Overview
In this module, you'll configure the financial aspects of your housing cycle—including automated costs that trigger based on assignments, bed type pricing overrides, and cycle-specific fees like application fees and deposits.
What you'll learn:
How to configure automated costs tied to housing assignments
How to override bed type costs within your cycle
How to create cycle-specific fees (application fees, deposits)
How fees integrate with payment processing and billing
Time: 10 minutes
Two Separate Tabs: Finance and Fees are separate tabs in cycle configuration. The Finance tab covers housing and meal plan charges that apply to assignments. The Fees tab covers one-time payments like application fees and deposits tied to specific actions.
The Finance Tab
The Finance tab organizes how housing and meal plan charges are calculated and billed within your cycle, connecting assignments to billing activity.
Navigation: In the cycle editor, click the Finance tab.
Automated Costs
Field: Automated Costs
Automated costs are charge codes that automatically apply to students based on their room assignment or meal plan selection within your cycle.
How Automated Costs Work
You create charge codes system-wide (Admin › Setup › Charge Codes)
Each charge code includes a billing amount and SIS mapping code
You assign charge codes to specific bed types (Double, Single, Suite) or meal plans
When students receive room assignments within your cycle, the appropriate charge code applies automatically
Transactions generate and sync to your SIS for billing under the term code you set in PLS-6A
Example automated cost setup:
Charge Code: "HOUSING_DOUBLE" ($3,500/semester)
Applied to: All beds with type "Double"
Result: Student assigned to a double room within this cycle automatically receives a $3,500 housing charge
Billing: Transaction syncs to SIS under the term code you configured (e.g., "202510" for Fall 2025)
Configuring Automated Costs in Your Cycle
In the Finance tab, you'll configure which charge codes automatically apply within this cycle:
Select charge codes that auto-apply based on bed type assignment
Verify codes match your SIS billing codes exactly
Ensure amounts reflect current semester pricing
Test with a sample resident to ensure charges generate correctly
SIS Integration Critical: Automated cost codes must match your SIS charge codes exactly. Mismatches cause billing failures that require manual correction and create finance reconciliation issues. Double-check with your bursar or SIS team before configuring.
Bed Type Cost Overrides
Feature: Bed Type Cost Overrides (requires OVERRIDE_BED_TYPE_COSTS feature)
This feature allows you to override the default bed pricing for specific bed types within this specific cycle, without changing system-wide pricing.
Use when:
Pricing changes for a specific semester or session
Special promotional pricing for certain room types during this cycle
Cycle-specific discounts or surcharges (e.g., summer session pricing)
Testing new pricing structures before implementing system-wide
Example:
System-wide default: Double rooms = $3,500/semester
Override for Summer 2025 cycle: Double rooms = $2,000
Result: Only students in the Summer 2025 cycle pay $2,000 for doubles; Fall and Spring cycle students pay the regular $3,500
Override vs. Global Pricing: Only use overrides for cycle-specific pricing changes (summer sessions, special programs, temporary adjustments). If pricing changes permanently across all future cycles, update the system-wide charge code instead of creating overrides for every single cycle.
How to Override Bed Type Costs
In the Finance tab, find Bed Type Cost Overrides
Click "Add Override"
Select the bed type to override (e.g., "Double")
Enter the new cost for this cycle (e.g., $2,000)
Save the override
Result: Only assignments within this cycle use the override amount. All other cycles use the standard system-wide pricing.
The Fees Tab
The Fees tab configures one-time charges specific to this cycle, such as application fees and housing deposits that trigger based on student actions.
Navigation: In the cycle editor, click the Fees tab.
Feature Gate Required: The Fees tab only appears if your institution has the CYCLE_FEES feature enabled AND a payment processor integration configured. If you don't see this tab, contact support to inquire about payment processing setup.
Creating Cycle Fees
Common Fee Types
Application Fee:
One-time charge when student submits housing application
Example amount: $50
Typically non-refundable
Helps offset administrative processing costs
Housing Deposit:
Refundable security deposit
Example amount: $200-500
Held during residence period
Refunded at end of residency if no damages or policy violations
Late Application Fee:
Surcharge for applications submitted after the standard deadline
Example amount: $25-75
Encourages timely application submission
Creating a Fee
In the Fees tab, click "Add Fee"
Configure the fee:
Fee Name: Clear name (Example: "Housing Application Fee")
Description: Explain the fee (Example: "One-time non-refundable application processing fee")
Amount: Dollar amount (Example: $50.00)
When Fee is Triggered: Select the workflow event that triggers the charge
Options: Application submitted, Application approved, Room assigned, Check-in, etc.
