The Education Services for Overseas Students (ESOS) Regulations change frequently. With eBECAS, colleges can be sure that all of their payment schedules will conform to the latest regulations. The most recent interpretation of the regulations requires Colleges to operate a Tuition Protection Service (TPS) ESOS account. Stduent can request payments be broken down into a payment schedule if the course is greater than 24 weeks. Invoices can be sent to the student for the first “term” fees, which can be less than 50% of the total course fees (including material fees).

Colleges need to place course and material fees that are prepaid by students or agents in the TPS / ESOS account. Colleges can then draw down from this separate account for the first period of enrollment on the start date of the term. Colleges can repeat this process on the start date of all subsequent terms.

All deposits of course fees must be made into the TPS / ESOS Account and can be bulk loaded via Prisms. eBECAS provides a tool to generate a spreadsheet fof course fees. Please refer to the section on this to ensure that the correct details are provided to enable the correct data to be generated.

eBECAS also provides a tool to display the balance that should be in the TPS / ESOS Account.

Scheduling installments for courses

In the initial offer, if a student requests and is studying a course greater than 24 weeks, multiple invoices will need to be generated at the offer stage in eBECAS. The number of weeks and period for each payment will also have to be specified. eBECAS can help you do this.

First, an offer is entered, including details of the student and agent.


All offer items will be displayed in the items tab.


Unless the fee schedule has been changed, all fees will be scheduled to be due on the start date of the course (provided the course is entered first). To view the fee installments and due dates for these installments, click on the installments tab.


By scheduling different due dates and different payment amounts for different payment periods, you can ensure that all of your line items conform with the latest ESOS legislation.

The due date of the fee and the amount can be changed by highlighting the fee and pressing modify.

To generate a new invoice schedule, press the Modify button under the Installments Option. The Offer Installment Listing screen is displayed.


By default, the course fees are scheduled to be due in full on the course start date. To generate a new payment schedule for different periods, press Generate.


The first option can be used to create 2 or more periods of equal duration (50%). The first instalment date is filed in with the start date of the course. You can specify subsequent instalments by number of weeks prior to this start date. To conform with the ESOS regulations, subsequent weeks should be specified as 2 weeks prior to the start date.

As an example, a 40-week course starting on the 6th of June 2012, divided into 2 payment periods (instalments) with the subsequent periods due 2 weeks prior, would look like this. Notice that the periods for the course fees are displayed.


Notice that the agent commission is equally portioned and the periods for the course fees are displayed.

Press OK to return to the Offer screen, which should now look like this:


As well as the standard offer bookmarks, there are now new bookmarks to show the installments and installment periods. The bookmark OFFER_INSTALL_11 includes the columns due date, description, relevant course period and amount. OFFER_INSTALL_12 includes the columns due date, description, relevant course period, amount, commission amount and nett_amount. Finally, OFFER_INSTALL_13 includes the columns due date, description with the relevant course period and nett_amount.

When the offer is accepted and an Enrollment is created, you can see the Fee Details with the period of the course that each payment relates to.


The table bookmarks for the enrolment include the course period and weeks.

Setup for TPS / ESOS Account Balance Calculations

The ESOS Account calculates what course and material fees need to be held in the account for students on student visas. It must be identified what students are on student visas and what material/consumable fees need to be included.

Specification of Visa Types as Student Visa

To specify a visa type as a student visa, go to eBECAS – Main – Utilities – Setup Configuration – Student – Visa Types. Make sure that each visa is correctly identified by visa category and that all student visas have the visa type Student selected.


Specification of Fees as Material / Course Consumables

To specify material/consumable course fees, go to eBECAS – Main – Utilities – Fees. Usually Material Fees are located under the fee type Other. Enter in the details about the relevant Course Material Fees and select the Category option, Material Fee.


ESOS Account Calculation

Once offers have been scheduled and accepted, enrolment fees have been receipted, student visas have been defined and the course materials/consumables identified, you will be able to calculate the ESOS Account balance as of a date.

Go to eBECAS – Main – Finance – ESOS Account. If there are any previous calculations on the screen, you can display the balance by pressing Search.


To run a new ESOS Account calculation, press New. A display will show you the progress of the calculation.

When the calculation is complete, press Search and the totals will be displayed by date and faculty. You will be able to see the totals for tuition, agent and material fees.


You can view the student balances by double clicking on the faculty line:


You can also display the individual student enrolment fees for a student by highlighting them and clicking on Enrolment from the left hand View panel. This will take you to the fees tab of the Enrolment details, from here you will have to select the ESOS Account option from the View drop down menu.


Setup for TPS / ESOS Account Deposits

To set up TPS/ESOS Account deposit, the prerequisite steps are:

  • Open the new offer instalment generator in version
  • Specify Visas for every enrolment
  • Specify eCoE for all enrolments with student visas

Specification of enrollment eCoE and Visa for every enrollment

Every enrolment needs to have the relevant eCoE and Visa specified. To do this, please use the enrolment search and display the eCoE and Visa columns on the search grid. Please also select Current from a particular date (1st of July 2012 used in below example) as the date option.


From here you will be able to identify which students do have their eCoE and Visa details specified. For each enrolment that does not have these both specified, please navigate to the enrolment details and enter the eCoE and Visa details. If the Visa is not specified, navigate to the student account and specify the visa type. If the visa type is listed as student and no eCoE details are listed, please go to the student’s details and enter the eCoE details (below).


Please now display all starters in the period from July 1, 2012 to Dec 31, 2015 and again go into the enrollment and update the visa and eCoE details for the enrollments.

Once all enrollments have been updated, you can go to eBECAS – main – Finance – ESOS Deposits, specify the period and generate a list. You can then generate a spreadsheet with the Prisms required data.