How can I refund the adjusted fees for a student?

If a student’s fee category changes (for example, moving from a higher fee group to a lower one), and fees were already collected under the previous category, the difference amount may need to be refunded. Follow the steps below to adjust the category and process the refund.

Step 1: Update the Student’s Fee Category

1. Go to Settings > Finance > Fee > Student Fee Category > Allocate Students.
2. Search and select the student whose category needs to be changed.
3. Update the category (e.g., from Category A to Category B).
4. Click Continue.
   • The system will show two options: Reallocate and Refund.
   • Refund appears only when the amount paid under the old category exceeds the new category fee.
5. Select Refund, then Save.
   • A refund request will be created under the Fee Refund Process window.

Step 2: Process the Refund

1. Ensure Fee Refund Autonumbering is configured.
2. Navigate to Transaction > Finance > Fee > Fee Refund Process.
3. Open the Pending section.
4. Locate the student’s refund request, approve it, and follow the steps to generate the refund receipt.

Outcome

The student’s fee structure is updated to the new category, and any excess amount is successfully refunded. The system records both the adjustment and refund for future reference.