Billing process for education and administrative support fee from RMIT to RMIT Vietnam for Higher Education courses procedure

Intent

Process to raise invoice on RMIT Vietnam based on the terms and conditions set out under the Education and Administrative Services Agreement dated 22 December 2011.

Distribution of revenue resulting from administrative fee for student enrolments in Vietnam to teaching schools in RMIT Melbourne.

Scope

University wide.

Scope of this procedure is limited to the education and administrative support fee specified in the Educational and Administrative Services Agreement between RMIT University and RMIT Vietnam. This procedure excludes English courses offered in Vietnam by RMIT Training.

Exclusions

Exception to this process must be authorised by Executive Director, Financial Services, RMIT University, and President of RMIT International University Vietnam.Exceptions

Procedure steps and actions

Procedure

Responsibility

Timeline

RMIT Vietnam to provide Business Advisory with the student enrolment data for the current semester; this data details the number of students enrolled in each course offered by RMIT Vietnam that semester.

RMIT Vietnam to include with the student enrolment data a written remittance notice that summarises the enrolment total for each school.

Academic Registrar, RMIT Vietnam/Deputy Director, Business Advisory

Student data within 3 days of semester census date. (Census Date is 4 weeks after the semester start date)

Business Advisory to check the Acad Org (school code) assigned to each course in the enrolment data against the course Acad Org owner in Student Administration Management System (SAMS). Any course owner differences will be updated in the enrolment data to match what is configured in SAMS and the remittance notice will be adjusted accordingly.

RMIT Vietnam to update Acad Org owner against any courses if required, as per advice from Business Advisory.

Academic Registrar RMIT Vietnam/Business Advisory

Confirmation within 3 days of receipt from RMIT VN

Business Advisory to submit a request to Accounts Receivable to raise an invoice based on the confirmed enrolments and to allocate the resultant revenue to each school IO.

Invoice will be accompanied with the original enrolment figures from RMIT Vietnam (subject to any course Acad Org owner updates made by Business Advisory). Refer to example of Support Documentation

Business Advisory/Accounts Receivable

Invoice produced immediately once Business Advisory has made any required course owner adjustments to the remittance notice.

Payment within 5 days of issue of invoice.

Business Advisory to inform each school finance manager of the amount billed/allocated to their internal order and to provide corresponding student enrolment data.

Business Advisory

On day of invoice.

RMIT Vietnam to remit funds based upon the invoice.

RMIT Vietnam finance staff

Payment within 5 days of issue of invoice.

Example of Support Documentation

Item 1 – List of course and student per course from RMIT Vietnam

RMIT code

Description

Course A

15 students (with each student ID, student name and their program of study)

Course B

20 students (with each student ID, student name and their program of study)

Course C

18 students (with each student ID, student name and their program of study)

Course X

10 students (with each student ID, student name and their program of study)

Course Y

15 students (with each student ID, student name and their program of study)

Course Z

22 students (with each student ID, student name and their program of study)

Item 2 – Confirmation of student number and course from Faculties at RMIT University

Acad Org 1

Course A

15 students

Acad Org 2

Course B

20 students

Course C

18 students

Acad Org 3

Course X

10 students

Course Y

15 students

Course Z

22 students

Example of SLA distribution

Fee per student per course

$

Schools

$USDX

Central

$USDY

Total

$USDZ

The SLA fee per course will increase by the Consumer Price Index (Melbourne All Groups) each year; this amount will be confirmed by the Executive Director, Financial Services, RMIT University

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