Week 8 SOP

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Direct Expenditure Refunds

Departments may receive checks/payments that are reimbursements of direct expenditures, often resulting from the return of merchandise or recovery of an overpayment to a vendor. These checks/payments are called expenditure refunds. Expenditure refunds should be deposited to the same fund/org and expenditure account code that was charged for the original transaction, unless the expenditure refund is for a prior fiscal year transaction on a non- sponsored fund, or the expenditure was charged to a sponsored fund. Expenditure refunds for a prior year fiscal year transaction on a non-sponsored fund must be charged to org 713007, account code 09184. Expenditure refunds for sponsored funds must be sent to the Office of Sponsored Programs, Attn: Beth Ives, MSN 4C6, to ensure proper accounting to the sponsor.

Cash Receipts for deposits of non-sponsored expenditure refunds must include documentation to justify treatment as an expenditure refund rather than revenue. The Cash Receipt form, additional documentation, and check/payment must be provided to the Cashier’s Office. See below for detailed guidance regarding deposits of non- sponsored expenditure refunds. Additional guidance related to preparing a Cash Receipt form can be found in the Cash Transactions Manual available on the Fiscal Services website at http://fiscal.gmu.edu/resources-and-procedures/.

Please note: Cash Receipt forms are not provided by Fiscal Services. Departments may order Cash Receipt forms through The Supply Room Companies punch-out catalog in eVA. Directions for ordering Cash Receipt forms may be found at https://cashiersoffice.gmu.edu/cash-receipts/.

Step-by-Step

1. On the Cash Receipt form, include Bank No. 01.

2. Mark the box for Check.

3. Enter a Deposit Date.

4. Provide the fund/org and account code to which the original payment was made (for current year

expenditure refunds).

5. If an expenditure refund is for a prior fiscal year transaction, it must be deposited to org 713007, account

code 09184 regardless of fund/org and account code originally charged.

6. Include a brief description with vendor name and/or related invoice/check number.

7. Enter the amount for each expenditure refund.

8. Provide a statement in the “Remarks” section which explains the reason for the refund and complete

contact information.

9. Enter the total amount of the deposit.

10. Attach documentation, such as a Self Service, MicroStrategy or e~Print report showing the original charge to

the fund/org and account code.

11. Submit the Cash Receipt form, documentation and refund payment (check) to the Cashier’s Office.

For assistance with processing direct expenditure refunds for non-sponsored funds please contact General Accounting at 3-2655 or email [email protected]. For assistance with sponsored funds please contact the Beth Ives, Office of Sponsored Programs at [email protected].

Revised June 2017

Employee Tuition Exemption Benefit

University Policy Number 2209

Categorized: Human Resources and Payroll

Responsible Office: Human Resources and Payroll, Registrar, Student Accounts

Policy Procedure: N/A

Related Law & Policy: N/A

I. SCOPE

This policy applies to all George Mason University full- and part-time faculty, administrative and professional faculty and classified staff, as well as non-student wage employees. Full-time students, graduate assistants, and student wage employees, are not eligible for employee tuition exemption under this policy. Definitions are available in Policy 2217.

II. POLICY STATEMENT

Eligible George Mason University employees are allowed to enroll in classes and related laboratories each academic year, for which tuition, lab, and course fees will be exempted under the conditions set forth herein. Employee tuition exemptions cannot be applied against other charges and are not refundable. Individuals must be current and active employees of George Mason University to use this benefit.

III. APPLICATION

A. Maximum Allowable Benefits – The following table sets forth the maximum allowable benefits for each employment classification:

Class of Employee	Maximum Allowable Number of Credits Exempted Per Academic Year	Maximum Allowable Number of Credits Exempted in any one Semester or Summer Term
Full-time faculty	12	6
Part-time faculty	8	4
Full-time administrative and professional faculty	12	6
Part-time administrative and professional faculty	8	4
Full-time classified staff	12	6
Part-time classified staff	8	4
Adjunct faculty	8	4
Non-Student Wage Employees	8	4

B. Accrual of Credits for Non-Student Wage Employees – Non-student wage employees are eligible to enroll in up to 4 credit hours of course work after 500 hours of employment. An additional 4 hours of credits will be earned under this benefit after each subsequent 500 hours of employment. Each 4 credit hour exemption must be used in a single semester or summer term and no portion of the 4 credit hours may be transferred to another semester or summer term. Upon separation from a wage assignment, the employee’s accrued tuition waiver hours will remain frozen for a period of six months. If the employee acquires another wage assignment at George Mason University within that six-month period, he or she will continue to accrue the benefit from the last remaining balance. Otherwise, the balance will be drawn to zero and the employee will begin to accrue at the zero balance for any future wage assignments at George Mason University.

