THIRD PARTY SPONSORED STUDENTS
Who are sponsored students?
Sponsored students are students who receive tuition assistance from an outside source that needs to be invoiced (i.e. employer, military, state agency, etc). Sponsor payments are referred to as third party scholarships, and they are subject to the same federal reporting requirements as other financial aid. Should you have any questions about whether or not you are a sponsored student, please contact Paula in the Cashiers Office, TSC 246, 435-797-1075, paula.quay@usu.edu.
What are third party sponsor requirements?
- The sponsor is not related to the student.
- The sponsor notifies the Cashiers Office of all current sponsored students and any changes affecting their commitments through a letter of authorization.
- The sponsor has satisfied all prior commitments in a timely manner
- The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA) and not disclose student information to others without the express written approval of the student.
What is a letter of authorization or authorization for payment?
Many sponsors have their own form to authorize payment of tuition. Whether submitting a sponsor’s own form or a separate letter of authorization sent on letterhead paper, it should include the following information:
- The sponsored student’s name and identification number
- The amount of the sponsorship or the basis for calculating the award
- Type of charges the sponsor will pay (tuition, mandatory fees, optional fees, health insurance, and on-campus housing, books, parking, etc.)
- The period of the sponsorship
- The sponsor’s name and billing address
- A contact name, phone number and e-mail address
- The signature of the sponsor or other person authorized to make commitments on behalf of the sponsor
- Any applicable purchase order numbers, work order authorizations or other billing codes
- Any unique billing requirements
Each student is responsible for verifying that their own payment authorization has been received by the Cashiers Office.
Where do I begin?
All sponsored students must go to the Cashiers Office, TSC 246, to sign the Sponsored Student Promissory Note before each semester begins
When to send the letter of authorization.
The sooner the better. Payment credits can be applied as soon as the letter of authorization is received, avoiding late payment notices and class purges
Where to send the authorizations for payment?
MAIL: Utah State University
Cashiers Office
ATTN: Paula
2400 Old Main Hill
Logan, Utah 84322-2400
FAX: (435) 797-0367 ATTN: Paula
Email: paula.quay@usu.edu
Will I need to pay out of my own pocket?
Based upon authorized payment vouchers from the sponsor, a provisional credit is given to a sponsored student account to mark the account as paid. Because of this, all pre-registered students must contact the Cashiers Office before the payment due date to ensure their classes will be held. In some cases, a student may have to pay the difference between the sponsor’s dollars and the total tuition before the payment due date.
What if I change my class schedule?
If after the initial registration the student’s schedule is changed, the student must contact Paula in the Cashiers Office, TSC 246, (435) 797-1075, paula.quay@usu.edu. If the schedule change causes the total tuition to exceed the amount originally authorized by the sponsor your classes may be dropped. Most sponsors are willing to work with students in covering additional costs. It is the student’s responsibility to contact the sponsor.
A sponsored student may not accept a refund if the payment is drawn from the sponsor’s funds. Please contact Paula (435) 797-1075 if you have any questions about refunds received from USU to avoid possible repayment in the future.
What is the third party billing process?
The process is initiated when the University receives a letter of authorization from the sponsor. Upon receipt of the letter, the student’s account is credited conditionally for the expected amount of the sponsor payment. Provisional payment credits are not final until the sponsor has made payment in full. The University bills sponsors at the close of the add/drop period.
When do sponsors get billed?
USU bills third party sponsors at the end of the add/drop period. Payment terms are "Due Upon Receipt". USU will make reasonable efforts to accommodate specific billing requirements of sponsors. Students are expected to provide any documentation, notifications, grades, etc. required by the sponsors.
A $10.00 processing fee will be charged for each student, each semester, at the time the provisional credit is applied. Fees will be posted and invoiced directly to the vendor.
How do sponsor’s get a student's grades, transcripts, etc.?
The student is responsible to provide the sponsor with required information. The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 and not disclose this information to others without the express written approval of the student.
What if my sponsor doesn’t pay?
If for some reason the sponsor doesn’t pay what they have promised, the student is responsible for payment of the balance due. The student’s transcript, diploma and future registration will be on hold until the balance is paid in full.