Material Fee Process

Projecting and reviewing each material fee will ensure the agency accounts are not in deficit and ensure agency accounts do not become in excess per ISU policy 7.6.1.

The material fees charged are deposited into a material fee agency account for each individual corresponding material fee.

Projecting

1. Per the material fee Guidelines: About the 5th or 6th week of the session, the University Registrar will send a complete report for each course to all departments, listing fee, students enrolled, and material charge amount.
   1. Review the information submitted for accuracy.
   2. Validating active material fees for the semester and confirm the material fee charge amount.
   3. Use this report as a projection tool for the amount that is estimated to be deposited for the current semester classes.
2. Review previous semester reports to project for the upcoming fiscal year. Reconciling

Reconciling

Cognos Reports Agency Report and Agency All Detail Report

1. Units should be reconciling their material fee agency accounts on a monthly basis to the Agency reports.
2. Units should be reviewing all elements of the reports specifically looking at the previous year’srollover of Cash Value, Current Cash Value, expenditures and revenue.
3. Units should be ensuring the accounts are not in excess nor in deficit.
4. Units should use the registrar report sent the 5th or 6th week of session as a projection tool for the anticipated funding for the current semester.

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It is important to continually evaluate the material fees being charged to the students. Units should review the material required for the class, looking for efficiencies that are a cost benefit for the student.

1. The cost per student is a calculation of the supplies divided by the projected enrollment.
2. Calculation Sample: Cost of Supplies $600 for Fall. The total enrollment for Fall is 100 students. The Cost per student is $6.00.

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Per the material fee Guidelines: About the 5th or 6th week of the session, the University Registrar will send a complete report for each course to all departments, listing fee, students enrolled, and material charge amount.

1. See the Projecting/Reconciling Section.

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In June/July of each calendar year, the Provost Office will send a summary list of all active course material fees and fee amount charged to each Unit for annual review.

1. The Unit will need to review the current fees being charged sending confirmation that these fees have been reviewed and are accurate.
2. The Unit will need to review the current rationale and object codes
3. Go to review the Evaluating the Current Fee Section for additional information.

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When fees are collected, they are deposited into a Master Material Fee account for each Unit. Each semester the Provost Office will initiate a transfer from the Master Material Fee account to the Individual Course Material Fee account.

1. Master Material Fee account is a depository account
2. Individual Material Fee account is the expense account

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1. All material fee vouchers must be submitted on the material fee form.
2. Do not expense out of the master account.
   1. All fees are deposited into one master account for each Unit.
   2. The Provost Office will initiate a transfer with the Comptroller’s Office to request the funds are transferred from the Master to the Course Material Fee Account.
   3. Units can expense from the Course Material Fee account, prior to the cash transfer, Units must ensure they have projected anticipated revenue to cover the expenses.
3. All expenses must occur out of the Course Material Fee Account #.
   1. The Course Material Fee account can be found in the material fees dashboard.
   2. The Course Material Fee account can be found in the Annual Review Report
   3. Please contact the Provost Office if you need assistance with the appropriate account number.
4. Only the object codes pre-approved can be used on a voucher.
   1. If you need additional object codes approved, you must submit a “Change” request.
   2. Object codes are effective the Semester Effective Date of the form.
5. Vouchers can be split vouchered with multiple course material fees.
   1. Example: You have 3 labs that use the same chemical. So, it makes sense to bulk purchase this item, when vouchering the invoice, you can split voucher among all the Course Material Fee Accounts needed.

