The Office of the Bursar will process third party billing of tuition, fees and other charges to businesses, governments, agencies, organizations and employers desiring to sponsor a student at Ohio University.
The billing is processed on a per term basis. A letter or contract must be presented to the University outlining the sponsor’s guarantee to pay. This authorization must not be contingent upon the student receiving a specific grade or upon a financial need status.
It is the policy of the University to protect our student’s right to confidentiality under the Family Educational Rights and Privacy Act (FERPA). Sponsors must obtain information regarding grades, transcripts, course listings or other specific information directly from the student.
What is a Sponsored Student?
Sponsored students are those students that are registered and require Ohio University to bill an outside sponsor for their tuition, fees (tuition, technology fee, course fees, room/meal plan charges, student legal services fee, and/or health insurance, etc.) while they attend the University. A letter of authorization is required from the sponsoring agency expressly authorizing Ohio University to bill the sponsor directly for the student's expenses. A third party credit is then applied to the student account each term for the covered expenses, which is then conditional upon the sponsor's payment.
What are the Sponsored Student's Responsibilities?
- It is the student’s responsibility to ensure that the University is provided with a valid authorization letter (contract) from their sponsor, prior to the due date on the student account to avoid late payment fees and financial holds.
- A sponsored student must monitor their student account status regularly. If the sponsor does not cover the total charges, it is the student’s responsibility to pay the balance owed.
- Non-payment by the sponsor, for whatever reason, becomes an immediate liability to and the responsibility of the student.
- It is the student’s responsibility to know the duration of the sponsorship as listed in the authorization letter. The University will not notify a student when the sponsorship has expired.
- Additional information required by the sponsor, including grades, transcripts, course(s) and other miscellaneous information, must be supplied by the student.
- If questions arise concerning conditions of the sponsorship, the student should contact the sponsor, not Ohio University.
What are the Sponsor's Responsibilities?
- Provide a letter or contract to Ohio University prior to the term start date with the following information:
- Student’s name and University ID number
- Description of covered charges, which may include tuition, technology fee, course fees, room/meal plan charges, student legal services fee, and/or health insurance fees
- Any dollar limitations on the covered charges
- If the student's scholarship or grant awards should be deducted before invoicing
- Length of sponsorship – beginning and ending dates of period, specific term(s) and/or academic year(s), other
- Sponsor’s billing address
- Sponsor contact person information including name, telephone number, fax number and email address
- Sponsor should only make payment from the University invoice, not the student’s bill.
- Sponsor shall mail payment to the provided address. Payment is due in full upon receipt of invoice notice.
- Sponsor will pay all enrollment adjustments on a student’s account for the term authorized, when applicable.
- If the sponsored student is an employee of the sponsor and is terminated during the term, the sponsor will pay as agreed and invoiced.
What are the University's Responsibilities for Sponsored Students?
- The Office of the Bursar will review authorization letters (contracts) upon receipt and will certify eligible students. When presented prior to deadlines, this process will apply a third party credit for the covered expenses and avoid student account late payment fees.
- The Office of the Bursar will invoice the sponsor for the authorized charges. The invoice will state the student’s name and the total allowable charges.
- Any refund resulting from an adjustment to the student’s account after sponsor payment will be returned to the sponsor.
- The Office of the Bursar will charge back to the student’s account any charges resulting from non-payment of sponsored charges by the sponsor.
- The Office of the Bursar will attempt to comply with a sponsor’s particular invoice requirements, but this is not guaranteed and is based upon system limitations.
What is a Letter of Authorization?
It is a document in which a sponsor commits to pay designated educational expenses for the student. The letter from the sponsor specifies what they will pay, the period of coverage and billing information. Sponsors usually send the letter directly to the University, but some sponsors send the letter to the student.
If the letter is sent directly to you, complete any required information and submit it to the Office of the Bursar before the due date to avoid late fees. We will then apply a conditional third party credit on your student account for the covered expenses as long as we receive it by the due date. Again, be aware that the balance owed is subject to late fees while it is outstanding.
When Do I Send the Letter of Authorization?
The sooner the letter is received the better, since early notification prevents late fees from accruing. It also allows students better information about what they personally will be expected to pay and eliminates unnecessary follow-up by students.
Where Do I Send the Letter of Authorization?
Attn: Sponsored Accounts
For Which Educational Expenses Will the University Bill My Sponsor?
The University will bill a sponsor for tuition, technology fee, course fees, room/meal plan charges, student legal services fee, and/or health insurance, etc., as long as the fees are covered as specified in the authorization. Payments for other expenses should be coordinated between the student and their sponsor.
I Am a Sponsored Student and I Am Also Eligible for a Graduate Student Assistant (GSA) Tuition Waiver. What Should I Do?
The sponsor will be billed for tuition and fees not covered by the GSA tuition waiver, as long as the fees are covered as specified in the authorization.
What Is the University's Billing Schedule for Sponsored Accounts?
Initial invoices will be prepared and mailed to the sponsors according to following schedule:
Initial Month Billed
Subsequent invoices are mailed each month thereafter. Invoices for students in the Academic Outreach RN to BSN Program will be issued after the census date of the third 5-week session of the semester.
Who Can I Contact with a Sponsored Student Question?
Additional questions concerning authorization letters and sponsor billings should be directed to the Office of the Bursar as follows:
Office of the Bursar
Attention: Sponsored Accounts
010 Chubb Hall
Athens, OH 45701
I’m Sponsored. Why Do I Have a Late Payment Fee?
Sponsored students who do not submit their sponsor authorization letter prior to the term billing or do not pay their portion of the bill when due, may be responsible for any late payment fees assessed to their student account.
What Are the University’s Billing Guidelines for Sponsored Students?
The University will invoice sponsors during the term after the drop and add period has passed. Invoices are sent to the contact person at the address provided in the authorization letter. Invoices are due upon receipt.
What Happens if My Sponsor Doesn’t Make a Timely Payment?
A second invoice will be mailed to the sponsor thirty (30) days after the initial invoice. Sixty (60) days after the initial invoice date, the sponsor will be sent a reminder letter of the unpaid balance. Ninety (90) days after the initial invoice date, the sponsor will receive a collection letter requiring payment in full within thirty (30) days. Affected students will also be notified of the unpaid invoice at this time. If payment is not received within the thirty (30) days specified, all charges that are not paid by the sponsor will be placed on the student account and the student(s) will be billed electronically in the next student billing cycle.
Students are legally responsible to pay the full cost of their educational expenses if their sponsor does not pay.
This completed form allows Ohio University to bill the student's sponsor or employer directly.