TFMS Basics

Home Page

From any screen, click the Home link in the upper-left corner of the page to return to the home page. From this page, you can add a new fee, open an existing fee, or search for a fee. All fees matching the default search criteria display when you open the page. Add or remove search criteria and click the Search button to find a specific fee. Click on a fee’s name to open the fee or click the "Add a fee" button to create a new fee.

Use the Search Fields

To find a specific fee, enter one or more filter criteria to search and filter the fee list.

• To search for a fee by name, enter the name or a partial word (such as ‘hort’) in the Search box. 

• There are filters for RRC, Status, Term, Campus, Category, and Fee Type. Each one displays a dropdown list of choices. You can select one more more items to include. To remove an item from any of the fields, click the X icon in front of the item to remove it.

• There are four "Include checkboxes" options. They limit the fee list for special characteristics:

  • Fees changes since roll over - This will limit the fee list to only fees that have had a change since the past fiscal year. This is helpful for the approval process to identify fees that may need more attention.

  • Fees not changed since roll over - This will limit the fee list to only fees that are the same as last year. This is helpful for the approval process.

  • Archived fees – By default, the fee list does not include archived fees. If you need to find an archived fee, check this box to include them in the search results.

  • Replaced fees - By default, the fee list does not include replaced fees. If you need to find a replaced fee, check this box to include them in the search results.

Click the Clear button to remove all search criteria. This will return all fees for the fiscal year. 

Navigate the List

If your search finds more than 30 fees, the results will appear across multiple pages. Use the navigation buttons—Previous, Next, First, and Last—to move through the list or jump to a specific page.

Sort Fees

The list is sorted by Fee Name by default. To sort by a different column, click its name. Click the same column again to switch between ascending and descending order. You can only sort one column at a time.

Change the Fiscal Year

TFMS defaults to the most recent fiscal year (FY) in the system, which is typically the highest year value. This may differ from the current fiscal year. For example, in March 2025, the system defaults to FY 2026 (the upcoming year), even though it's still FY 2025.

Click the fiscal year listed in the upper-right corner of the page to see a list of available fiscal years. Select the fiscal year you want to view. Clicking the Home link will revert back to the default (most recent) fiscal year. Use caution when working with other fiscal years to ensure you are viewing the correct one.

Update Status in Bulk

You can use the Select All Fees checkbox and the Move to button to update the status on multiple fees at once. Refer to the Bulk Routing page for instructions.

Export Fee Data

You can use the Export all to CSV button to export fee data to analysis tools such as Microsoft Excel. Refer to the Reporting & Exporting page for instructions.

Fees are divided into three major categories: Course and Class Fees, Term Fees, and Tuition.

📚 Course/Class Fees

Course/Class fees are charged based on a student's enrollment in a course or section. They are based on the cost of providing materials or services for a particular course or section. Select the appropriate category to identify the purpose when creating a new fee.

• Course fees are applied to every student enrolled in a specific course, no matter which section they’re in. For example, a materials fee is charged to every student in the biology lab, regardless of section.

• Class fees are charged to a specific section. For example, a field trip fee may only be charged to those students that enroll in section 001. 

💻 Digital Materials

There are two varieties of Digital Materials fees: Opt-Out and Required. These fee types were retired in fiscal year 2025. The Course Works program replaced them.

📇 Term Fees

Term fees are based on a student’s academic profile—not on the courses they take. For example, fees can be tied to a student’s college (like CLA) or their major (such as Endodontics). Some fees are also based on student actions, like applying for a program or renting a locker. These fees apply broadly, not to specific classes. When you create a term fee, choose the correct category to show what the fee is for.

🎓 Tuition

Tuition rates are charged based on a student's academic profile. They look similar to term fees in TFMS. But, they have a very distinct business process for setting and approving the rates. Access to tuition rates is more limited than the other fee types. As such, you may not see the tuition fee types. 

A fee dimension further defines how and why a fee is to be charged. 

📚 Fee Dimensions on Course/Class Fees

For course and class fees, each dimension represents a different cost. For example, a course might have one fee with a transportation cost and another for materials. These are listed together in TFMS but are shown separately on the student’s account.

Using dimensions doesn’t always make sense. If several classes use the same Microscope Fee, it may be easier to group them under one fee. A second fee can be added if another cost—like consumable materials—is needed. Also, small charges (like a $2 usage fee) are often better combined with larger ones for simplicity. 

You may need to use separate dimensions if the costs fall into different tax categories. For example, transportation costs and educational costs are reported differently on the 1098-T. 

📇 Fee Dimensions on Term Fees

Dimensions on term fees provide a way to subdivide the fee to allow for differing rates. For example, a collegiate fee may charge a lower rate for the summer. The fee in TFMS has two dimensions—one for fall and spring and one for summer.

🎓 Fee Dimensions on Tuition Rates

Tuition rates use a very similar logic as term fees. A separate tuition rate for summer is one example where you may see multiple dimensions. The other common example for tuition rates is a resident and non-resident dimension.