C. Eligibility – Eligibility under this benefit will commence upon employment and extend through the academic terms of the class(es) in which the employee is enrolled. Adjunct faculty members, however, may use their earned benefits during the academic term during which they are employed, or during a future semester or summer term during the same academic year. Eligibility for non-student wage employees commences upon employment and is valid as long as an individual remains employed at the University in a wage position that is eligible for tuition exemption under this policy. Non-student wage employees are not eligible to accrue, nor to use, credits under this benefit while they are enrolled as a full-time student.

D. Costs – In the event employment terminates during the drop period of the relevant academic terms, the employee will be responsible for the costs associated with the course(s) in which he or she is enrolled. Employees whose employment has terminated after the drop period will not be responsible for costs associated with the course(s).

E. Transfer between employment classifications –Where an employee transfers between two or more employment classes in any given academic year, he or she is not permitted to combine the benefits of two or more employment classes. Employees will be restricted to the relevant maximum benefit under the employment classification that governs at the time of their enrollment in a course.

F. Transfer of credits prohibited – If a portion of an employee’s allowable benefits remain unused at the end of a given academic year, they may not be transferred to another future academic year.

G. Academic Requirements – Employees must meet the same academic requirements as any other student.

H. IRS Tax Requirement – Per the Internal Revenue Service (IRS), employees who currently utilize a tuition waiver for graduate study will have amounts in excess of $5,250 in a calendar year reported as taxable earnings. This means that your tax withholding will increase in the pay period in which the excess amount is reported. If the tuition waiver amount exceeds the annual limit of $5250, the excess will be reported as taxable income and you will be notified by Human Resources & Payroll each October. Anything less than or equal to $5,250 is not reportable.

Tuition waivers for employees in undergraduate programs are not impacted.

IV. SPECIAL RESTRICTIONS

Employees will not receive any special priority for registration, but will follow the priority of their academic category.

Employees shall make every effort to schedule classes outside of their normal working hours. Where circumstances require, an employee may request an alternative work schedule through Human Resources, pursuant to the University Policy 2202: Flexible Work Policy. Such a request will be granted only with the consent of the supervisor, and operational service effectiveness must not be jeopardized. Time missed from work as a result of class attendance must be made up by the employee or charged to an appropriate leave balance.

Application of the tuition exemption benefit shall not be used for programs that include revenue sharing agreements with external partners. Such programs include, but are not limited to: (1) Advanced Biomedical Sciences Masters Degree and Graduate Certificate; (2) History of Decorative Arts Masters Degree; (3) Wiley Online Programs and Courses; and (4) Executive and Professional Education Courses. Employees are encouraged to speak with the relevant school or program to confirm participation prior to enrolling in classes under this benefit. Additional questions should be directed to the Student Accounts Office.

The tuition exemption does not apply to orientation, new student, or special instructional fees such as individual vocal or instrumental instruction, which must be paid by the employee. Tuition for consortium courses that include foreign travel, and contract courses, are not eligible for exemption under this policy.

Exemptions will not be granted in anticipation of future work, nor will they be granted retroactively.

V. DEFINITIONS

The following definitions apply only for purposes of this policy; they do not apply to any other policy or handbook of the University or its employees.

Academic year – for purposes of this policy, a given academic year is defined as beginning on the first day of the fall semester, and ending on the last day of the summer term.

Full-time faculty – faculty employees who work in a 9- or 12-month faculty position, and whose employee status is identified as 1.0 FTE.

Part-time faculty – faculty employees who work in a 9- or 12-month faculty position, and whose employee status is identified as less than 1.0 FTE, but greater than .50 FTE.

