Auxiliary fees are non-tuition levies and extracurricular charges (such as educational field trips, sports and athletics levies, external exam registration, uniform packs, bus transport, or practical lab fees) billed directly to student ledger accounts.
Unlike disciplinary fines, auxiliary fees represent planned school activities, services, or equipment. When charged, the fee immediately increments the student’s total billed amount, appears on student and parent Finance statements with full breakdown, and triggers in-app and push notifications. Families can settle auxiliary fees at the bursar’s desk or pay online via Paynow (EcoCash, OneMoney, Visa/Mastercard), Stripe, or PayPal.
Mode 1: Charge a single student
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Navigate to Bursary & Grants → Auxiliary fees tab (or Finance & bursary in the mobile/desktop app).
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Click Charge auxiliary fee and ensure the Single student tab is selected.
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Search for the learner by name or student ID.
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Enter fee title (e.g. “Grade 7 Nyanga Geography Excursion”), select a category (Field Trip, Sports Levy, Exam Registration, Uniform Pack, etc.), choose the recording currency, enter the amount, and optionally add notes.
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Click Charge student
the fee is recorded as Pending and added to the student’s ledger balance.
Mode 2: Charge a class or multiple learners (Batch mode)
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In the Charge auxiliary fee modal, switch to Class / Multiple.
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Filter by Level (e.g. Form 4, Grade 7) and Class group (e.g. Form 4 Sciences, Grade 7 Blue) to narrow down learners.
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Use the in-list search to locate specific students or tick “Select all in list” to include everyone in the filtered cohort.
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Enter the fee title, category, currency, and amount per child (e.g. $25 per student).
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Review the dynamic summary: the calculator displays total targeted learners multiplied by the rate and shows the total batch levy.
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Click Charge students
FundoPortal processes the batch atomically, updating all targeted student balances in one action.
Mode 3: Bulk upload from Excel or CSV
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In the Charge auxiliary fee modal, switch to Excel / CSV.
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Click Download Excel template to obtain the official FundoPortal-auxiliary-fees-template.xlsx workbook (or copy CSV template).
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Fill in rows with Student ID or Student Email, Fee Title, Category, Amount, Currency, and optional Reason.
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Upload your completed .xlsx, .xls, or .csv file.
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Inspect the live pre-flight validation table: valid rows show green checks while any rows with missing student identifiers or non-positive amounts display error badges.
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Set default fallbacks for title, category, currency, or amount to apply automatically if any spreadsheet cell was left blank.
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Click Import auxiliary fees to create charges in bulk and receive an instant completion summary.
Settlement & payments (Desk and online)
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Cash desk: In Bursary & Grants → Payments, click Receive payment, search the student, and allocate the received cash or bank transfer to the pending auxiliary fee.
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Online payment: Students or parents open their portal → Finance → Auxiliary fees (or Pay online) and click Pay fee using EcoCash, OneMoney, or card.
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When paid, the auxiliary fee status updates to Paid, links to the payment receipt reference, and can be printed or downloaded.
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Removing pending fees: If an auxiliary fee was levied by mistake or a student opted out before payment, admins can click Remove on the pending fee row to reverse the charge.
🗺️ Navigation & Workspace Hierarchy
- Bursary & Grants → Auxiliary fees
Charge single, class batch, or Excel bulk import.
- Bursary & Grants → Payments
Collect desk payment and issue official receipt.
- Tuition & Fees
See overall student arrears including auxiliary fees.
- Organization → Levels & Classes
Ensure class structure is current for batch charging.
Executive Advisory & Technical Best Practices
- Use descriptive titles (e.g. “Form 4 Nyanga Excursion 2026”) so parents immediately recognize the line item on payment receipts and WhatsApp reminders.
- Excel imports match either Student ID or student email — you don’t need both.
- Auxiliary fees can be charged across different currencies if multi-currency is configured in Bursary & Grants → Settings.
- Ask FundoAI: “How do I charge a field trip fee?” or “Show me pending auxiliary fees.”