Santa Clara University

BILLING AND PAYMENT PROCEDURES

STUDENT ACCOUNTS AND BILLING

Students assume responsibility for all costs incurred as a result of enrollment at Santa Clara University and agree to abide by applicable University policies and procedures.

Students may designate a third party (e.g., parent, spouse) to be an authorized payer for their student account. That individual is authorized by the student to have access to their billing statements and to make payments on the student’s behalf. Once authorization is arranged, the authorized payer will be notified via the e-mail address provided by the student verifying their access to view and pay a student’s bill online. Authorized payers do not have access to any other student account information via this site.

Students receive monthly bills electronically via a third-party vendor that are accessible through University e-campus. A billing notification will be sent to the student’s University e-mail address and to the e-mail address of any payer authorized by the student. Students may also forward their student account statements electronically to any third party they authorize for remittance. Information on a student’s account cannot be provided to any third party payer unless a completed Family Educational Rights and Privacy Act form authorizing its release by the student is on file with the University.

Students are obligated to pay the applicable tuition and fees associated with their enrollment status by the published payment deadline. Registered students who do not withdraw formally from the University are responsible for all tuition and fees assessed to their account as well as any penalty charges incurred for nonpayment. Nonattendance does not relieve the student of his or her obligation to pay tuition and fees.

PAYMENT METHODS

Santa Clara University offers a variety of payment methods to students and their parents to assist with their financial obligations.

Payment by Electronic Check
A student or authorized payer may make online payments by authorizing a fund transfer directly from their personal checking or savings account through a third-party Web site accessible via the University e-campus system. The payer is able to make electronic check payments online without incurring a transaction fee.

Payment by Mail
Payments for student account charges are accepted by mail utilizing the University’s cash management service lockbox. The payer should download a copy of the student’s billing statement, enclose it with a personal or cashier’s check payable to Santa Clara University, and mail both to Santa Clara University Bursar’s Office, P.O. Box 60000, File 72662, San Francisco, CA 94160-2662.

Payment in Person
Payments for student account charges may be made in person by cash or check at the Bursar’s Office in Walsh Administration Building. The Bursar’s Office is not able to accept any electronic form of payment, including debit or credit cards. However, there are computer kiosks located in Walsh Administration Building for the convenience of students and their payers who wish to make electronic payments.

EXTENDED PAYMENT OPTIONS

For students and their families wishing to spread payments over a period of time, the University offers various extended payment plans through a third-party vendor. There is a modest fixed fee to enroll in these plans, but no interest is charged during the payment term. Information about these plans is available on the Bursar’s Office Web page.

DELINQUENT PAYMENTS

If all charges on a student’s account have not been cleared by payment, financial aid, or loan disbursement, a late payment fee will be assessed to the student’s account and a hold will be placed on the student’s record. A hold on a student’s record prevents the release of transcripts or diplomas, prevents access to any registration services, and may limit access to other University services. Students who have unpaid accounts at the University or who defer payment without approval are subject to dismissal from the University. All unpaid balances will accrue 10 percent interest per annum on the balance remaining from the date of default in accordance with California state law.

Delinquent student accounts may be reported to one or more of the major credit bureaus and may be forwarded to an outside collection agency or an attorney for assistance in recovering the debt owed to the University. The student is responsible for all costs incurred to collect outstanding debt, including but not limited to accrued interest, late fees, court costs, collection fees, and attorney fees. All outstanding bills and costs of collection incurred by the University must be paid in full prior to a student re-enrolling at the University.

BILLING DISPUTES

If a student believes there is an error on his or her billing statement, a written explanation should be forwarded to: Santa Clara University, Bursar’s Office, 500 El Camino Real, Santa Clara, CA 95053-0615. The Bursar’s Office must receive written correspondence within 60 days from the billing statement date on which the error appeared. Communication can be made by telephone, but doing so will not preserve the student’s rights.

Communication should include the student’s name, SCU identification number, the amount in question, and a brief explanation. Payment for the amount in question is not required while the investigation is in progress. An adjustment will be made on the student’s account for any incorrect charges. If the amount in question is found to be valid, payment must be submitted to the Bursar’s Office immediately upon notification.

REFUND PAYMENTS

Refunds will be granted only for student accounts reflecting a credit balance. A refund will not be granted based on anticipated aid. All financial aid must be disbursed into a student’s account before a refund is processed. It is the student’s responsibility to make sure that all necessary documentation is completed and submitted to the Financial Aid Office so that aid can be disbursed properly and in a timely fashion. Payment received by personal check will have a 21-day hold before a refund can be issued.

TUITION INSURANCE PROTECTION

Students and their families may protect themselves against financial loss due to an unexpected withdrawal from the University for medical reasons by purchasing tuition insurance coverage. The University has identified an insurance company, Dewar, Inc., to provide an optional tuition insurance protection plan. This plan is designed to protect from loss of funds paid for tuition should it be necessary to withdraw completely from the University during the term for medical reasons. Information on the tuition insurance plan is available from the Bursar’s Office and on its Web site.

EDUCATIONAL TAX CREDITS

Students may be eligible for a higher education tax credit designed to help students and their parents finance the cost of education. Tax credits are based on the amount of qualified tuition and fees, less grants and other tax-free educational assistance, and the taxpayer’s adjusted gross income. Students enrolled in an eligible degree program may qualify for a Hope Scholarship Credit or Lifetime Learning Tax Credit. Specific information is available from the Internal Revenue Service.