There are three different categories of charges that can be administered within the terms of the contract: damage fees, administrative fees, and fines. The table on the following page provides related guidelines and examples.

Charge Type When to Charge How Much to Charge Examples
Damage Fees These fees are charged to repair or restore damaged property (e.g., carpet, appliances, furniture, walls, doors, windows, etc.). The damage must be beyond normal wear and tear Damage fees are to be assessed as the actual cost of the repair or restoration, less any appropriate depreciation of the asset.* Itemization is required for these charges. Cleaning fees, lost keys and rekey fees, and/or damages (beyond normal wear and tear) to carpet, appliances, furniture, walls, doors, windows, etc.
Administrative Fees These fees are charged when administrative work is required to manage certain processes or requests for students. Although these fees are not necessarily commensurate with the actual cost to manage the process or request, any one fee within this category cannot exceed the refundable portion of the security deposit. Application fees, late payment fees, cancellation fees, transfer fees, and/ or cleaning re-check fees.
Fines Fines are charged to discourage behavior that leads to unsafe conditions or prevents normal business operations to occur. Fining students is relatively rare. Fines are high enough to discourage the unwanted behavior, but not so high as to be excessive or unreasonable. Tampering with fire extinguishers, smoke detectors, or other safety devices/ features of the property, storing items in hallways or stairwells, parking in “No Parking” zones, and/or blocking garbage dumpsters.

*For example, if the life of a new $500 couch was estimated at 10 years and was significantly damaged beyond repair 5 years after the date of purchase, the charge to the student to completely replace the couch would be $250. If one of the arms of the couch was damaged and the cost to repair the arm was $75, then the charge assessed to the student would be $75 and an itemized bill (materials and labor costs) must be provided to the student.