Example: "Application Submitted" charges fee immediately upon submission
External Item Code: SIS charge code for integration
Example: "APP_FEE_FALL25"
Must match your SIS billing item code exactly
Applicability Tags: Which students must pay this fee
Uses And/Or/Exclude logic (same as cycle applicability from PLS-6A)
Example: No tags = all students pay
Example: "First-Year" = only first-years pay this fee
Fee Triggers and Timing
Fees can trigger at different points in the housing process within your cycle:
Application Submitted: Fee charges immediately when student submits application
Application Approved: Fee charges only if admin approves the application
Room Assigned: Fee charges when student receives or selects room assignment
Check-In: Fee charges at actual move-in during the residence period
Common configuration patterns:
Application fee: Triggers on "Application Submitted" (immediate payment required)
Housing deposit: Triggers on "Application Approved" or "Room Assigned" (confirms commitment)
Damage deposit: Triggers on "Check-In" (collected at move-in)
Payment Blocking: You can configure whether students must pay fees before proceeding to next steps. If enabled, students with unpaid application fees cannot access roommate selection, room selection, or other phases. Coordinate with your bursar office on payment enforcement policy before configuring blocking.
Fee Waivers and Exemptions
Applicability tags allow you to create fee exemptions for specific student populations:
Example: Waive Application Fee for Financial Aid Recipients
Create application fee: $50
Exclusion tags: "Financial Aid Recipient"
Result: Students with the financial aid tag don't see or pay the application fee
Example: Different Deposits for International Students
Fee 1: "Domestic Deposit" ($200), Exclude: "International Student"
Fee 2: "International Deposit" ($400), Applicability (And): "International Student"
Result: Domestic students pay $200 deposit, international students pay $400 deposit
Finance and Fees Configuration Checklist
Before leaving these tabs, verify:
✓ Finance Tab:
✓ Automated costs configured with charge codes mapped to bed types
✓ Bed type cost overrides set (if using cycle-specific pricing)
✓ All charge codes match SIS billing codes exactly
✓ Tested charges with sample assignments to verify correct billing
✓ Fees Tab (if available):
✓ Application fee created (if charging application fees)
✓ Housing deposit created (if requiring deposits)
✓ Fee trigger events configured correctly (when charges apply)
✓ External item codes set for SIS integration
✓ Applicability and exclusion tags configured for fee waivers
✓ Refund policies documented and will be communicated to students
✓ Payment blocking settings align with bursar policy
Cannot Edit Fees Once Active: Once your cycle becomes active (any phase date passes), you CANNOT add, remove, or edit fees. All fee configuration locks permanently. Ensure all fees are configured correctly and tested before setting phase dates that will activate your cycle.
Finance Configuration Complete: Students will now see appropriate charges for housing, meal plans, and fees based on their assignments and selections within your cycle. All billing activity connects to the term code and residence period you defined. Next, you'll assign documents and additional forms.
Key Takeaways
Finance and Fees are two separate tabs serving different billing purposes
Automated costs apply based on bed type and meal plan assignments within the cycle
Bed type cost overrides allow cycle-specific pricing without changing global rates
Fees (application fees, deposits) trigger at specific workflow events you configure
Fee applicability tags create exemptions and waivers for specific populations
External item codes must match SIS exactly for proper billing integration
Fees lock when cycle becomes active—cannot be added, edited, or removed
Payment blocking can prevent progression until fees are paid
All billing connects to the term code you set in PLS-6A
Common Questions
Why don't I see a Fees tab?
The Fees tab requires two things: (1) CYCLE_FEES feature enabled for your institution, and (2) Payment processor integration configured. If your institution doesn't collect payments through Housing.Cloud, this tab won't appear. Contact support to inquire about payment processing setup.
Can I charge different application fees for different student populations within the same cycle?
Yes. Create multiple fees with different applicability tags. Example: Create a $50 fee for domestic students (exclude "International"), and a $75 fee for international students (applicability "International Student"). Tags ensure each population sees only their applicable fee.
What happens if a student doesn't pay required fees?
Depends on your payment blocking configuration. You can prevent students from proceeding to roommate selection, room selection, or other phases until fees are paid, or allow them to continue with unpaid balances. Coordinate enforcement policy with your bursar office.
Can I change fee amounts after students have already paid?
No. Once the cycle is active and students have been charged, fees lock completely. Changing amounts would create billing inconsistencies and refund complications. Set fee amounts carefully and verify with finance before activation.
How do automated costs differ from fees?
Automated costs are recurring charges tied to bed types (housing rent). Fees are one-time charges tied to specific actions (application submission, approval, check-in). Both sync to your SIS but serve different billing purposes within the cycle.
What's Next: PLS-6I
Now that you've configured finance and fees for your cycle, you're ready to assign documents and additional forms that students must complete.
In PLS-6I: Documents & Forms, you'll learn:
How to assign housing contracts and other documents as cycle components
How to configure e-signature workflows
How to add animal forms and additional forms to your cycle