Full-time administrative and professional faculty – administrative and professional faculty employees who work in a 9- or 12-month faculty position, and whose employee status is identified as 1.0 FTE.

Part-time administrative and professional faculty – faculty employees who work in a 9- or 12-month faculty position, and whose employee status is identified as less than 1.0 FTE, but greater than .50 FTE.

Adjunct faculty – faculty members who are appointed to teach at least one course, or to perform other academic responsibilities on a part-time basis.

Full-time classified staff – classified staff employees who work in a position identified as 1.0 FTE (40 hours per week).

Part-time classified staff – classified staff employees who work in a position identified as less than 1.0 FTE, but greater than .50 FTE. Employees in this category will typically work less than 40 hours per week and greater than 20 hours per week.

Non-student wage employment – Non-student wage employees’ primary relationship with Mason is to provide a service in exchange for pay. Non-student wage employment is intended to cover peak workloads, seasonal or short term needs. Non-student wage employees may take courses but are not in a degree program.

VI. PROCEDURES

A. The Office of Student Accounts maintains procedures related to administration of this policy. As part of those procedures:

(1) Employees must complete an Employee Tuition Exemption Request . The form must be signed by their supervisor and routed to the Student Accounts office, as soon as practicable after the employee has registered for class(es), but prior to the payment due date for that registration (see the Student Accounts Office website for payment deadlines). Failure to complete the exemption request in a timely manner may result in late payment penalties to the employee.

(2) Student Accounts will verify eligibility and process the exemption request. Once approved, the employee’s student account on Patriot Web will reflect a zero balance for exempt coursework.

B. In addition, and regardless of residency status, employees must complete the Application for Virginia In-state Tuition Rates, pursuant to Section 23-7-4 of the Code of Virginia. This is an administrative and cost accounting requirement. Answers supplied by the applicant will not affect their eligibility under the benefit.

VII. RESPONSIBILITIES

The Director of Student Fiscal Services and Assistant Vice President for Human Resources and Payroll, in consultation with the University Registrar, will administer the Employee Tuition Waiver Program.

VII. EFFECTIVE DATE

The policies herein are effective upon the date of approval. This policy shall be reviewed and revised, if necessary, annually and become effective immediately.

VIII. SIGNATURES

Approved:

______________________ __2/22/2013_____________

Elizabeth A. Brock Date

Associate Vice President/Controller

______________________ __2/26/2013____________

Peter N. Stearns Date

Provost

Date approved: June 2, 2006

Revision approved November 6, 2007

Revised: December 1, 2012

Revised: September 3, 2015

Revised: April 17, 2017

Revised: October 18, 2017

Student Accounts Office

4400 University Drive, MS 2E2, Fairfax, Virginia 22030 Phone: 703-993-2484 Fax: 703-993-2490

Mercatus Center Affiliate Employee Tuition Exemption Procedure

1. Mercatus employee registers for the semester.

2. Obtain the appropriate departmental signature(s) as soon as practicable

after registration but prior to the payment due date for that registration

(see the Student Accounts Office website for payment deadlines).

3. Submit the form to the Student Accounts Office (MSN 2E2 or fax to 703-

993-2490) for processing.

4. Student Accounts will verify eligibility and process the exemption request.

Once approved, the employee’s student account on Patriot Web (https://patriotweb.gmu.edu/) will reflect a zero balance for exempt coursework.

NOTES:

1. Affiliate employee exemptions are limited by the criteria in University Policy 2209: http://universitypolicy.gmu.edu/policies/employee-tuition- exemption-benefit/

2. Failure to complete the exemption request in a timely manner may result in late payment penalties.

3. Employees may be asked to complete an “Application for Virginia In-State Tuition Rates,” pursuant to Section 23-7-4 of the Code of Virginia.

