked transaction will allocate your payment to the nominated invoiced fee.

3. View invoices/credit notes

Now try clicking on the Invoices/credit notes button at the top of the page or the View Invoices/credit notes link in the Manage Finances section. The page shows details of all the invoices and receipts generated for you since August 2017. Note that there are usually multiple transactions on each invoice.

For invoices:

• “Active invoices” are those that have not been fully paid, so they have an amount outstanding.
• “Completed invoices” are those that have been paid.
• “Amount” means the total amount that the invoice was for.
• “Amount outstanding” means what is left to pay.

For credit notes:

• “Active invoices” are those where the credit has not been refunded or allocated to an invoice, so they have an amount outstanding.
• “Completed invoices” are those where the credit has been allocated or refunded.
• “Amount” means the total amount that the credit note was for.
• “Amount outstanding” means the remaining credit (if any of the credit has been allocated against fees, this will be less than the original amount).

Depending on the circumstances, credit could be used in a later transaction, refunded to you or to a third party who paid your fees, eg Studylink.

4. View receipts

This section contains details of the payments you have made in the last year. There are no sponsor payments shown in this section.

You can click on the Download button to view or print your receipts.

5. View statement of account

If you click on the Current Statement button at the top of the page or the View Statement of Account link in the ‘Manage Finances’ section, the page gives an overview of your financial details. Click on Download Statement to view and/or print your statement.

The information on the printable Statement of Account is the same as the information summarised below.

If you have a sponsor (a party which is invoiced for all or some of your fees), the financial transactions for the sponsor will not show on your Statement of Account. This includes TEC Fees Free students.

If you are invoiced but then a third party pays, for example Studylink, the transactions will show on your Statement of Account.

6. Statement of account sections

The page is split into three areas. Balance Overview, Invoices/Receipts and Transaction Details.

7. Balances overview

This is your overall balance and the number of days it may be overdue. If you are enrolled for a future semester, and the fees are not due yet, an additional “Future” column will show as below.

8. Invoices/receipts

This is a summary of all of your invoices, receipts and credit notes and brings together the information explained above.

9. Transaction details

Look here for each transaction, listing debit and credit separately. The screen will show transactions since 2014.  

• “Date” is the date that the transaction was generated with the most recent first.
• “Doc Reference” will align with an invoice, credit note or receipt in the previous section. An invoice will include multiple transactions.
• “Item reference” is simply a serial number to identity each transaction.
• “Details” explains the transaction. Where the charge is for a tuition fee, the course and period are identified.
• “Debit” indicates that it is a debit transaction.
• “Credit” indicates that it is a credit transaction.

Click on any column header to sort by that value, for example clicking on “Date” changes the order from oldest to newest.

10. Transition issues

If you were enrolled when the new SMS went live, 24 August 2017, you will find that you have some financial records that were migrated from the old system. If you made any change in your enrolment in the 2017 academic year, after August, all the courses for the academic year will have reversed (created new credits) and then been invoiced again (created new debits). This makes the financial transactions very hard to read.

From the beginning of the 2018 academic year, the records behave differently. If you withdraw from a particular course on time, after accepting an Offer of Enrolment, you will see a credit for the course fee. Your other courses will not be affected. 

Non-tuition fees are credited, and then invoiced again, if you move into a different fee paying “bracket”. For example, if you previously took two courses worth 15 credits each, your invoice will reflect non-tuition fees in the 0-30 credits range. If you add a 15 credit course, your study will move into the 31-60 credits range and your non-tuition fees will increase. 

In general, financial transactions are much easier to follow for study starting in 2018 onwards.

11. Discrepancies in your fees

If you notice any discrepancies in your fees please contact us.

Page authorised by Director, Student Administration
Last updated on Friday 06 April 2018