Admins can create new fees by going to Fee Management, then Fees. Click the New Fee button and fill out the form.
Create a New Fee
From the toolbar, select Fee Management, then Fees.
Click the New Fee button.
Enter Fee Details
Complete the Enter Fee Details section.
Fee Name - Enter a name that describes the fees and will be recognizable by payors.
Fee Description - Describe the fee so payors understand what they are paying for.
Account Code - Click in the field to select from the list of available account codes.
Fee Icon (optional) - Select an icon that represents your fee type. This icon appears in the parent app to visually identify the fee.
Click Save & Continue.
Set Fee Options
Enter the Fee Amount.
Choose whether the fee is optional or required. If a fee is required, it won’t expire and will remain on the student’s record until it’s paid or removed.
Select whether you want to allow partial payments.
Toggle on to allow parents to pay in installments.
Toggle off to require full payment at checkout.
Click Save & Continue.
Assign Fee
Assign fees to students using one of three methods.
Set Criteria - Use Add Criteria to assign based on SIS data (e.g., grade, homeroom, class). The system keeps assignments in sync as SIS data changes -- unless a cutoff date is set. Use Include/Exclude Students to add or remove individual students from the auto-generated list.
Select from a Group - Click in the search box to select an existing list.
Import Assignment List - Download the CSV template, fill in the student fees details, and upload the file to import your data.
Click Save & Continue.
Set Dates
Set a Due Date for when the fee should be paid. This date is shown to parents in the Givebacks app.
Set an Expiration Date if there is a deadline after which the fee can't be paid. This is the last date the fee is available to parents in the app.
Note: If no expiration date is set, the fee will automatically carry over to the next school year.
Set a Cut-Off Date to indicate when the student list stops updating based on SIS data.
Before the cut-off: Students are automatically added and removed based on SIS data.
After the cut-off: New qualifying students are added, but removals stop.
Do not set a date: Keeps the list fully dynamic, adding and removing students as SIS data changes.
Click Save & Continue.
Notifications Settings
To send an email notification of the new fee, turn the toggle switch on. When enabled, guardians will automatically receive an email once the fee is published, prompting them to log in and pay.
Click View Sample Email to preview the notification message.
Click Save & Continue.
Review and Publish
Review the details, settings, and assignments. You can click Review Students (x) to view the list of students who will be assigned the fee.
Click the Previous button to go back and edit any section.
Click Save Draft.
Click the down arrow next to Save Draft and select Publish Now or Schedule Publish.
Once the fee is published, it will stay live until you archive or delete it. Parents will be notified (if selected) and will be viewable in the payment portal.
Questions? Click the "?" icon to contact Givebacks Support.