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300 - Accounting Procedures - General

Section: 300-70
Effective: 01/09/1984
Supersedes: 03/29/1971
Review: TBD
Issuance Date: 01/09/1984
Issuing Office: General Accounting Division

PPM 300-70 Policy [pdf format]
PPM 300-70 Exhibit A [pdf format]
PPM 300-70 Exhibit B [pdf format]
PPM 300-70 Exhibit C [pdf format]
PPM 300-70 Exhibit D [pdf format]
PPM 300-70 Exhibit E [pdf format]
PPM 300-70 Exhibit F [pdf format]

STUDENT FEE DEFERMENTS, WAIVERS, EXEMPTIONS AND REFUNDS

  1. REFERENCES
    1.  Systemwide Accounting Manual

      SS-772-33 Student Fees, Exemptions, Waivers, Special Provisions

    2.  Resolution on the Education Fee adopted at the February 20, 1970 meeting of the Board of Regents, as amended.

    3.  Student Fees and Deposits-issued by Vice President-Planning and Analysis for appropriate fiscal year.

  2. BACKGROUND

    It is sometimes necessary and appropriate for all or a portion of a student's registration fees to be deferred for payment at a date later than the first day of class in any particular quarter or for payment by someone other than the student. It is also appropriate in certain cases for authorized University representatives to waive or refund all or a portion of a student's registration fees. The following defines the pertinent terms and prescribes the procedures to be followed for issuing fee deferments, fee waivers, fee exemptions, and refunds.

  3. DEFINITIONS

    1. Registration Fees

      The term ``registration fees'' for purposes of this PPM Section includes (1) the University Registration Fee, (2) the University Educational Fee, (3) the Nonresident Tuition Fee, (4) the Student Center Fee, (5) for undergraduate students, the Campus Activity Fee, and (6) the Recreation Facility Fee.

    2. Fee Payment Authorization

      The Fee Payment Authorization, FPA, Exhibit A, is a document which, when issued by an authorized representative of the University under approved circumstances, authorizes: (1) collection of a student's registration fees from a sponsor, such as a Government agency or a scholarship fund, or (2) postpones payment of all or a portion of the student's registration fees. Postponement of fee payment by means of this document can be for a short or long period of time.

      For a short term postponement, a student cannot use the installment basis for payment of fees; the fees become payable within a specified period of time, e.g., sixty days. When a long term loan program is used to pay the student's fees, the payment is postponed until, generally speaking, the student has completed his/her education or withdrawn from enrollment at an accredited institution of higher learning. Such deferment essentially authorizes payment of the loan on a long-term installment basis after completion of education or withdrawal from enrollment, such long-term obligation on the part of the student being evidenced by his/her execution of the Fee Payment Authorization form and a Promissory Note. Procedures for processing such documents are contained below.

    3. Fee Waiver/Special Provisions

      The Fee Waiver/Special Provisions, Exhibit B, is a document which, when issued by an authorized representative of the University under approved circumstances, cancels all or a portion of the student's registration fees. The schedule of fees is published in the University of California Booklet on ``Student Fees and Deposits.''

    4. Fee Exemptions

      The Fee Exemption, Exhibit C, is similar to the Fee Waiver/Special Provision. Exhibit E lists under what circumstances each document is to be used.

    5. Refunds

      A refund for purposes of this PPM Section is a disbursement made by the University to return to a student all or a portion of the amount of registration fees that he/she paid in cash for a particular quarter when it is subsequently determined that he/she is entitled to a fee deferment or fee waiver for that quarter.

      Other refunds based upon part-time attendance or the withdrawal of a student from the University are made within the terms of the refund schedules published in the Vice President-Planning and Analysis booklet on ``Student Fees and Deposits.''

  4. PROCEDURE

    1. General

      Forms for Fee Payment Authorization, Exhibit A; Fee Waiver/Special Provisions, Exhibit B; and Fee Exemption, Exhibit C, may be obtained from the Accounting Office. Student Financial Services maintains their own supply. (Each issuing office is responsible for the accountability and security of all numbered forms they receive.) The forms should be used in numerical sequence. Whenever a set is withdrawn from use, all copies are to be marked ``Void.'' The Green copy of the Fee Payment Authorization form, the Pink copy of the Fee Waiver/Special Provisions form, and the Pink copy of the Fee Exemption form are retained by the issuing office for numerical accountability. Signature specimens of University officials authorized to execute such forms (see Exhibit D and Exhibit E) or their appointed representatives should be submitted by memorandum (Exhibit F) to the General Accounting Division of the Accounting Office.

    2. Instructions

      Instructions for preparation of the Fee Payment Authorization form, the Fee Waiver/Special Provisions, and the Fee Exemption form are included with the Exhibits. Each issuing office should print legibly and complete all information required on the appropriate form. Only an indelible instrument such as a pen or typewriter can be used to fill out the form. Deferments and waivers for UCSD graduate students which represent fellowships, scholarships, or any other formally recognized educational benefit for the student must be countersigned by authorized personnel in the Office of Graduate Studies and Research.

    3. Distribution

      Distribution of copies by the issuing office of the Fee Payment Authorization, Fee Waiver/Special Provisions, and Fee Exemption forms is handled as follows.

