Advanced fee disbursements refer to the process of dividing registration fees into multiple budget groups within the MyRec.com system. This is a setting that must be enabled by MyRec.com staff. Enabling this setting will allow for the department to assign multiple budget groups to a single activity, facility, etc… and designate an amount of the transaction that should be disbursed to each.
Additional related settings are Equalize Disbursements and Edit Advanced Disbursements on Checkout, which also must be enabled by contact MyRec.com staff. Disbursements are especially specific to your department's financial setup, so most questions will need to be directed to the Client Success Support team for accuracy.
Using the Advanced Fee Disbursement setting can affect financial reporting, and it is not recommended to switch back and forth between regular and advanced fee disbursements.
When this setting is enabled, you will need to be certain the percentage allocations within the setup add to 100 for each column (not row). For example, in this standard activity, the finance tab shows multiple budget group fields that can be activated. Column 1 should add to 100, and Column 2 should also add to 100.
In this image, there are two budget groups assigned to the activity, and from a combination of 85% and 15%, a full 100% of the fee is disbursed. The resident column does not have to match the non-resident column, but they do have to total 100%.
You will get error messages if your totals don't add to 100%, if they exceed 100%, or if you have budget groups without entries.
Equalize Disbursements
Equalize Disbursements will disburse deposits, payments, refunds, etc… across the assigned budget groups equal to the portion assigned in the Fixed Dollar Amount instead of disbursing to the first priority budget group until fulfilled, then to remaining budget groups by priority.
- This feature is only compatible with dollar-based disbursements
- Percentage-based disbursements will continue to follow the percentage allocations
- If you are using advanced fee disbursements on an activity and add a fee adjustment (discounts or fees) to it, you will need to manually edit the disbursement if you want the adjustment taken out of/added to just one of the budget groups and not spread across all of them
Setting Up the Feature
To enable Equalize Disbursements, the Use Advanced Fee Disbursements setting must first be enabled in your Financial Options by MyRec.com staff. Please reach out to the Support team for assistance.
For instance, if a department uses Advanced Fee Disbursements and Equalize Disbursements for an activity with two Fixed Dollar Amount budget groups, this is how the setting will function:
- The activity fee is $200
- $180 is the Fixed Dollar Amount to be disbursed to Recreation budget group (BG1)
- This is 90% of the overall fee to be collected
- $20 is the Fixed Dollar Amount to be disbursed to General Fund budget group (BG2) with any overflow going to the Recreation budget group
- This is 10% of the overall fee to be collected
- I made a $50 payment, so that payment must be disburse equally based on the fixed dollar amount assigned to each budget group
- 90% of $50 is $45, so $45 is disbursed to BG1
- 10% of $50 is $5, so $5 is disbursed to BG2
Without the setting enabled for Equalize Disbursements, this is what the same transaction would look like for the budget group disbursements.
- I made the $50 payment
- All $50 goes to the budget group that is assigned as priority 1, in this case Recreation (BG1)
- Nothing goes to BG2 because I have not yet satisfied the total $180 that must be disbursed to BG1
- Staff can Edit Fee Disbursements on this screen to manually make changes to these disbursement allocations
Advanced Example with a Fee Adjustment Discount
Scenario 1 - the follow elements are in use
-
Advanced Fee Disbursements
- Budget Group A (BG1)
- Budget Group B (BG2)
- Fixed Dollar Amounts
- Equalized Disbursements is turned ON
The Activity Fee is $70
-
Budget Group A is set for the fixed amount of $60 and is Priority 1
- $60 of $70 works out to 85.71% of fee (this percentage calculation happens behind the scenes and doesn't require staff to figure this out)
-
Budget Group B is set for the fixed amount of $10 and is Priority 2
- $10 of $70 works out to 14.29% of fee
There is a Fee Adjustment for a $30 Discount, and it will be applied based on the allocations above
-
85.71% (BG1) of $30 = $25.71
- So, $60 - $25.71 = $34.29 disbursed to BG1
-
14.29% (BG2) of $30 = $4.29
- So $10 - $4.29 = $5.71 disbursed to BG2
-
Advanced Disbursements
- Budget Group 1 (BG1)
- Budget Group 2 (BG2)
- Fixed Dollar Amounts
- Equalized Disbursements is turned OFF
The Activity Fee is $70
-
Budget Group A is set for the fixed amount of $60 and is Priority 1
- There is no need to equalize the amount of fee and discount disbursed to each BG, so we don't need to calculate the percentage for this example
- Budget Group B is set for the fixed amount of $10 and is Priority 2
The collected fee will be applied to Budget Group A because it is the priority 1 budget group, until the fixed rate amount is satisfied. Only then will any amount be applied to the priority 2 budget group, which is Budget Group B. Since BG1 required $60 and only $40 was collected, all of the payment is allocated to that budget group. Nothing gets allocated to BG2 at this time.
If the discount left a fee greater than $60, any amount over $60 would be applied to BG2. With equalized disbursements turned off, the priority of the budget group will be respected.
If the department always wants BG2 to be disbursed first, it should be set as Priority 1. This would be the case if BG1 was Recreation Fees and BG2 was Deposit, for instance. The priority rating can be assigned in the Finance tab of the activity. Setting the Deposit as priority 1 will ensure it always get its portion first.
Edit Advanced Disbursements on Checkout
Setting Up the Feature
To enable Edit Advanced Disbursements on Checkout, the Use Advanced Fee Disbursements setting must first be enabled in your Financial Options by MyRec.com staff. Please reach out to the Support team for assistance.
For more information on how Advanced Fee Disbursements will affect your specific department, please reach out to the Client Success Support team at support@myrec.com