Budget and Resource Planning

There are currently 3 deadlines for course fees.

• Summer and Fall course fee proposals are submitted in mid-February.
• Winter course fee proposals are submitted in mid-September.
• Spring course fee proposals are submitted in mid-December.

Refer to the Finance Calendar for specific dates. 

Only authorized users otherwise known as Originators are permitted to create fee proposals for the purpose of adding or changing a fee. Any person wishing to become an Originator must take and pass an online test before an Administrator will establish their security access. 

Register for the OSU Fees Online test through Professional Development. The test is delivered through Canvas. 

1. The Originator submits a proposal for the fee in the Fee Book System.
   • After a proposal has been submitted for review it can only be approved or denied in the system by the Course Fee Administrator. If it is denied, it is not returned to the Originator to make corrections. The Originator is responsible or re-entering a new proposal with the corrections needed. Some common examples for corrections include, incorrect expense amounts, unallowable expenses or incorrect start term.  If you have any questions about a specific course fee proposal contact the Course Fee Administrator so they can review the proposal before it is submitted. The Course Fee Administrator or the Originator can add additional comments to a proposal for additional justification or clarification. This does not require a proposal be denied/re-entered.
2. The Course Fee Administrator downloads the proposals from the Fee Book System and reviews the fees prior to the deadline and checks for the following items:
   • The proper start term is used
   • Reasonableness
   • Verifies Expenses/Checks math
   • Detail Code – Matches index/account code/activity/refundable or nonrefundable status
   • Allowable Expenses
3. The Course Fee Administrator may reach out to the Originator for follow-up questions.
4. The Course Fee Administrator will send all the proposals via DocuSign to the Deans or delegates for approval. 
5. Once all the proposals have been signed in DocuSign, the Course Fee Administrator will send all of the proposals to Course Fee Committee.
6. At this time, the Committee may request additional information at which time the Course Fee Administrator will reach out to the Originator. 
7. The Committee discusses the proposals and each member individually votes on whether to approve or deny the proposals.
8. When all of the proposals have been voted on, the Course Fee Administrator will provide an overview to the AVP of Budget and Resource Planning with the Course Fee Committees recommendations. 
9. When the AVP of Budget & Resource Planning has approved the fees, the Course Fee Administrator will approve the proposals in the Fee Book System and send the Originator an email of approval. In the event that a proposal has not been approved, the Administrator will deny the proposal and email the Originator. 
10. Once a proposal has been approved it is up to the Originator to notify the department's scheduling contact that there is a new course fee. 

     

• Originator: authorized users that are permitted to create fee proposals for the purpose of adding or changing fees.
• Course Fee Administrator: the administrator that is the go-to for questions related to course fees in the Fee Book System. The administrator reviews fees and approves/denies proposals based on the Course Fee Committee and AVP of Budget & Resource Planning’s feedback. 
• Dean or delegate: review pending course fee proposals for approval. 
• Course Fee Committee: discuss and vote on proposed course fee proposals. The Course Fee Committee recommends proposals for approval to the AVP of Budget & Resource Planning.
• AVP of Budget & Resource Planning: reviews the proposals and comments from the Course Fee Committee and Course Fee Administrator before they are officially approved in the Fee Book System.

To terminate a fee in the Fee Book, send an email to the Course Fee Administrator with the following information:

• Subject & Course Number
• Amount
• Detail Code
• The term the fee should be terminated.

The Course Fee Administrator will terminate the fee effective the term you request. 

Please be sure to coordinate with the Schedule Desk to remove any fees from the course catalog.

Sometimes you may not be able to see a course in the Fee Book if it is new or has been recently reestablished. If you do not see the course (subject & number) contact the Course Fee Administrator. The Course Fee Administrator may be able to re-enable a specific course or add the course manually.

Sometimes Originators are unable to edit a proposal or create a new fee for a particular subject. Please contact the Course Fee Administrator to troubleshoot. 

Was a request sent to the department's scheduling contact? Once a fee has been approved in the Fee Book, it does not automatically add the fee to the course section.

Course fee requests now funnel through the Registrar's section scheduling software (CLSS). Please work with your scheduling contact to add the fees. A department's scheduling contact can be found on the Office of the Registrar's Scheduling Contacts page.

If the accounting information for a fee needs to be updated in the Fee Book, email the Course Fee Administrator. The Course Fee Administrator will update the detail, index, or activity code for a course fee.

The detail code drives where the resources post (index, account, activity) and if the fee is refundable or not. It does not matter if a different index is entered on the proposal, the resources will go where the detail code directs it. If the accounting for the detail code needs to be updated, Student Accounts will need to be contacted. Updating the detail code would affect all the courses using that detail code.

The Schedule Desk will need to be notified if a course changed its detail code. Otherwise Banner will continue to use the old detail code.