Invoice event

The Invoice event is used to represent fees charged to the Student / Employer / JSA.

This event is designed to meet AVETMISS reporting requirements in multiple states but you are free to use it in any way you wish when those requirements do not apply.

1 Components of the Invoice event
2 AVETMISS requirements
- 2.1 Victorian funded requirements
- 2.2 WA funded requirements

Components of the Invoice event

The Invoice event is broken up into the following components:

Invoice Number
Tuition Fee
RPL Fee
Resource Fee
Modules
Additional Items

Invoice Number

The Invoice number is an optional field. You specify how you want to use this field on the Manage Policy page. The policy setting can be either:

Invoices are NOT numbered: The invoice number field is hidden
Invoices ARE numbered: The invoice number field is shown and becomes a mandatory field.

Fee components

The three fee components can be entered with five methods:

Rate per Hour: You specify the rate per hour and Icare calculates the fee per module using the hours assigned to each module.
Rate per Module: You specify the rate per module and Icare copies that rate to each module
Total per Hour: You specify the total fee and Icare divides that by the total module hours to calculate the rate per hour and the fee per module.
Total per Module: You specify the total fee and Icare divides that evenly across the modules.
Manual: You enter the fee against each module. You must enter a fee agains all modules even if the fee is zero for that module.

Modules

Each Invoice event contains the modules that have been charged a fee.

If you charge fees at different times during the course of an enrolment, you can either enter a single Invoice event describing the fee schedule for all modules or enter a separate Invoice event each time you invoice the student. In that case the Invoice event would only contain the modules being charged at that time.

Modules in the Invoice event are separated into three groups: Normal, RPL and Credit Transfer. This grouping can be detected automatically by Icare based on how the modules are assessed. It is expected that Credit Transfer modules are determined before the Invoice event is added. Simarly, RPL modules can be distinguished by being assessed as RPL Underway before the Invoice event is added. If you need to move modules between these groups then highlight the module and choose the Move To menu on the left.

Tuition Fee

A tuition fee is the component of fees charged for training and/or tuition.

A tuition fee is applied to all modules under the Normal group. If SVTS Compliance mode is turned on then the RPL fee will be the linked to the tuition fee and applied to all modules under the RPL group.

RPL Fee

An RPL fee is the component of fees charged for the RPL process.

An RPL fee is applied to all modules under the RPL group.

Resource Fee

A resource fee is the component of fees charged for resporces or materials.

A resource fee is applied to all modules under the combined Normal and RPL groups.

Additional Items

Fees that are not classified as tuition, resource or materials fees.

Add additional items by with the Add Additional Item menu item under the Additional Items menu box on the left.

Each Additional Item has a type and amount. You can setup the types on the Manage Invoice Additional Item Types page.

AVETMISS requirements

The Invoice event is used to meet the following AVETMISS reporting requirements:

Victorian funded enrolments
WA funded enrolments

Victorian funded requirements

The following fields are required to be reported for Victorian funded enrolments:

Tuition Fee Rate per hour for each module
Other Fees apportioned per module

To enforce some of the Victorian requirements the Invoice event has an SVTS Compliance mode that is turned on automatically for enrolments that contain a Victorian funded Funding Type.

The Victorian Tuition Fee Rate is populated directly from the Invoice event's tuition fe component. Since this must be a rate per hour an SVTS Compliance mode restricts you to only two of the fee entry methods Rate per Hour and Total per Hour.

Since fees should not be charged for Credit Transfer the Tuition Fee Rate is automatically reported as a blank field.

The Victorian Tuition Fee Rate does not distinguish between modules being assessed through an RPL process and normal training and assessment processes. Therefore the Tuition Fee and RPL Fee components of the Invoice event are automattically linked together under an SVTS Tuition Fee component in SVTS Compliance mode.

The Vitorian Other Fees field is populated from the Resource Fee and Additional Item components of the Invoice event. The Other Fees must be apportioned per module, so the Additional Item total is spread evenly across all non-Credit Transfer modules.

If an enrolment contains multiple Invoice events then those events are summed together.

WA funded requirements

The following fields are required to be reported for WA funded enrolments submitted through the RAPT claiming system:

Course Fee per module
Resource Fee per module

The WA Course Fee is populated from the Tuition Fee and RPL Fee components of the Invoice event.

The WA Resource Fee field is populated from the Resource Fee component.

The Additional Item component of the Invoice event does not get reported in any way through the RAPT submmission process.