      1. Fee Payment Authorization

        1. Direct the student to present the White and Pink copies to the Cashier when registering and to retain the Yellow copy for his/her personal record.

        2. Forward the Blue copy to the Accounting Office by campus mail.

        3. Retain the Green copy.

      2. Fee Waiver/Special Provisions and Fee Exemptions

        1. Direct the student to present the White and Green copies to the Cashier when registering and to retain the Goldenrod copy for his/her personal record.

        2. Forward the Yellow copy immediately to the Accounting Office by campus mail.

        3. Retain the pink copy.

    4. Refunds

      If a Fee Payment Authorization, Fee Waiver/Special Provisions, or Fee Exemption is issued after a student has paid his/her registration fees in cash, the issuing office initiates a Request for Issuance of Check, Form 5, and forwards it to the Accounting Office, together with the White, Pink, and Blue copies of the Fee Payment Authorization, or the White, Green, and Yellow copies of the Fee Waiver/Special Provisions or Fee Exemption as the case may be. The date and cash ring number of the student's payment is reflected on the student's receipt or can be obtained from the cashier. Both of these plus the preprinted form number appearing in the upper right hand corner of the executed Fee Payment Authorization, Fee Waiver/Special Provisions, or Fee Exemption form and the reason for refund are to be typed on the Form 5 by the issuing office. The word ``Refund'' is to be placed on the DISPOSITION REFERENCE line on the lower left-hand corner of the Fee Payment Authorization, Fee Waiver/Special Provisions, or Fee Exemption form.

      If the student is in the Financial Aid (FALCON) system, the refund will be generated automatically through the system. The White, Pink, and Blue copies of the Fee Payment Authorization is forwarded to the Accounting Office with the date of the refund check annotated on the ``Refund Issued'' line in the lower left-hand corner.

    5. Peririon for waiver Reclassification

      Offices which have deferred all or a portion of the student's registration fees because the student has petitioned for a waiver or a change of legal residency are responsible for informing the Accounting Office of the action taken on the petition. If the petition is approved, a Fee Waiver/Special Provisions should be prepared with an appropriate explanation and forwarded to the Accounting Office. If the petition is denied, the Accounting Office must be notified in writing so it can prepare a University Invoice (GUARD) in the amount of the fees so deferred.


EXHIBIT A


EXHIBIT B


EXHIBIT C


EXHIBIT D



STUDENT FEE DEPARTMENTS


Basis of Deferment
Authorized
Issuing Office
Fees Deferred
Fee paid by agent* Accounting/Student Fincancial
Services/OGSR
Terms of Award
Fee paid by University Funds:
Graduate - Department Funds
(e.g.,training grants, deparmental
endowments)
Department** Terms of Award
Graduate - VC-GS&R Funds
Office of Graduate Studies
and Research
Terms of Award
Undergraduate
Student Financial Services Terms of Award

Foreign Student

Funds in Transit

Government to be billed

Petition for Waiver



Office issuing deferment

Office issuing deferment

Office issuing waiver



All fees assessed

All fees assessed

Fees petitioned for waiver

Graduate Student - Distinguished:
Scholarship
Office of Graduate Studies
and Research
Nonresident Tuition
Faculty Dependent Office of Graduate Studies
and Research
Nonresident Tuition
Education Abroad Program (Graduate) Office of Graduate Studies
and Research
Nonresident Tuition

*Where funds for student have been deposited with UCSD or where outside agency or business is to be billed.

e.g. Navy Postgraduate School
Navy Electronics Laboratory
California State Department of Rehabilitation

*Must be countersigned by autrhorized personnel in the Office of Graduate Studies and Research for Graduate Students (except to M.D. Candidates).




EXHIBIT E



Basis of Waiver
Authorized Issuing Office
Code Fee Waived*
REGISTRATION AND RELATED FEES
Employee-Student Staff or Academic Personnel 01 2/3 Registration
2/3Educational
Campus Activity
Education Abroad Program (Undergraduate) Registrar 02 All Fees
Exceptional High School Student-EAH Relations with Schools 03 2/3 Registration
2/3 Educational
Campus Activity
Student Center
Rec Facility Fee
Joint Docotoral Program(San Diego State University students only) Registrar 05 All Fees
Graduate Intercampus Exchange Program (only when UCSD is the host campus) Office of Graduate
Studies & Research
06 All Fees
Intercollege Exchange/Dartmouth Registrar 09 All Fees
Graduate Student authorized to study outside State throughout Quarter Office of Graduate Studies & Research 10 1/2 Registration
Nurse Practitioner Program Naval Regional Medical Center 11 All Fees less $50
Mesa Exchange Student Registrar 12 All Fees
NONRESIDENT TUITION

Residency Reclassification

Gradute Intercampus Exchange

Faculty Dependent/Los Alamos

Registrar

Registrar

Registrar

5

6

7

Nonresident

Nonresident

Nonresident

FEE EXEMPTION

Military Dependent

Veteran's Dependent

Registrar

Student Financial Services/Veteran's Affairs

02

07

Nonresident

Registration Fee

Educational Fee


EXHIBIT F



TO ACCOUNTING OFFICER:

The above form can be found in Acrobat Adobe PDF Format.

TO ACCOUNTING OFFICER: