Miscellaneous Fees: Adding a recurring fee

Automate recurring assignment-related charges

Use recurring miscellaneous fees when the same charge needs to be applied repeatedly over a defined period. Instead of creating individual fees each time a charge is due, you can create a recurring schedule that automatically generates the required fee instances.

Recurring fees are useful for costs that occur on a predictable schedule, such as monthly management fees, recurring supplier charges, compliance-related fees, or other ongoing assignment costs.

Why it matters

Manually creating the same fee every week, month, or year takes time and can make recurring charges difficult to manage consistently. Recurring fees help address common challenges such as:

• Re-entering the same fee multiple times throughout an assignment.
• Managing recurring charges across large numbers of assignments.
• Tracking ongoing fees through approval and invoicing.
• Maintaining consistency when recurring charges follow a fixed schedule.
• Reducing the risk of missed or duplicate fee submissions.

Who it's for

• Program Office users managing assignment-related charges
• Financial operations teams
• Users responsible for recurring supplier fees
• Users who regularly apply the same fee throughout an assignment

How it helps

Recurring fees provide tools that help you manage scheduled charges more efficiently. With recurring fees, you can:

• Create a recurring schedule instead of entering the same fee repeatedly.
• Generate daily, weekly, bi-weekly, monthly, or annual fee occurrences.
• Submit multiple fee occurrences as a single approval request.
• View the number of fee occurrences that will be created before saving.
• Automatically stop future occurrences when assignment dates no longer support the schedule.
• Track recurring fee activity using standard miscellaneous fee reporting and status tracking.

Understand recurring schedules

Use the schedule that best matches the business requirement for the fee.

💡 Think of a recurring fee like a recurring calendar appointment. You create the schedule once, and the system creates the fee occurrences based on the recurrence pattern you define.

How recurring fees work

When you save a recurring fee schedule:

1. The system calculates the recurrence pattern.
2. All fee occurrences within the schedule date range are generated.
3. The system displays the total number of fees that will be created.
4. If approval is required, the fees are submitted as a single approval request.
5. Each fee is invoiced according to its scheduled occurrence date.

Reporting recurring fees

Recurring fee information is available in reports that include miscellaneous fee data. Depending on your organization's reporting configuration, recurring fee records may include additional recurrence-related information.

Depending on your organization's reporting configuration, reports that include miscellaneous fee information may also include recurrence-related fields such as these.

These fields can help you:

• Verify recurring fee schedules.
• Review recurrence dates and intervals.
• Confirm the number of fee occurrences generated.
• Monitor recurring fee activity over time.
• Support reporting, auditing, and reconciliation activities.

• Tax and fee settings continue to operate the same way they do for one-time fees.

What this means in practice

When you create a recurring fee schedule:

• The schedule is created once, rather than creating individual fees repeatedly.
• Approval activity is simplified because recurring fees are processed as a single approval request.
• Future fees are automatically managed according to the schedule you define.
• Recurring fee activity can be monitored using standard miscellaneous fee reporting and tracking tools.

Additional considerations

• Review assignment dates before creating long-running recurring schedules.
• Confirm that the recurrence pattern matches the intended billing frequency.
• Review recurring fees carefully before submission because all occurrences are generated when the schedule is created.
• Consider how assignment extensions or early assignment termination might affect future fee occurrences.

Availability and setup

Managing miscellaneous fees from Enterprise requires a Service Request ticket and Enterprise configuration. Your organization may also require:

• Permissions to create, edit, cancel, or reprocess miscellaneous fees.
• Approval workflows for fee review and approval.
• Access to supported features such as Cost Allocation, Purchase Orders (POs), or Security Projects.
• Permissions to import miscellaneous fees using the Assignment Misc Fees Template.

Before you begin

Ensure:

• The assignment is eligible for miscellaneous fees.
• You have permission to create miscellaneous fees.
• You know the fee category and fee code that should be applied.
• You understand the desired recurrence schedule and date range.
• Any required supporting documentation is available.

How to steps

1. From the Simple Search option at the upper right of your dashboard, enter an assignment ID or a resource name for the active assignment to which you want to add a miscellaneous fee. An Assignment page displays.
2. From the Assignment Menu in the lower left corner, select More Actions > Add Misc Fee.

   

   A Misc Fee Edit page displays.

3. In the Schedule section, select Recurring from the Schedule Type options. ⚠️

    

   

   What this does: Defines whether the fee is created as a one-time charge or as a recurring series of charges.

   Why this matters: Recurring fees use a schedule to automatically generate multiple fee occurrences and follow different processing behavior than one-time fees.

   In simple terms: You're creating a repeating fee instead of entering the same fee multiple times.

