Set Up Post-Billed Scholarships

A Post-Billed Scholarship is a function in Recreation Management that allows a private organization to be billed when a Recreation Management customer participates in a program. An example would be the local Optimist Club would like to cover up to $1,000 of Youth Softball registration fees for children that have a financial need. The Optimist Club would like to be billed at the end of registration, instead of giving the Recreation Department a $1,000 check to cover the registration fees. A post-billed scholarship will allow the Recreation Department to assign a scholarship amount to the softball participant. When the participant registers for the softball program, during the checkout process, the assigned amount will be discounted from the participant's registration and added to the Organization (Optimist Club) as an amount due.

Instructions

Step 1: Create a Post-Billed Scholarship

1. On the Accounts tab, Search for the Organization that you would like to assign to the Post-Billed Scholarship

   Note: If needed, click Setup New Account and create the Organization.

2. Navigate to the Configuration tab, and then select Financial Settings, and then Scholarships

3. Click Create Scholarship

4. Complete all applicable fields

   • Name (required): Add the name of the scholarship (such as Softball Scholarship)

   • Organization (required): Select the organization to be billed (such as Optimist Club)

   • Funding Type (required): Choose Post-Billed from the drop-down

   • Permissible For (required): Determines if scholarship funds are redeemable by any account member or only by the individual

   • Allow Online Redemption: Choose whether scholarship funds can be redeemed online at public checkout

5. Click Save New Scholarship

6. New tabs will appear; navigate to the Fund tab

7. Select Add Funds

8. Enter the Funding Source and Amount

9. Click Save New Fund

10. Navigate to the Allocation tab

11. Click Allocate to assign future participants to the scholarship and determine the financial amount the participant is eligible for

12. Complete the applicable fields

    • Recipient: Choose the account that will receive the Scholarship (if the person is not found, you will need to create the Account in the Accounts module)

    • Amount: Enter the amount of the Scholarship Funds for the participant

      Note:

      Add a note that will display on the account

    • Expiration Date: Enter an expiration date for the scholarship

      Note:

      If you do not set an expiration date in the future or leave this field blank, the allocation will immediately expire.

13. Select Save New Allocation

14. Once saved, a list will appear for Current scholarships, when the Expiration Date passes, the Allocation will appear in an Expired list

15. Navigate to the Class/Session Restrictions tab

16. Click Add/Update Restrictions

    Note:

    Selecting classes/sessions will restrict the scholarship to those activities only. If no restrictions are selected, the scholarship can be used with any activity.

17. Configure restrictions

    • Max Percentage: Enter the maximum percentage of the program fee that will be used towards the scholarship

    • Sessions: Choose the sessions that are applicable for this scholarship (i.e. Youth Softball

      Note:

      New eligible sessions will need to be added to the restriction list, they will not automatically be added when created.

18. Click Add Selected Sessions

19. Selected Sessions will display

20. Click Save Scholarship

Step 2: Apply the Scholarship at Checkout

1. Navigate to the Catalog tab

2. Select the participant's Account

3. Find the program and select Add to Cart

4. Click Checkout

5. The applicable Scholarship will appear under the Total Charges; Pay Later will also appear, duplicating the scholarship amount (this is the amount that will be billed to the Organization)

   Note:

   The scholarship applies to addons/discounts but not taxes.

6. Collect any remaining applicable fees and select Complete Transaction

Step 3: View and Pay Scholarship Balance

1. Navigate to the Accounts tab and search for and select the Organization

2. A Past Due amount will be listed on the account, select to open

3. View the details of the balance and if desired, pay the balance

Troubleshooting

Below are common issues with post-billed scholarships and possible solutions:

• Participants can’t use a scholarship:

  • The scholarship may have expired

  • The class/session may not be allocated

  • Users cannot check out for more than 1 post-billed scholarship funded by more than one organization

• Organization accounts cannot log in to the public view, they must be set up as an individual account

• Need to refund the scholarship

  Note: You can select Prorate to submit a partial refund, the system will determine the percentage refunded