Payments

Watch the tutorial (5 minutes)

Payment to Trajecsys Corporation is arranged by an administrator completing a "payment arrangement" for each student, or group of students, who will require payment. You can see who's already paid by clicking the hyperlink number in the paid column beside each arrangement or by going to the Payments: By Student page under the Users menu. The process is begun by clicking "Add New" from the Payment: Arrangements page.

Adding a Payment Arrangement
Payment Method - Select how the student group should pay. Multiple payment arrangements may be generated for the same student group or class; for example, if some students wish to pay through the bookstore and others wish to pay directly, 2 payment arrangements can be created.  There are 3 payment method options:

Direct Pay - students may pay Trajecsys Corporation directly via a link on the Trajecsys Payments page (available from the top of the Trajecsys home page) to PayPal, where a credit card or PayPal payment can be made (money orders or checks can also be sent directly to Trajecsys Corporation - a billing office address is available on the Payments page).

Program Invoice - Trajecsys is to bill the program directly.

Bookstore Invoice - if the program administrator wishes us to bill the bookstore directly, and the student to purchase access through the bookstore, the following policies apply:

1) Bookstore payment to Trajecsys Corporation is due in full, for the number of students you have specified, no later than 30 days from the payment deadline.

2) If partial payment is received, you must notify us of which students have paid, and all other students must pay us directly either by check or credit card from the student payments page of our website within 14 days. If you do not provide us with a list of paid students, all students marked to have paid through the bookstore will have Trajecsys Report System access revoked at that time; otherwise, only students who have not paid will have access revoked. Students may NOT pay the bookstore after the deadline, because we will generate only one invoice to the bookstore. If they do pay later, they will need to seek a refund, then pay us directly.

3) If no payment is received from the bookstore by 30 days past the deadline date, we will bill your program directly with payment due upon receipt. It will be your responsibility to sort out the issues with the bookstore and seek reimbursement from them or from your students; payment from your program is due within 14 days.

Many bookstores will attach an additional fee for handling this transaction. Program administrators should be sure that students know what the fee will be, including this transaction fee. Note that a bookstore payment arrangement cannot be completed unless contact information for a bookstore representative is known and can be provided.

Beginning Date - The date the student will begin use of Trajecsys; also called the "Due Date" because this will also be the date upon which student direct payments will be due, or upon which an invoice will be generated to the program or bookstore. The beginning date will be either the 15th or the 1st of the next month selected from the first dropdown. Students can register and begin use of the system 45 days prior to the beginning date.

End Access Date - The date upon which the student will no longer require access. Student access will be denied after this date; students should therefore have exported all desired records prior to this date. Access will be lost no later than 30 days after the end access date by the student, and the system will automatically reset those students to alumni status at that time. Students will receive automated email notifications prior to the end access date to remind them to export their records before this event.

Payment for Trajecsys Report System access is based upon student length of access as defined by the beginning date and the end access date.  Please note that payment is for continuous access; beginning another program or returning to a program requires additional payment. View the full policy related to access here. Pricing, based on length of access, is available here. Student direct payments for access lengths longer than 90 days must be made within 31 days; lengths shorter than 90 days require payment within the first 15 days following the begin date. Invoiced payments - to the bookstore or program - must be received with 46 days from the begin date.

Description - Text which will appear on the registration page if a direct pay method is specified. The text may assist the registrant in deciding which arrangement is applicable if multiple arrangements exist; so "Class of 2018" or "Class beginning June 2017" would be descriptive and useful to these students.

Comments - Notes appearing only to program administrators and system administrators. If special directions for invoicing are needed, place them here.

Add button - Clicking the button will generate a message describing the fee and access periods that will be created. On acceptance of the information, an email will be sent to the Trajecsys Administrative Contact specified in the arrangement and to Trajecsys representatives.

Editing a Payment Arrangement

Payment arrangements can be edited or deleted by selecting the arrangement, then clicking "Edit Selected" from the Payment: Arrangements page. Note that some editing options are blocked after students enter an arrangement via the registration page.

Extending Access
If there is a need to extend access beyond that which was paid for, it is possible to do so by requesting a "Supplementary Arrangement" from the Trajecsys Accounts Manager. If it's a type of payment that you expect will be needed again in the future, we can arrange it so that you can create them yourself after the first one.  Contact Trajecsys Technical Support for contact information. See the pricing page linked above for added fee pricing.