4. Questions on the application process should be directed to the Mason Admissions Office, 703-933-2400.

5. Direct Deposit of Student Refunds - International ACH Transaction Rules

6. New rules affecting International ACH transactions (IAT) went into effect on September 18, 2009. NACHA, the association that oversees the U.S. electronics payments network, issued the changes to its operating guidelines in response to a request from the Office of Foreign Assets Control (OFAC), an arm of the Treasury Department. OFAC is charged with administering and enforcing U.S. economic and trade sanctions combating money laundering, narcotics trafficking, and terrorism. Penalties for failure to comply with OFAC requirements may include incarceration of employees and fines ranging from $10,000 to $10 million. The IAT rules only apply to transactions using the U.S. ACH network, not wire transfers or payments made through a financial institution’s proprietary network.

7. George Mason University, as an originator of ACH payments (in our case, direct deposit of financial aid refunds), is required to exercise due diligence in determining whether or not a transaction is an IAT. The direct deposit application has been revised to ask students the following question “Will any portion of this refund be transferred to a foreign financial institution?” If a student indicates that they will transfer any portion of the direct-deposited refund to a foreign financial institution, additional information must also be captured and passed along in the electronic file with that transaction. The formatting of that file will require extensive programming on the University’s part, which the institution has opted not to do at this time. Therefore, students who respond that a portion of the direct deposit will be transferred to a foreign institution will no longer be eligible for direct deposit. Those students will now be issued a paper check refund.

Student Account Refunds

When a student has a credit on their account from an overpayment or dropped class, the Refund Request Form can be completed and submitted to the Student Accounts Office. Financial aid disbursements generate an automated refund, which do not require submission of a refund request. Credit balances are also reviewed and refunds processed throughout the semester, regardless of refund request forms.

NOTE: Students should not overpay accounts with an expectation a credit balance will pay for future semester charges.

Refunds are processed according to the method of payment received by Mason:

· Cash or Flywire payments are refunded by check or direct deposit.

· Check payments require a 7 day waiting period before being refunded as a check or direct

deposit back to the student.

· Credit card payments are credited back to the credit card that was most recently used for

payment.

Refund checks are made payable to the student, with the exception of Parent PLUS Loans, and are mailed to the permanent address listed in the student record. Please make sure that your address on file with Mason is current. If you wish to have your refund sent to an address other than your permanent address, enter the address as a “REFUND RECIPIENT” address in the Personal Information section of Patriot Web. https://patriotweb.gmu.edu. In person check pick up is not available due to negotiable item security and the large number of checks processed.

NOTE: Checks are not mailed to Campus Residence (CR) addresses. Direct Deposit is available, and is the preferred refund delivery method, which expedites refunds and avoids lost or misdirected mailed checks.

Direct Deposit Refunds

The option to have cash or check refunds sent electronically is available by submitting a Direct Deposit Authorization Form. A checking account is necessary for this refund option. Direct deposit refunds are not available for Parent PLUS loans.

Financial Aid Refunds

Credit balances from financial aid awards will automatically generate a refund check, which is mailed to the address on file with the university, or sent via direct deposit if authorized by the student. A refund request form is generally not needed for financial aid disbursement refunds. Please note this does not include credit balances from dropped classes after the initial financial aid disbursement.

Financial Good Standing

Financial good standing and a university record clear of holds are required for students to receive services. Refunds will not be provided to students with a financial hold of any kind on their record.

Payments Returned Unpaid

The following pertains to all payments that are returned unpaid for any reason:

Return Item Fee Per Commonwealth of Virginia statute, the return item fee is $50.

Multiple Payments Returned Unpaid Repeat returned payments may result in the restriction of the online payment option for future semesters.

Past Due Balance/Hold Release Payments for past due balances and/or to release holds for registration that are later returned unpaid by a financial institution may result in the immediate suspension of services and the cancellation of classes.

Financial Holds Returned checks that create a balance will be sent a written or electronic notice, and a financial hold will be placed on the account until the balance is paid in full. Certified fund payments such as cash or cashier’s check are required for immediate hold release. Waiting periods will apply for other payment methods.

PROCEDURES FOR STUDENTS USING MILITARY OR TUITION ASSISTANCE (TA)

Students are responsible for full payment by the due date for each course requested. If tuition assistance paperwork is not submitted by the tuition due date, a late payment fee of 10%, up to $125, will be assessed. For complete guidelines, please refer to the Student Accounts Website.

