Student Billing Considerations

SRS does not include a facility for billing students. At the University of Pennsylvania, student bills are calculated through programs that read SRS files. Student bills are generated and maintained through the Billing and Receivables System (BRS), which obtains some of its information from files in SRS. It is essential to keep both student and course records up to date on a term-to-term basis, so that the correct bills are generated.

The Billing and Receivables System (BRS) produces two types of bills:

- term bills

- drop/request or monthly bills

Term bills are the first bills students receive for a given term. Each student receives only one term bill each term, but term bills may be produced by BRS more than once, in order to try to send a term bill to every student.

Term bills are normally sent to students a number of weeks before the beginning of the term.

Drop/request monthly bills are adjustment bills. Students who have some change in billing charges from the time that term bills were issued receive a drop/request or monthly bills reflecting changes. Students may receive more than one drop/request or monthly bill if they have multiple changes.

Drop/request bills are produced by BRS on a regular basis from the beginning of the term through the end of the "drop" period.

Term bills and drop/request bills are not produced by BRS simultaneously. That is, BRS first produces term bills, then produces drop/request bills.

The PENN TUIT CALC (Penn Tuition Calc) field on Screen 111, Student Academic Term Detail, shows which type of bill students last received. When BRS sends a student a term bill, this field is set to R, for regular and remains R until BRS sends the student a drop/request bill. When BRS sends a student a drop/request bill, this field is set to A (adjustment).

If a student has no adjustments to his or her bill, the PENN TUIT CALC field will remain R for the duration of the term.

The billing process through SRS:

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Before beginning of the term, BRS reads student records in SRS and mails term bills to students who are active in the given term. The PENN TUIT CALC field for these students is set to R.

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The previous step may be repeated, ignoring students who have already been calculated, until all active students have been sent bills.

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After the beginning of the term, BRS reads student records in SRS and sends drop/request bills to students who have had changes in their registrations. The PENN TUIT CALC field for these students is set to A.

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The previous step is repeated until after the last date to drop. Some students may receive more than one drop/request bill. Students who register late may receive only drop/request bills.

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After the last date to drop courses, adjustments to student bills must be made through BRS Manual Adjustment Forms, not through SRS.

Return to Registration Drop/Request