SOP FOR EXCESS FEE ADJUSTMENTS

A Standard Operating Procedure (SOP) is a document which describes the regularly

recurring operations to ensure that the operations are carried out correctly (quality)
and always in the same manner (consistency).

Objective: To elaborate the procedure of Excess fee Adjustments

RESPONSIBILITIES: -

 Chief accountant
 Academic manager



SL.N ACTIVITIES RESPONCIBILITY

O
1 Identify students who paid Excess fee Chief Accountant
2 Communicate with parents to discuss about Academic manager
Excess fee treatment
3 Case 1: If Excess fee Adjusted to next Academic
year
 Request letter from Parents is compulsory 1. Academic Head
 Check whether all dues are paid for 2. Academic Head
siblings also.
 Approval Letter from Managing Trustee
 Email Communication
 Transfer student from current Academic
year to next academic year.
1. Cancellation approval from principal 3. Principal
2. Academic manager should update 4. Academic Head
academic register and inform
respective teachers
3. Chief Accountant update student info 5. Chief Accountant
and keep separate group for excess
fee collected students.
4. Reverse due entry after passing
journal voucher. Update fee due list
accordingly.
4 Case 2: If Excess fee Adjusted to
siblings/Relatives
 Request letter from parents is compulsory 1. Academic Head
 Approval Letter from Managing Trustee 2. Academic Head
 Prepare Journal Voucher and adjust fee 3. Chief Accountant
 Update Due list accordingly
 Email Communication
 If student not continue.
1. Cancellation approval from principal
 2. Academic manager should update
academic register and inform
respective teachers
3. Chief Accountant update student from
current students list to alumni
students list.
4. Reverse due entry after passing
journal voucher. Update fee due list
accordingly.

5 Case 3: In case of refund Academic Manager

 Refund request letter from parent Chief Accountant
 Check whether all dues are paid for
siblings also.
 Approval Letter from Managing Trustee
 Prepare Payment voucher
 Mail Communication.
 If Student not Continue
1. Cancellation approval from principal
2. Academic manager should update
academic register and inform
respective teachers
3. Chief Accountant update student from
current students list to alumni
students list.
4. Reverse due entry after passing
journal voucher. Update fee due list
accordingly.