SOP FOR FEE COLLECTION

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 for fee collection and identify outstanding fee.

Responsibility:
1. Academic Manager
2. Chief Accountant
3. Front office co-ordinator

Procedure:

SL.N ACTIVITIES RESPOSIBILITY

O
1 Check admission register and software whether all new Front office Co-
admission is created under admitted class. ordinator
2 Book due entry as per fee structure. Chief Accountant
3 Compare students list provided by Chief accountant with Academic Manager
student’s master data prepared by academic manager.
4 Check whether all concession papers are properly signed Assistant Accountant
and recorded. If any concession recorded without proper
approval, immediate reporting with managing trustee is
required.
5 Identify Student by admission no/name/class from Front office Co-
software. Find outstanding amount from software and ordinator
compare them with due list provided by accounts
department
6 Find outstanding amount from software and compare them Front office Co-
with due list provided by accounts department ordinator
7 Collection of Fee from student/parent and issue receipts Front office Cashier
and keep one copy with cashier.
8 Prepare Daily Fee Collection Report and Reconcile with Front office Cashier
Issued Receipts
9 Hand over daily collection report to Chief accountant at Front office Cashier
the time of closing.
10 Preparing Certificate for Reimbursement of fees, Income Front office Co-
tax deduction. Submit the documents to principal for ordinator
approval. (Application for Certificate is Mandatory)
11 Compute late fee according to no of days delay and account Front office cashier
the same.
List of Documents and Custodian
SL.NO DOCUMENTS PREPARED BY CUSTODIAN

1 Fee Receipt cashier Assistant Accountant

2 fee collection report Front office coordinator Assistant Accountant
3 Admission register Front office coordinator Front office coordinator
4 Application for fee Front office Coordinator Front office Coordinator
payment certificate