Student Fee Administration
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Policy No: 6091
Effective Date: draft
Revised Date:
Reviewed Date:
Student Fee Administration Policy
Basis for Policy
All student fees must be initiated and administered in accordance with Board of Regents Policy 5.9, Student Fees, and all applicable UNMC policies.
Each college or administrative unit shall maintain a copy of all documentation submitted to initiate a new fee or make a change to a fee amount and documentation describing the purpose of each student fee, in addition to the copy maintained by Academic Affairs.
Fee Establishment & Requirements
The fee approval process is established here: https://catalog.unmc.edu/general-information/student-policies-procedures/student-fee-approval-process/
A master list is maintained by Student Success and reviewed by Student Accounts prior to approval by VCAA and VCBF on an annual basis.
Fee revenues will go to a designated/established fee account which was requested, approved and expenditures will be utilized for that purpose. Fund balances/revenues will not be transferred out, but funds may be transferred in to cover deficits. Transfers of funds/revenues must have prior written approval from the Controller’s Office.
Fees that span programs and colleges may be consolidated when necessary. Fee accounts should be disaggregated only when the benefit to having a unique account for each fee exceeds the additional administrative burden, substantially increases understanding to students and there is a clear understanding of how to track expenses and benefits to the correct account. The Controller’s Office is available to assist in making the determination about the need for a unique account.
Example 1: Fees charged for Dental Instruments are the same regardless of cohort year.
Example 2: The Gross Anatomy Fees cross multiple departments and colleges for similar services.
Monitoring Requirements
An independent, periodic review of student fee accounts is required.
Expenditures
The UNMC Budget Office is responsible for performing an annual review of the University Program and Facilities Fees (UPFF) Fund B Student Health fee and the Academic Affairs Finance Office is responsible for performing an annual review of the UPFF Fund B Center for Healthy Living fee. These reviews will be conducted to ensure expenditure activity is related solely to the student fee purpose of the cost center. An annual report will be provided for each review to Academic Affairs and Business & Finance to support the Board of Regents agenda item on UPFF Fund B rates.
The Academic Affairs Finance Office will perform an annual review of all other student fees, including UPFF Fund A, to ensure expenditure activity is related solely to the student fee purpose of the cost center. If salary and benefit costs are identified as being funded from the fee, the college or administrative unit will be required to identify the service being provided to ensure compliance with this policy. This annual review will involve a sampling of student fee cost centers associated with each of the colleges and other central administrative units. Upon completion, a report will be provided in writing to Academic Affairs, Business & Finance, and Student Success leadership annually.
Fund Balances
The Academic Affairs Finance Office will annually monitor fund balances in student fee cost centers to ensure fee amounts being charged to students are at an appropriate level, that fund balances on hand are not excessive due to surpluses built over time, and to confirm evidence of a detailed plan for the use of large fund balances is in place. Fund balances for student fee cost centers are expected to carry forward a balance no greater than 50% of the anticipated annual revenue for the associated fee(s). If the carry forward balance exceeds this threshold, the fund owner is required to submit a request to Academic Affairs, Business & Finance and Student Success leadership explaining the balance and plan to reduce it. An annual report of this review will be provided in writing to Academic Affairs, Business & Finance, and Student Success leadership.
Additional Information
- Contact Student Success Administration at 402-559-4199,
- Contact Academic Affairs Finance Office at 402-559-5131,
- Contact Budget Office at 402-559-4220
- Board of Regents Policy 5.9, Student Fees
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