The student’s G number must be included on all correspondence. The original/vendor copy of Financial Guarantee Letters and/or TAs can be faxed to (703) 993-2460, or mailed. If mailing, please send to George Mason University, Student Accounts Office, MSN 2E2, 4400 University Drive, Fairfax, VA 22030- 4444. A memo credit notation cannot be applied to your account until registration in approved course(s) is completed.

If education benefits do not fully cover account charges, the balance must be paid by the due date. Payments may be made online and information is available on the Student Accounts Office website: http://studentaccounts.gmu.edu/payment.html

If you change your schedule and have submitted a tuition assistance form or letter, it is critical that you immediately notify the Third Party Billing Office via email at [email protected] or phone at (703) 993-3460 or (703) 993-8964. This will ensure proper procedures are followed to mitigate potential financial issues with your education benefits. For tuition class drop liability dates and additional information, please visit the Calendar section of the Student Accounts Office website.

If you are not classified as a Virginia resident for domicile purposes, your tuition will be assessed at the out-of-state rate. Additional information on Veteran status and In-State tuition benefits can be obtained through the Office of Military Services or the Domicile area of the Registrar’s Office.

The Third Party Billing Office will not bill your agency for books, parking, application fees, tuition penalties for dropped courses, or penalties assessed due to late payment or late registration.

Requests for third party billing will not be accepted after the deadline that is listed on the Student Accounts Office website in the Calendar section. Department of Defense may have earlier deadlines. Students who miss submission deadlines are personally responsible for tuition payment.

Third party billing questions may be directed to the Third Party Billing Office at (703) 993-3460/8964. Veterans or dependents using Post 9/11 GI Bill benefits, or Tuition Assistance under the provisions of the DOD MOU, should call (703) 993-4013.

Registration questions should be addressed to the Registrar’s Office at (703) 993-2441. **PLEASE NOTE** Students participating in Third Party payment processing will be assessed a

mandatory $25.00 Third Party Processing Fee.

Updated July 2014

Tuition Exception Process and Guidelines

A tuition reduction may be granted in cases of unexpected issues that occur during the semester and require the withdrawal of all classes. Ongoing illnesses and partial withdrawals will not be considered. All appeals must be filed by the end of the academic term to be considered, and any appeal filed after the term has ended will be denied regardless of the circumstances. Financial resources are committed based on course enrollment, and the University is not obligated to grant tuition reductions under this exception process.

Students who withdraw for one of the following reasons must submit a written request to the Student Accounts Office. It is the student’s responsibility to provide complete and detailed documentation of criteria and information must include specific dates. Tuition exception requests will not be reviewed until an approved withdrawal and all documents are received; which includes the request form, a student statement and appropriate supporting documentation.

1. A student with an unexpected illness or injury verified by a doctor's written statement, which prevents the student from attending all classes for the semester. Medical documentation and letters must be on professional letterhead (please review medical documentation requirements).

2. The unexpected illness or injury of an immediate family member that prevents the student from attending all classes for the semester. An immediate family member is a parent, sibling, spouse, son or daughter.

3. Death of student, or a parent, sibling, spouse, son or daughter. Appropriate documentation must be provided.

4. A student in the Armed Forces who is called to active duty and assigned to a duty station, verifiable by a copy of Official Military Orders, will be allowed to receive a 100% reduction of tuition charges after a complete withdrawal is approved for classes that have not been completed.

Important: Requests will not be considered beyond the tuition penalty periods as listed in the Academic Calendar for reasons not listed above. Transportation, personal, employment, and financial reasons are not acceptable criteria for tuition exception consideration. Academic or financial holds may delay processing, and may preclude a request from being considered. Accounts should be in good standing prior to submitting an appeal. Please allow 30 days for a determination.

(See reverse side for medical documentation requirements)

Medical Documentation Requirements

If you are filing an appeal that is based on the medical circumstances of either you or your parent, sibling, spouse, son or daughter; you must provide medical documentation issued by a physician or hospital. This documentation must include:

1. a brief summary of the illness or injury; 2. a specific diagnosis; 3. a description of the impact that the medical condition had on the student’s ability to attend class and/or perform class requirements and why it is medically necessary to discontinue studies as a result of medical circumstances; 4. the date that the physician made the recommendation to the student to discontinue studies; and 5. the actual date(s) of medical treatment(s) or service(s).

