We are excited to have you and your student with us, and welcome you to the Santa Clara University community!
We recognize the enormous role you have played in readying your son or daughter for college. We hope you find the resources on the page helpful. This Frequently Asked Questions (FAQ) section for parents and family, answers some of the most commonly asked questions the One Stop staff receives.
When are the payment deadlines?
Fall: August 21st
Winter: December 21st
Spring: March 21st
Summer: May 21st
Fall: August 21st
Winter: December 21st
Spring: March 21st
Summer: May 21st
Fall: July 21st
Spring: December 21st
Summer: April 15th
When does billing come out? How much should I pay?
Billing is processed electronically by the 1st of each month and will include:
- Charges: tuition, housing, orientation fees, Access card charges(if applicable) and other misc. fees
- Credits: deposits, payments, anticipated and disbursed SCU aid, Federal & private loans and reported external scholarships
An e-bill notification will be sent to the student’s SCU gmail account and any authorized user they set-up. he student must provide permission to any third party to view financial information and submit payment on their behalf by setting them up as an Authorized User.
The dates are the same each year:
August 1st - Billing statement publishes with anticipated aid to show true balance due
August 21st - Tuition Payment Deadline
December 1st - Billing statement publishes with anticipated aid to show true balance due
December 21st - Tuition Payment Deadline
March 1st - Billing statement publishes with anticipated aid to show true balance due
March 21st - Tuition Payment Deadline
**Important Reminder: Students receive a bill each month. Although the payment deadlines per term are set, students may accrue miscellaneous fees from other departments (or when adding money to their Access card) that may show up on a billing statement for a non-payment deadline month. Please make it a habit to check your billing statements on the SCU Pay Site every month.**
What is the Mailing address for payments? How about the overnight mailing address?
Please mail tuition checks to the following address:
SCU Payment Processing
Santa Clara, CA 95052-0550
If you would like to mail a tuition check overnight, please use this address:
Attn: Bursar Office
Santa Clara University
500 El Camino Real
Santa Clara, CA 95053
Make sure to include the student's name and Student ID # on the checks!
What are the methods of tuition payment at Santa Clara?
Students may pay with Checks, Cashier Checks, Cash, Online through eCampus with E-Checks.
If a student is international, they may use Flywire to wire money to Santa Clara University directly.
SCU offers an in-term payment plan option for an additional fee of $40 for each term you enroll in the payment plan.
Please note: that you must re-enroll online for each term for this in-term payment plan option.
You can learn more about the payment plan option through the Bursar webpage.
Who should I make tuition checks payable to?
Please make tuition checks payable to Santa Clara University. Be sure to include your student's name and their SCU student ID number on the memo line on the check.
What happens if I miss a payment deadline?
A late payment fee hold will be applied to the student account which would restrict the student from adding/dropping courses and requesting transcripts. The hold will be lifted after full payment is made. Please note that if you miss a payment deadline a $100 late payment fee will also be placed on the account.
What is FERPA?
In compliance with FERPA, The Federal Family Education Rights and Privacy Act of 1974 as amended, Santa Clara University (SCU) is prohibited from providing your student financial and non-directory academic information to any third party including parents, spouse, guardian, etc., without a release. This information includes various student financial or academic information, but is not limited to: all student billing items, awarded financial aid, housing, enrollment status etc. More information on FERPA can be found at www.scu.edu/ferpa
How can I be set up as an authorized user?
Only your student can sign up parents and other individuals as authorized users on their student account.
Here are the steps they need to take to set you up:
- STUDENTS -Log onto your eCampus and click on "Financial Account" Tile
- Click on the SCU Pay Sitelink on the left side menu (Please use Chrome or Firefox and that your pop up blocker is disabled so that you get to your SCU Pay portal correctly or it will appear as a blank screen!)
- Once you are on the SCU Pay Site, you need to locate the “Authorized User” section in the bottom left hand corner.
- Next, click on “EDIT” and then add the Auth User info (Please note that if you have a sibling at SCU, the Authorized Username must be different per student)
- The authorized user will then receive an email with their username and temporary password after they are signed up from email@example.com.
Authorize users are encouraged to write down their username and password for future reference.
What is the difference between FERPA and Authorized User?
Authorized Users may view and pay the bills. FERPA Release allows anyone on the Release Form to have detailed information on the student’s account (depends on what information that the student grants the person access to.)
How can I pay with my 529 Plan?
Please contact your 529 Plan and send them your student's billing statement. Have the 529 Plan company make checks payable to Santa Clara University and have them mail the checks to:
SCU Payment Processing
PO Box 550
Santa Clara, CA 95052-0550
Make sure that the checks include the student's name and their student ID number as well.
If your 529 asks for Santa Clara University's tax ID number, please provide them with the following #:
If you have any other questions, please call us at +1.408.551.1000
I need to file my taxes. How do I get access to my student's 1098-T tax credit form?
Santa Clara will be utilizing Tab Service company (TABS) for the processing of your 2018 1098-T form. Since this is a new vendor, you will need to login with the following credentials:
Login at: www.tsc1098t.com
Site ID: 11477
User Name: SCU 11 digit ID (example: 00001111111) This is the number on the front of your student's SCU Access Card!
This number is also on your monthly billing statements.
Password: Last 4 of your student's SSN; you will be prompted to change your password after your initial login for security purposes.
For security purposes, you will be prompted to change your password after your initial login. When it asks you to change your password, the current password is the last 4 digits of the student's SSN!
Toll Free Help Hotline: 888-220-2540. Below is your login screen:
If we do not have a student's SSN on file, please submit a W-9S form to the One Stop Office so that a 1098-T form can be created.