   Additional fields display in the Schedule section so you can define the recurring schedule.

4. From the Interval options, select how often the fee should recur. ⚠️ Available interval options include:
   • Daily: Generates miscellaneous fees every day (7 days a week) or every weekday (Monday through Friday) during the recurrence period.
   • Weekly: Generates miscellaneous fees once a week on the specified day or days.
   • Bi-weekly: Generates miscellaneous fees every two weeks on the specified day or days.
   • Calendar Month: Generates miscellaneous fees once each month during the recurrence period.
   • Annual: Generates miscellaneous fees once each year during the recurrence period.

   What this does: Defines how frequently recurring fee occurrences are generated.

   Why this matters: The interval determines the timing and frequency of future fee occurrences.

   In simple terms: You're choosing how often the fee repeats.

5. Optional. If the selected Interval requires additional criteria, complete the applicable recurrence settings. ⚠️
   For example, when you select Bi‑weekly as your Interval option, you must select the day or days of the week that apply.

   

   What this does: Defines the specific recurrence pattern for the fee.

   Why this matters: The recurrence settings determine exactly when future fee occurrences are generated.

   In simple terms: You're choosing the specific days or dates on which the fee should occur.

6. Use the Recurrence Start Date calendar to select the first date the recurring miscellaneous fee is generated. ⚠️

   What this does: Defines when the recurring schedule begins.

   Why this matters: The start date marks the beginning of the recurrence pattern and determines when the first fee is generated.

   In simple terms: You're choosing when the recurring schedule starts.

7. In the Recurrence End Date section, select one of the following options. ⚠️
   Select one of the following:
   • Assignment End Date: Stops the recurring miscellaneous fee when the assignment ends.
   • End After # Occurrences: Stops the recurring miscellaneous fee after the specified number of occurrences.
   • End By Date: Stops the recurring miscellaneous fee on the specified date.

   

   What this does: Defines when the recurring schedule stops generating fee occurrences.

   Why this matters: The end condition controls how many fees are created and prevents recurring fees from continuing indefinitely.

   In simple terms: You're choosing when the recurring schedule ends.

8. From the Fee Category list, select the type of miscellaneous fee you want to apply.
9. From the Fee Code list, select the applicable code for the miscellaneous fee.
10. If additional fields display, verify that the values in the Units and Amount fields are correct.
11. Use the Effective Date calendar to select the date to which the miscellaneous fee applies.
12. In the Note field, enter an explanation for the miscellaneous fee.
13. Select OK.
14. Optional. If the recurrence schedule creates multiple miscellaneous fees, a confirmation message displays showing the number of fee occurrences that will be generated.

    Select OK to continue.

    A message displays confirming that the recurring fee schedule was successfully created.

15. Select Return to close the Assignment Edit - Misc Fee page and return to the assignment record.

The system displays the number of fee occurrences that will be generated before the schedule is saved.

Final result

The recurring fee schedule is created, and the associated fee occurrences are generated.

If approval is required, the recurring fees are routed through the configured approval workflow as a single approval request. Once approved, each occurrence is invoiced according to its scheduled recurrence date.

Key takeaway

Recurring fees help you automate ongoing assignment-related charges by generating multiple fee occurrences from a single schedule. This reduces manual effort, improves consistency, and simplifies approval and invoicing of recurring charges.

Frequently asked questions (FAQs)

When should I use a recurring fee instead of a one-time fee?

Use a recurring fee when the same charge needs to occur repeatedly over a defined period. Use a one-time fee when the charge only needs to be applied once.

What recurrence schedules are available?

You can create daily, weekly, bi-weekly, monthly, and annual recurring schedules.

How are recurring fees approved?

Recurring fees are submitted and reviewed as a single approval request.

Can I approve only some occurrences in a recurring schedule?

No. Recurring fees are approved or rejected as a group.

How do I know how many fees will be created?

The system displays the number of fee occurrences before the schedule is saved.

What happens if an assignment ends early?

Future recurring fees that fall outside the revised assignment dates are automatically canceled.

Does canceling one occurrence cancel the entire recurring schedule?

No. Canceling an individual occurrence does not automatically cancel the remaining occurrences.

Do recurring fees change tax or fee calculations?

No. Existing tax and fee rules continue to apply normally.

Can recurring fees be reprocessed in bulk?

No. Reprocessing is performed individually for each fee.

Learn more

• About miscellaneous fees
• Tips on working with miscellaneous fees
• Understanding processing & statuses
• Adding a fee
• Canceling a fee
• Reprocessing a fee
• Importing assignment miscellaneous fees
• Researching miscellaneous fee details