The document must be printed on the physician’s or hospital’s official letterhead stationery and it must be signed.

The following are not considered acceptable documentation for tuition exceptions:

1. Insurance Forms (including disability claims); 2. Bills; 3. Explanation of benefits (EOB) forms; 4. Hospital records;

5. Your physician’s medical records; 6. Photos of injuries; or 7. Prescription bottles

Financial Clearance Requirement for Graduation

Congratulations from Student Accounts as you prepare to graduate!

· The first step in the graduation process is your recommendation for graduation by your center or program. Once you have been recommended, your records will be audited in two ways. The first requirement is an academic clearance that is conducted by the Office of the Registrar . Student Accounts also conducts a financial clearance, which is an audit of your account at the college.

· The financial audit is to ensure that your account has been billed all applicable charges and that there are no unpaid balances. Once Student Accounts receives your recommendation for graduation from your center or program, an audit of your account is most often performed within five to seven business days. The audit may take up to two weeks during periods of high volume.

· Your charges are adjusted if the audit uncovers that you were charged incorrectly for a particular fee or service. If the result is a credit balance, you are issued a refund, sent an email and Student Accounts processes your financial clearance. If a balance due exists for any reason, you are issued a bill that must be paid prior to financially clearing you for graduation.

· The Office of the Registrar oversees the graduation process and financial clearance is just one of the steps. Student Accounts therefore notifies the Office of the Registrar when you are financially cleared for graduation.

How Your Charges are Calculated

Your enrollment charges are based on several factors:

· Whether you are considered a New York state resident or an out-of-state student;

· Your center or unit location, as well as your level of study (undergraduate or graduate);

· Your registered number of credit hours;

· Whether you are matriculated into a degree program or a nonmatriculated student; and,

· If you are active military personnel or eligible veteran.

George Mason University. For All Inquiries: 4400 University Drive, Fairfax, Virginia 22030

TTY: Skype Chat | Phone: 703-993-1000

How You are Billed

· Your student account statement (formerly account summary) is available to view in MyESC. Your statement will provide the most up-to-date information about your account. Students are encouraged to review their account regularly, especially after registering, as well as prior to the term's payment due date to verify your account balance. Your charges must be paid in full by the payment due date to avoid cancellation of your registration.

· You will not receive a mailed paper bill. Emails will be sent when any changes are made to your term charges, including new registrations or other changes that affect your charges. Please view your student account information on MyESC now to ensure that we have your most current email address on file.

· Please review your charges for accuracy. You are charged at the applicable rate for all courses in which you are enrolled, regardless of whether any course is included in your degree program. Please note that only those courses that count toward your degree program are eligible for financial aid, with very few exceptions.

Accounts Receivable Policy and Procedure - Student Accounts

Policy

Blue Mountains International Hotel Management School Pty Limited (BMIHMS PL) trading as Blue Mountains International Hotel Management School (BMIHMS) to be known as ‘the School’, has this procedure in place to define the responsibility and authority in relation to policies, principles and procedures applying to invoicing, payment and collection of student accounts/accounts receivable.

Coverage

This policy and procedure applies to the Leura and Sydney Campuses and, if applicable, wherever BMIHMS programs are delivered.

Purpose and Scope

The purpose of this policy is to define the process for student account invoicing, payments and collection.

Responsibilities

Accounts Receivable Officer(s) (ARO): responsible for completion of invoicing, processing of student payments and necessary follow up and collection of outstanding accounts Assistant Director Finance (ADF): overall responsibility for the policy and procedures Head of School/Deputy Head of School (HOS/DHOS): responsible for advising student enrolment mapping to Student Services Department

Sales and Marketing Department: responsible for the forwarding of invoices to new students and collection of amounts owing by start of term Student Services Department (SS): ensures all students are correctly enrolled based on mapping provided by HOS/DHOS

Procedure

Invoicing – New Students

·  Once a student has accepted the initial School Letter of Offer (LOO), an invoice for the first term of study will be prepared by the ARO and issued to the student via the Sales and Marketing team.