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1. All material fee vouchers must be submitted on the material fee form.
2. Please ensure this form is completed in its entirety prior to submitting to the Comptroller’s Office.
3. If a voucher is submitted to the Comptroller without this form or partially completed, the Comptroller’s will return to the submitter for full completion.
4. Prior to submitting the Material Fee Voucher Form, you must ensure that the expenditure reconciles to the material fee rationale. Once you have verified the rationale matches, you will want to ensure, you have the appropriate object codes in the SharePoint site form. If your rationale does not match and/or you do not have the appropriate object code, you will need to submit a material fee “change”. See the material fee processes section for those steps.
5. Processing steps of the form:
   1. Indicate Material Fees (Provide Dept/Course #) for all courses/accounts that are a part of this voucher.
   2. Indicate Acct # and include object codes you are using for this voucher.
   3. Indicate Allocation %age for each course/account
   4. Indicate Allocation %age for each amount
   5. Total Amount of Voucher is a calculated field and should match the total in Colleague.
   6. Indicate Vendor Name in Colleague.
   7. Answer the following questions below. These are dropdowns, in order to proceed each question needs to be validated and marked as “Yes”.
      1. Are the expenditure(s) in compliance with the approved material fee rationale submitted in the Material Fees SharePoint Site Dashboard
      2. Does the account have the appropriate object codes built for this expenditure?
      3. Are the itemized receipts attached?
6. Provide support documentation to clearly substantiate/document the business reason for the purchase. If this is a split-funded voucher, ensure you are providing documentation of each Course#/Account# utilized.
7. See the recruitment box on our website.

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1. Go to the Personal Dashboard
2. In the Search Box, indicate the Course and Catalog. i.e. FCS 225.
3. Select the form.
4. You will be able to view the Course Material Fee Account # from this form and the approved object codes.
5. If there are no active material fees for that course, the SharePoint site will provide the following message: There are no items to show in this view of the "Course Materials Fees" list.

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In the SharePoint form, the submitter must provide a thorough rationale on how your Unit plans to use this fee. It is important to ensure the rationale provided follows the material fee policy, guidelines and examples.

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1. Go to the Personal Dashboard
2. Go to My Request.
3. Click this link.
4. Click New Request
5. Indicate the Chair in the following format: Lastname, Firstname
6. Indicate the Department and Course #.
7. The cost per student is a calculation of the supplies divided by the projected enrollment i.e. Cost of Supplies $600 for Fall. The total enrollment for Fall 100 students. The Cost per student is $6.00. The cost per student will calculate automatically once you have entered in the supply/material costs.
8. Provide a thorough rationale for your request
9. For Supplies/Materials, you can add up to 3 lines or upload a spreadsheet.
10. The cost per student is a calculation of the supplies divided by the projected enrollment i.e. Cost of Supplies $600 for Fall. The total enrollment for Fall 100 students. The Cost per student is $6.00.
11. Each new material fee account is built with the 740000 “instructional support supplies” object code, please ensure you add additional object codes as needed in this request.
12. Provide a thorough rationale for your request.
13. Authorization: Checkmark to move forward.

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1. Go to the Personal Dashboard
2. Go to My Request.
3. Click this link.
4. Indicate the Chair in the following format: Lastname, Firstname
5. Indicate the Department and Course #.
6. Click Change Request
7. Update the appropriate fields needed for your change. I.e. enrollment, supplies, object code, rationale, etc.
8. The cost per student is a calculation of the supplies divided by the projected enrollment i.e. Cost of Supplies $600 for Fall. The total enrollment for Fall 100 students. The Cost per student is $6.00.
9. Provide a thorough rationale for your request
10. For Supplies/Materials, you can add up to 3 lines or upload a spreadsheet.
11. The cost per student is a calculation of the supplies divided by the projected enrollment i.e. Cost of Supplies $600 for Fall. The total enrollment for Fall 100 students. The Cost per student is $6.00.
12. Each new material fee account is built with the 740000 “instructional support supplies” object code, please ensure you add additional object codes as needed in this request.
13. Provide a thorough rationale for your request.
14. Authorization: Checkmark to move forward

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1. Click Delete Course Material Fee
2. Indicate the Chair in the following format: Lastname, Firstname
3. Indicate the Department and Course #.
4. Authorization: Checkmark to move forward

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1. Please note the semester effective dates for the material fees after approval.
2. New/Change: The semester effective date is the date the fees will start collecting from the student.
3. Delete: The semester effective date is the date the fee will be removed.

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