Non-Resident Alien/International students with a valid SSN/ITIN, may obtain a 1098-T form by completing the W-9S form. Bring original SSN/ITIN and Employment Card.
ALL W9-S forms must be received by March 1st in order to receive a 2018 1098-T.
Contact SCU One Stop at OneStop@scu.edu or call 408-551-1000 to obtain a W-9S form.
Use the IRS Interactive Tax Assistant tool on IRS.gov to see if you can claim the credit.
Please visit the Bursar Office webpage for detailed information about the 1098-T.
Santa Clara University staff does not provide tax advice to individuals.
Santa Clara personnel are not licensed tax advisors and cannot provide you with assistance in this regard. If you have questions about your tax filing, or your eligibility for the tax credit, please consult your tax advisor.
I have my own health insurance. How can I waive out of it?
Santa Clara University requires all degree seeking students enrolled at least half -time in their school or college to have health insurance (excluding certificate and online programs). ALL F-1 visa students, regardless of number of units, are required to have insurance.
This requirement helps to protect against unexpected high medical cost and provides access to quality health care. In order to waive out of the health insurance, students must complete the health insurance waiver before the deadline to waive, which is provided on the Cowell Health Center webpage. Click here for more information about health insurance and about the waiver.
THE WAIVER MUST BE COMPLETED EVERY ACADEMIC YEAR.
1) Please go to www.scu.edu/cowell/insuranc
2) Click on the "Click here" button of the insurance page which will then take you to Gallagher's website
and the temporary password is the 11 digit ID number with NO SPACES.
For example: (username: firstname.lastname@example.org, PW: 00001234567)
5) You, the student, will then get an email from Gallagher (if this is your first time waiving, it will give you a temp password and send it to the students SCU email, if you forgot your Gallagher Login information you can click "Forgot Password" and a temporary password will be sent to your SCU email)
6) After logging in you should click on the "I want to WAIVE" red button which will then take you to the Health Insurance waiver application.
7) After completing the application, you will get an email to your SCU email account stating that you have been approved for the waiver.
**Note for F1 visa students: please follow the extra steps available on www.scu.edu/cowell/insurance
For Additional Information
Financial Aid FAQs
What is the FAFSA?
The Free Application for Federal Student Aid (FAFSA) is the application used to determine eligibility for federal and state student grants, federal work study and federal loans. The U.S. Department of Education accepts applications beginning January 1 of each year for the upcoming academic year. Go to www.fafsa.ed.gov
What is Santa Clara University's Federal School Code?
Santa Clara University's Federal School Code is 001326.
What is a Master Promissory Note (MPN)?
The Master Promissory Note (MPN) is a legal document which the borrower signs as a promise to repay your loan(s) and any accrued interest and fees to the U.S. Department of Education. It also explains the terms and conditions of your loan(s). Unless your child's school does not allow more than one loan to be made under the same MPN, you can borrow additional Direct Loans on a single MPN for up to 10 years.
Parents must complete a MPN for the PLUS Loan!!
The Federal Direct PLUS Loan Master Promissory Note (MPN) must be signed by the parent borrower prior to the school certification and prior to the disbursement of any loan funds to the student's account. The completion of the MPN is generally signed at the time the application is submitted and can be signed electronically during the application process.
If the borrower applies for the loan each year, then the borrower only has to complete the MPN once – the first year these funds are borrowed for you. The borrower, however, must re-apply for a new loan every year.
What is Entrance Counseling (EC), and why does my son/daughter need to complete this?
If you accept a Ford Federal Direct Loan, federal and institutional regulations require you to complete an entrance counseling tutorial, where you will learn important information about repayment, deferment, forbearance and cancellation. Students meet this requirement by completing the online the entrance counseling tutorial at https://studentloans.gov.
If you have not previously received a Direct Loan, the Federal Government requires you to complete entrance counseling to ensure that you understand the responsibilities and obligations you are assuming.
Do we need to complete the Free Application for Federal Student Aid (FAFSA) to obtain a Federal Direct PLUS Loan?
Yes. The FAFSA must be completed to obtain a Federal Direct PLUS Loan, even if the family only wishes to obtain this loan. In addition, it is the custodial parent that is required to file the FAFSA with the student – regardless of which parent (custodial, non-custodial or step) wishes to obtain the Federal Direct PLUS Loan.
How do I apply for the Federal Direct PLUS Loan?
Santa Clara University Financial Aid Office does not mail Federal Direct PLUS Loan application materials. Parent(s) need to apply online at https://studentloans.gov.
To accept the Federal Direct PLUS Loan, you must log onto studentloans.gov and fill out the Federal Direct PLUS Loan application, along with the Master Promissory Note.
How does the student get notified when the Financial Aid package is ready to view?
Students will receive an email notification. Once they receive this notification, the student can log onto eCampus to accept or decline the offered aid.
Why do I not see my anticipated aid reflect on my balance yet? What should I do?!
Anticipated does not disburse into your account until 10 days before the start of classes. This will be the case for every upcoming term. If you look at your bill through CashNet, you would only have to pay the amount that will not be covered by your anticipated aid.
You can access your CashNet homepage by following these steps:
- Log onto your eCampus and on the left side menu under Bursar Office, click on "View Bill/Make Payment" (Please use Chrome or Firefox and that your pop up blocker is disabled so that you get to your CashNet screen correctly or it will appear as a blank screen!)
Here you will be able to see your monthly billing statements in the Bill section (that would show the total charges minus the anticipated aid to show you the true balance due by payment deadline months for each term).
You can also look at the “Your Account” section of CashNet for a breakdown of fees and aid. This is real-time account data so it may differ from an actual billing statement!!
Anticipated aid will always comes up on the billing statement on the first of the month that the Tuition payment is due.
Aid must be accepted to up in order for it show up as anticipated aid.