·  The invoice must be paid by the Payment Due Date specified in the invoice (usually 21 days before start of term), but in any event all fees and charges must be paid before the start of term.

·  The Sales and Marketing team will be responsible for ensuring that all new student invoices are paid before start of term; in certain situations the Director Sales and Marketing can approve an initial payment arrangement for the first term’s fees – please refer to the separate Fee Instalment Plan and Debt Arrangement Policy and Procedure – all such plans must be submitted to the ARO on approval and must be adhered to.

Invoicing – Continuing and Returning Students

·  ARO will prepare invoices for the upcoming term of study, based on the current enrolment mapping and applicable non-tuition charges less any eligible discount or scholarship approved. Invoices will be prepared and despatched normally during week 5 of the preceding term or at the latest 30 days prior to the Payment Due Date.

·  The invoice must be paid by the Payment Due Date specified in the invoice (usually 21 days before start of term), but in any event all fees and charges must be paid before the start of term.

Created: June 2010 Modifed: November 2014 Review Date: November 2015

Policy Owner: ADF Version: 3 Page 1 of 3

This online version is a controlled document. Any printed versions are considered uncontrolled versions of the document.

Payments

Students are responsible for ensuring payment by the Due Date and that there are sufficient payment details provided (Student Name or Student Id#) to ensure proper identification.

Current Payment Options (bank transfer, credit card, direct deposit etc.) will be contained in each student invoice.

ARO will be responsible for processing of all student payments and applying them to each student’s account. In the event that a payment is unable to be identified it will be placed in an unidentified account pending resolution. In the event that a student believes that their account has been paid they will be required to provide supporting documentation for the funds transfer/payment to enable identification and in need tracing of the payment in the banking system.

While Students are permitted to change their enrolments up until Census Date of each term, they should carefully note the School’s Refund Policies – Student Tuition Fees Refund Policy and Procedure and Deposit and Accommodation Bond Refund Policy and Procedure.

Payment Arrangements

·  As noted above, New Students may obtain approval from the Director Sales and Marketing for an initial Instalment Plan. This Instalment Plan must be adhered to; otherwise the full amount owing will be due and Payable – see the Fee Instalment Plan and Debt Arrangement Policy and Procedure.

·  International students from certain countries may be eligible to obtain funding or loans from their government and certain payment flexibility will be allowed depending on the timing of the government funding. At all times, however, the student is responsible for ensuring that the School is fully informed as to the timing and amount of that funding. Nevertheless, it remains the student’s responsibility to ensure their account is up to date. Non-payment procedures, as noted below, could still apply.

·  In the event that a continuing or returning student is experiencing severe financial difficulties the ADF may approve an Instalment Plan or Debt Agreement that must be strictly complied with. Otherwise, the full amount owing will be due and payable – see the Fee Instalment Plan and Debt Arrangement Policy and Procedure – and an administration charge of $500 will apply to all instalment/debt arrangements.

·  For further hardship assistance, students should also refer to the Financial Assistance Policy and Procedure.

Collection Procedures

Any student whose account remains outstanding at the start of term will be advised in writing of the consequences of non-payment, including:

·  Removal of access to School services such as class attendance, IT services, Library, withholding of academic results and graduation eligibility;

·  Late Fee of $500;

·  In the case of international students, a condition of the Australian Government student visa is

that the student must remain financial at all times. Breach of this will result in a Notification of

Intention to Report to the Department of Immigration and Border Protection (DIBP);

·  Legal action for recovery using the School’s Debt Collection Agency.

Related Information and Forms

Deposit and Accommodation Bond Refund Policy & Procedure Fee Instalment Plan and Debt Arrangements Policy & Procedure Financial Assistance Policy & Procedure

Created: June 2010 Modifed: November 2014 Review Date: November 2015

Policy Owner: ADF Version: 3 Page 2 of 3

This online version is a controlled document. Any printed versions are considered uncontrolled versions of the document.

