Enrollments which are to be funded, either in whole or in part, by a University department or extramural fund must be initiated via the UCLA campus Recharge System. The balance of fees not covered by the Recharge Order Request (ROR) must have a designated payee. This article outlines the process for submitting enrollment recharges with split funding.
Student enrollment in Extension courses which are fully or partially supported using extramural funds must be transacted via the campus recharge system. Refer to UCLA Faculty, Staff & Student Enrollments via Recharge for detailed instructions for completing RORs. The information below provides guidance regarding the requirements for recharge enrollments which are to be partially funded by a student or third-party sponsor organization.
Balance Of Fees To Be Paid By A Third-Party
In the event an ROR does not cover the full balance of fees due, and the remaining fees are to be paid by a third-party sponsor organization, a purchase order or financial guarantee indicating the full amount due to be billed to the group customer is required. Refer to Purchase Orders for Enrollment for a list of detailed requirements and restrictions. If supporting documentation is missing or does not meet Extension PO requirements, the ROR will not be processed.
Balance Of Fees To Be Paid By The Student
If the student themselves is responsible for the remaining balance not covered by the ROR, no additional supporting documentation is required. Please be sure to clearly indicate that the student is responsible for the balance in the recharge Explanation field. Students with balances associated with the recharge which remain unpaid after 30 days will be dropped from the course(s) and the ROR will be reversed.
Please ensure that only one (1) ROR is submitted per student or third-party payee. For example, if the student is responsible for the remaining balance, separate RORs are required for each student. If an organization is responsible for one or more student balances, a single ROR may be submitted which includes all students for which the sponsor has agreed to pay. Separate organizations responsible for a balance or balances require separate RORs for each organization.
Recharge System Support
If you need technical assistance with the campus Recharge System, please submit a General Inquiry to campus Business & Financial Services.
See also:
- UCLA Faculty, Staff & Student Enrollments via Recharge
- General Accounting Business Systems Main Menu
- Recharge System Training
- Staff Discount Application
- Purchase Orders for Enrollment
For additional information about this topic, please contact billing@unex.ucla.edu.