Student Billing Information
The following information is provided to help students fulfill their financial obligations.
Monthly Account Statements: A statement listing all new financial transactions for a student is produced monthly by the Business Office. The statement is mailed generally the first week of each month to the student and/or to a different student billing address, if given. Payment in full is expected upon receipt of statement; a 1% charge is normally posted monthly on overdue balances. A complete statement giving a detailed financial history of the account can be given to a student upon personal request.
Statements for Religious Community Students: With exceptions for selected religious communities, monthly statements will be mailed to student members of religious communities for purposes of immediate payment. Due to Federal privacy regulations, WTU will be unable to mail statements to third parties.
Statements for Lay Students: Lay Students are responsible for paying tuition and all charges posted on their account upon receipt of the monthly statement, regardless of whatever financial support may be provided to them otherwise.
Posting Charges: Tuition and all other related charges for the Fall, Spring and Summer sessions are listed initially in the statements mailed to students in August, December and May. Changes affecting tuition and other charges will be listed in the next monthly statement issued after the transaction is posted.
Adjusting Charges: Changes to charges on a student’s account will be posted only after a student’s written request or applicable form is received and then approved by the authorized person in the responsible Union office, as listed below:
Tuition and related academic fees – Registrar (x5264)
Room/Board Fee – Student Life Office (x5222)
Student Service Fee – Student Life Office (x5222)
Formation Fee – Formation for Ministry Office (x5216)
Sabbatical Fee – Sabbatical Office (x5233)
Financial Aid – Financial Aid Office (x5264)
NOTE: To obtain full or partial remission of charges for courses, workshops and symposia, the student must provide a completed Registration Change form directly to the Registrar’s Office. Full or partial remission is computed based upon when the form is received by the Registrar; the desired remission percentage cannot be guaranteed if students use fax, mail, phone call or email methods to transmit the information.
Processing Financial Aid: A student who has been awarded financial aid (scholarship or grant) will receive a letter confirming the award from the Financial Aid Office. The awarded amount of financial aid is normally posted to the account proximate to the student’s registration for the applicable semester session. Changes to awarded amounts are posted according to registration. Tuition remission granted under the Work Service Program will be posted at the semester’s end after certification. Financial aid is totally rescinded and not pro-rated for courses that are dropped.
Processing Stafford Loan Checks: When the Stafford Loan check is received, the Business Office will notify students who must sign the check, since it is normally made payable to the Union and the student. The loan check amount will then be applied to the charges on the student’s account. If a refund is applicable, then it will be issued in a timely manner. Loan applications are made through the Financial Aid Office, not the Business Office.
Making Payments: We accept cash, check or credit card (Mastercard, Visa, Discover and American Express). Please make payments directly to the Business Office. Payment should be accompanied by the mailed statement. To ensure proper and timely receipt, a payment should not be attached to registration forms or otherwise left with a staff office/person. All payments are due no later than the end of the first full week of the semester. We do not accept payment plans.
Processing Account Refunds: The Business Office regularly reviews accounts to identify those with credit balances and will determine and issue refund checks in an orderly manner according to the student’s account activity and/or agreement.
IRS Form 1098T. The Business Office, in accordance with IRS regulations, provides a student with a 1098T form that validates the amount of tuition and scholarships for the calendar year. The form is mailed to the student each year by January 31 for purposes of filing a tax return.
Privacy: Access to information concerning a student’s account is governed by the Federal Privacy regulations as published on the Union’s website.
Questions: Questions or clarification concerning charges should be referred to the proper office as listed above. The Business Office (202) 541-5237 is the point of contact for questions about payments and other general financial matters.