Student Tuition Fees Refund Policy & Procedure

Comments

November 2013: Substantial rewrite based on changed procedures, systems and responsibilities November 2014: edited Policy text regarding ‘the School’ name; edited Coverage text to state Leura and Sydney campuses and wherever BMIHMS programs are delivered; Assistant Director Student Services replaced with Assistant Director Finance as policy owner; Department of Immigration changed to Department of Immigration and Border Protection.

STUDENT ACCOUNTS & COLLECTION POLICY

· Financial Policy

· Collections Policy

· Billing Rights Summary

Financial Policy

Emerson College's policy is to provide educational programs, room and board, and social opportunities for students at a cost compatible with high quality education standards. Every effort is made to make these charges clear and prominent. Each student is responsible for understanding the charges and meeting financial obligations on time. While we understand that many students receive financial assistance from third parties, including federal financial aid, the ultimate financial responsibility belongs to the student.

The College's financial policies are detailed in the undergraduate and graduate catalogues. They are summarized as follows:

Payment Policies

1. Bills are payable in full prior to the beginning of each semester. (See Undergraduate Billing or Graduate Billing for details and deadlines.

2. Emerson generates electronic billing statements each semester. Statements can be viewed through TouchNet by logging in as a student through eCommon, or as an Authorized User through www.emerson.edu/payment.

3. Students are responsible for paying their student account balances in full by the payment deadline, whether they have received statement notification or not. Students should adhere to the billing due date to avoid having their registration terminated. Students with unresolved account balances will be automatically deregistered. For additional information, read our Financial Policies. You can monitor your balance online by logging into eCommon.

4. All balance and payment notifications are sent to students' Emerson e-mail addresses monthly. Students are responsible to maintain their correct e-mail addresses with the College.

Outstanding Accounts

1. Students who are required to reside on campus based on Emerson's Residency Requirement:

· If your student account is not in good standing after the billing deadline (August 1 for Fall, January 3 for Spring) you will lose your on-campus housing assignment and will be administratively withdrawn from Emerson College.

· Your student account is considered in good standing if, by the billing deadline each semester, your room, board, tuition, and fees are paid in full; you have a pre-approved payment arrangement (approved by the Office of Student Accounts) that has been paid up to date; or you have financial aid (already approved) sufficient to cover your account balance.

2. Students who are on-campus but not part of the Residency Requirement:

· If your student account is not in good standing by the billing deadline (August 1 for Fall, January 3 for Spring) your room reservation will be voided and you will be deregistered for the semester. You will be welcome to register once payment has been submitted in full, however students who lose their residence reservations will only be placed back on campus on a space-available basis.

3. Failure to meet the initial payment due date directly or through written evidence of grants and/or loans results in the monthly assessment of a 1.5% finance charge, compounded monthly.

4. For students accepted after the original payment due dates, an unpaid balance at the end of the fifth week of classes may result in:

· Cancellation of enrollment

· Denial of registration for future classes

· Denial of occupancy in a residence hall room

· Denial of the use of the college dining room, library, and all other college facilities

Cancellation of enrollment and denial of college services does not excuse students from paying their remaining balances. Students are charged for damage, breakage, or loss of college property, including library materials.

Collections Policy

Student accounts not covered by financial aid or an approved payment plan will accrue monthly finance charges on the unpaid balance. Students with an unresolved balance at the end of the add/drop period may be withdrawn from enrollment at Emerson College. If a student account obtains a balance later in the semester, a balance hold will be added to the account which will block students from participating in registration for future semesters.

Students who leave Emerson College with an outstanding balance will be uploaded to our third party billing servicer, ECSI, and will be reported to the national credit bureau. Students who do not resolve their balance with ECSI will be reported to a collection agency and will be responsible for all collection fees and interest charges.

Billing Rights Summary

If you believe your bill is incorrect, or if you would like more information about a transaction on your bill, write to us at:

Emerson College Office of Student Accounts 120 Boylston Street Boston, MA 02116

We must hear from you within 60 days of the bill that the item of concern first appeared. You may telephone us, but doing so does not preserve your rights. Please include in your letter:

· Your name, the student's name and student ID #

· The dollar amount of the suspected error

· A description of the error and an explanation, if possible, of why you believe the error occurred.

You do not have to pay the amount in question while we investigate, but you are obligated to pay the portion of your bill that is not in question.