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Set Up Post-Billed Scholarships

  • Updated:

A Post-Billed Scholarship is a function in CivicRec that allows a private organization to be billed when a CivicRec 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
    search org
  2. Navigate to Configuration > Financial Settings > Scholarships
    configuration - financial settings - scholarships
  3. Click Create Scholarship
    create scholarship
  4. Complete all applicable fields
    scholarship fields
    • Name (required): Add the name of the scholarship (i.e. Softball Scholarship)
    • Organization (required): Select the organization to be billed (i.e. 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
    save new scholarship
  6. New tabs will appear; navigate to the Fund tab
    fund tab
  7. Select Add Funds
    add funds
  8. Enter the Funding Source and Amount
    add funds fields
  9. Click Save New Fund
    save new fund
  10. Navigate to the Allocation tab
    allocation tab
  11. Click Allocate to assign future participants to the scholarship and determine the financial amount the participant is eligible for
    allocate
  12. Complete the applicable fields
    allocate 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
    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
    current and expired
  15. Navigate to the Class/Session Restrictions tab
    class session restrictions
  16. Click Add/Update Restrictions
    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
    restrictions fields
    • 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
    add selected sessions
  19. Selected Sessions will display
    restricted sessions
  20. Click Save Scholarship
    save scholarships

 

Step 2: Apply the Scholarship at Checkout

  1. Navigate to the Catalog
    catalog
  2. Select the participant Account
    account
  3. Find the program and select Add to Cart
    add to cart
  4. Click Checkout
    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)
    scholarship and pay later
    • Note: The scholarship applies to addons/discounts but not taxes.
  6. Collect any remaining applicable fees and select Complete Transaction
    complete transaction

 

Step 3: View and Pay Scholarship Balance

  1. Navigate to Accounts and search for and select the Organization
    select org
  2. A Past Due amount will be listed on the account, select to open
    past due
  3. View the details of the balance and if desired, pay the balance
    pay balances

 

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
      prorate

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