PROCEDURE - CR2062 - MISCELLANEOUS STUDENT FEES AND CHARGES
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure - CR2062 - Miscellaneous Student Fees and Charges

Office of the Corporate Controller

Policy Steward facilitating procedure: Associate Vice President for Finance and Corporate Controller

Table of Contents:


GENERAL:

In addition to the regular tuition, room and board charges, students may be required to pay additional specific fees or charges (such as lab, equipment rental and/or equipment damage fees, late registration, drop/add fees, library fines, etc.). When incurred, certain charges are applied to the student's financial account. This procedure outlines the process of charging and collecting payment of these fees and charges.

All fees and charges must be approved according to Policies AD15, "Fees and Charges for Facilities and Services," or BT06, "University Student Course-Related Fees and Specific Charges."

PROCEDURE:

Department Heads are responsible for ensuring students are made aware of any course related fees or department charges they have incurred and that they will be billed for the amount of such fees and/or charges by the University Bursar.

The department will post miscellaneous fees and/or charges (with the exception of system generated fees) to the student's account via LionPATH as incurred. The applicable department budget for system generated fees is credited by LionPATH when the charge is posted to the student's account. Typically, this occurs the week following the posting of the charges.

Income for all other miscellaneous fees is credited to the department budget when paid by the student. A small service fee is credited to the Bursar's Office to pay for the collection costs.

NOTE: In order to get access to the appropriate screens via LionPATH, the department must contact their Access and Security Representative in accordance with Policy AD23, "Use of Institutional Data."

If a student has received federal aid, they will be required to grant permission in order for federal aid to cover miscellaneous fees. See Exhibit "A" for a copy of the permission.

Certain charges may be conditional based on the student's handling of University property. If the student is required to return a borrowed item in order to avoid a specific charge for that item, and he/she complies, the student's account is not charged. For example, if a student receives lab goggles from the Chemistry lab to be used for a Chemistry course, and he/she does not return the goggles to the lab upon completion of the course, then he/she will be charged a fee; however, if the student does return the goggles, he/she will not be charged.

Once the charge has been posted to the student's account, it will appear on the next student billing statement. Bills will be generated on a monthly basis (1st day of each month) with a due date of the 22nd day of the month. Billing statements are prepared by the Bursar's Office and are available to view and/or pay via the Student Center in LionPATH.

Outstanding fees and/or charges should be paid when first billed; however, if payment is not received prior to the next billing, the charges will appear as a prior balance. Failure to pay miscellaneous charges by the due date on the bill may result in a financial hold being placed and a late fee assessed on the student's account. The hold will prevent the student from obtaining an official transcript and will not allow enrollment for future semesters until payment is received.

Students have the option to pay their bill online via eCheck or credit card. Students may also forward the appropriate portion of the bill/account statement with the proper remittance to the Office of the Bursar at University Park or the applicable campus/college Bursar's Office. The itemized transaction portion of the bill is retained by the student.

The student's canceled check will serve as evidence of payment. If payment is made in person at a campus, a receipt can be issued. If a cash payment is received a Pre-numbered Receipt must be issued.

The student's account will be updated accordingly to reflect payments received and processed by the Bursar.

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.

RECORD RETENTION, DISPOSITION AND DESTRUCTION:

Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management , and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.

EXHIBITS:

CONTACT INFORMATION:

For questions, additional detail, or to request changes to this procedure, please contact the Associate Controller

CROSS REFERENCES:


Procedure Status:

Date Approved: 03/13/2017

Most recent changes:

Revision History