ǧÃŬAV

ǧÃŬAV Policy

The University of North Georgia follows Board of Regents (BOR) of the University System of Georgia and the , regarding course and lab fees.

Procedures for ǧÃŬAV Course Fee / Lab Fee Budget Managers:

Prior to pre-registration each semester, the department manager should run banner common report 1980 (COM1980) to verify all courses will assess (charge) correctly to the student invoice. If there are any changes needed, an email should be sent to the Registrar’s Office requesting the changes prior to pre-registration.

It is the responsibility of the budget manager to ensure all purchases funded by course fee revenues are in accordance with USG policies and procedures. (see website links above)  Periodic assessments will be conducted by the ǧÃŬAV internal auditor to ensure compliance. 

It is strongly recommended that budget managers maintain data for each course fee that is in their area of responsibility. A spreadsheet reflecting courses and current fee rates is a useful tool. In addition, historical data should be reflected on the spreadsheet for the life of the fee. The history should reflect course additions and deletions by term and any rate changes by term. This data helps validate current charges, as well as requests for future increases and/or changes, as well as future budget projections.

For ‘New course/lab fees’ or ‘Revised course/lab fee amount’ proposals, written justification should be submitted to the provost via the respective college dean. If the provost approves the new or revised course fee, this information will need to be submitted to the ǧÃŬAV Budget Office no later than the end of November for inclusion in the upcoming fiscal year’s miscellaneous fee packet to the BOR.

The information submitted to the Budget Office must include written fee justification, planned use of revenue, estimated fee payers as well as the corresponding projected revenue amount by semester.

Procedures for Registrar’s Office:

Course related fees appear on the course approval form. Once it goes through the approval process, the Registrar’s Office adds the course fee in Banner on the form, SCADETL. As new sections of courses are created each semester by the departments, the fee is automatically attached to each section of the course. This process must be completed prior to a student registering for the course section in order for the fee to appear on the student’s invoice. 

Procedures for Bursar’s Office:

Banner detail codes, with appropriate accounts, are created for approved course/lab fees. When fee assessment is processed at the time of registration, course/lab fees are assessed on student accounts for students registered for courses having course/lab fees attached to them.

Procedures for Budget Office:

Based on the college dean’s previously submitted revenue budget estimate for each course/lab fee, the Budget Office will tie the fee budget to the respective actual course/lab fee revenue received and adjust the budget accordingly.  For example: After fall semester stabilizes (after processing final student drop for non-payment, etc), the Budget Office compares the dean’s budget estimate to actuals (shown in Banner) and adjusts that portion of the budget accordingly. At the appropriate time, the same comparison and adjustment is made for all semesters. Since summer semester is split between two fiscal years, each portion is trued individually in its respective fiscal year.