In This Article:

• Overview
• Adding an Agreement
• Types of Agreements
  • Pay up to a certain amount per Learner
  • Pay a flat fee for all Learners
  • Pay based on number of seats purchased
• Choosing Learners
• Choosing Courses
• Purchases with Agreements
• Refunds and Adjustments on Agreement Purchases
• Removing an Agreement
• Learner View of Agreements

Overview

Agreements help Administrators to manage and track funding from external partners, such as businesses, scholarship programs, or other sponsors, who cover course costs for Learners. You can define payment terms, set funding limits, and manage eligibility requirements, giving you a streamlined way to administer third-party funding with clarity and control.

Note: The external partner / organization must exist in the system as an Affiliation to be used. Agreements also require a valid start and end date to determine how long the agreement is effective.

Adding an Agreement

To create a new Agreement, navigate to Financials > Agreements > Click Add Agreement:

Provide a name for the agreement, and keep in mind it will be visible to Learners. Choose something that is easily recognizable to them as a funding source.

Set the start and end dates for when the Agreement is valid for Learners. 

Between these dates, Learners will have the funds available in their account to be applied to course purchases. The course/section does not need to occur between these dates; it simply controls when the funds are available to Learners when enrolling. 

Types of Agreements 

Next, select the type of Agreement you wish to create. Three types are currently supported:

1. Pay up to a certain amount per Learner

These allow the partner organization to agree to pay up to a certain dollar amount for each 
Learner specified. For example, if the amount is set to $2,000 – then the Learner can spend any amount up to $2,000 which the partner organization agrees to pay on their behalf. 
 

2. Pay a flat fee for all Learners

When a partner organization wants to purchase a class or set of classes for Learners at a 
specific price point, the Flat Fee option allows you to specify the exact price the partner 
organization pays, regardless of what the Learners decide to enroll into. For example, an 
Affiliation might pay $10,000 for all their Learners for the year. 
 

3. Pay based on number of seats purchased

Using the seat-based option, you can designate a specific number of seats that will receive funding. These seats can be available to all Learners in an affiliation, or you may assign specific Learners. Using this option, you must select specific course(s), input the cost per course, and input the total quantity of seats that are purchased.

Choosing Learners

Learners can be chosen in one of two ways:

 
1. All Learners in the Affiliation

 Learners can belong to multiple Affiliations, so one way to assign them easily into an 
Agreement is by designating them to be an Active Learner inside of the Affiliation 
responsible for the Agreement. This choice will automatically include all active Learners 
who are in this Affiliation.

2. Specific Learners 

This option allows you to choose specific Learners from the Affiliation. The Learner MUST 
be part of the Affiliation that the Agreement is with (note: Learners can have multiple 
Affiliations).

Choosing Courses 

There are three options available for Course selection on Agreements:

1. All Courses in my Affiliation 

This option allows the Learner to be covered financially towards any Course associated 
with the partner Affiliation.

 2. Any Course available to the Learner 

This option considers all of the courses each individual Learner has access to and includes them as part of the covered Agreement.

3. Specific Courses 

Allows you to specify any course in the system that the Learners should be covered for, regardless of what Affiliation it belongs to.

Purchases with Agreements

Learners can make purchases with Agreements they are included in. If those Agreements are flat fees, that specified dollar amount goes directly onto the Affiliation’s Financial Account at the time of the Agreement creation. If the Agreement is “up to a certain dollar amount”, those transactions will accrue as they are made and appear on the Affiliation's Financial Account as they happen. 

Note: Split payments are not currently supported. A course offering must be less than or equal to the agreement amount. A learner will not be able to purchase a course that exceeds the agreement amount and pay the difference.

Refunds and Adjustments on Agreement Purchases

When a learner is dropped from a section that was paid using Agreement funding, the automatic drop grace refund does not apply. Automatic refunds only fire for online catalog checkout payments with a linked payment gateway transaction, so Agreement-funded enrollments require a manual ledger correction.

To adjust a transaction on the learner's ledger:
1. Open the learner's record and navigate to the Ledger tab. *(The same view is also reachable via Financials → Accounts → [Learner name].)*
2. Locate the affected transaction row.
3. Click the vertical ellipses under Actions, then click Make Adjustment.
4. Enter the updated amount and submit the adjustment.

An adjustment posted on the learner's ledger updates the learner's account only, it does not write a matching reversal on the funding organization's Financial Account. The paired entries you see on the learner and affiliation ledgers (for example, "Funding from {Agreement}" on the learner and "Funding for {Learner}" on the affiliation) are created together at the moment of purchase; subsequent adjustments are single-account. If the funding organization's ledger also needs to be corrected — for example, to return the agreement funds so they can be applied to another enrollment — that adjustment must be posted separately on the affiliation's Financial Account.

Note: Automatic refund parameters such as REFUND_PERCENTAGE and REFUND_FEE do not apply to Agreement-funded transactions. If your organization uses a partial-refund policy for standard drops, apply the equivalent percentage manually when making the adjustment.

For refund handling on non-Agreement payments (credit card, cash, check, coupon), see Purchase Adjustments & Payment Refunds.

Removing an Agreement 

Agreements cannot be deleted, but they can be terminated at any time by navigating to the 
Agreement, clicking “View Details”, clicking the “Terminate Agreement” button, and filling out the “Termination Reason” field.

Learner View of Agreements

Learners will see the name of Agreements, so it’s important to choose proper names. When a Learner logs in and views the Catalog, they will first be presented with their available Agreement(s) in a drop-down. Learners can switch between agreements, as well as “View the Catalog without Funding”. The latter option will give them full access to any course in their Catalog, whereas each Agreement option will only filter to display the relevant courses.