Reduced fees and returners

If a taught student is studying a reduced number of credits, or returning from temporary leave the system does not automatically calculate their fee. Schools must notify the Student Fees team for approval.

Tuition fees must be charged accurately to reflect study undertaken. This is necessary for reporting (including HESA) and calculation of financial support.

When a student registers the system will charge 100% of the fee for the year by default. If the student shouldn’t be paying 100% manual intervention will be required using a Form R, Form Z or Form 21 depending on the circumstances.

It is the responsibility of the School/Faculty to identify when a Form R or Z is required, Student Fees will not prompt you to submit a form. However, if you are unsure Student Fees are happy to provide guidance - please email or call 36700 for support.

You can download the information from this page in a word document, this document will be updated annually if there are any changes to the procedure. This is a document for staff, please do not send directly to students.

Form Z – Cancelling fees

Download the Form Z template

A Form Z is used to cancel a tuition fee in full. If a fee is cancelled using a Form Z financial support, HESA reporting and funding to Schools will be affected, so a fee can’t subsequently be charged.

A Form Z should be only used in the following circumstance:

  • Externally block funded programmes (eg. LETB, HEEYH)
    If your students receive funding in blocks from an external source, such as NHS funding via the LETB or HEEYH scheme

Form R – Reducing fees

Download the Form R template

A Form R is used to reduce the amount being charged. If a fee is reduced using a Form R Financial support, HESA reporting and funding to Schools will be affected, so the reduction can’t subsequently be reversed.

  • Reduced Credits / Prior Credits
    If a student is studying a reduced number of credits - either because they have brought with them credits from a previous course or they are only studying part of a course they can be charged their fees pro-rata.
  • Returning from temporary leave
    If students are returning from temporary leave and will not be studying for a full year their charge must be reduced pro-rata to reflect the time they will be registered.
    This pro-rata calculation differs depending on the student residency and level (UG, TP).

If you reduce a fee using Form R, this may have an impact on a student's entitlement to University of Leeds and/or external funding.

Please make each student aware of this and ensure they understand the financial implications of registering with reduced fees. Guidance about student entitlement to support can be sought from the Student Funding team -

Form 21 – Covering fees

Download the Form 21 template

A Form 21 is used when a School or third party is covering all or part of a tuition fee. The full tuition fee is charged, but all or part of the tuition fee is paid from a University SAP account. SAP account details need to be provided to with sufficient funds to cover the tuition fees. A Form 21 should be used in the following circumstances:

  • Reduce/waive fees due to an appeal, complaint, mitigating circumstances
    This may be a decision taken by the School or by the central Student Cases team. In either case, a reduction in tuition fees needs to be covered from a SAP account.
  • Scholarship or bursary
    If a student is receiving a tuition fee scholarship or bursary the SAP account details must be provided.
    Eg. Alumni bursary, Research Council grant, International Science and Engineering bursary

More information about completing a Form 21 can be found our page Tuition Fee Scholarships and awards.

Authorisation and submission

Form Z and R need to be submitted within 4 weeks of the start of teaching.

Forms should be submitted before registration but after the general student record in Banner has been created. Forms received before the student has a Banner record will be rejected.

Faculties or Schools may be requested to cover the cost of maintenance and bursary overpayments caused as a direct result of late Form submission.

Form Z, Form R and Form 21 authorisations must be approved by an authorised signatory. It must be clear from the authorisation who this is and who completed the form originally.

Completed and approved spreadsheets should be sent by email to

Approval from an authorised signatory within an email trail is accepted, but the approval and the correct completed spreadsheet must be in the same email. This supports us when the documents are audited