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Policies and Procedures

  1. Billing and Due Dates
  2. Service Charges and Non-Payment Fees
  3. Third Party Billing
  4. Registration Holds
  5. Refunds
  6. Delinquent Accounts
  7. Payment Options
  8. IRS Form 1098-T

Billing and Due Dates

Georgetown University does not issue paper bills. Electronic copies of the student bill are periodically posted online. Upon the issuance of a new bill, an email will be sent to the preferred email address on file (by default, this will be the student's Georgetown email address), as well as to the email addresses of any authorized user. The email itself is not a bill, but a notification that a new bill has been posted online at Student Account Services (accessible via MyAccess).

In general, bills will be issued for students with debit balances on a monthly basis. At the beginning of the fall and spring semesters, additional bills may be issued to ensure that students are kept fully apprised of changes to their accounts.

The following table contains the due-dates for each academic term.

Term Due Date
Fall 2014 August 22, 2014
Spring 2015 January 6, 2015
Summer 2015 Pre-Session TBA
Summer 2015 First Session TBA
Summer 2015 Second Session TBA

The due-date for any monthly bill is the 27th of that month.

The due-date for any installment of an active monthly payment plan is the 27th of the month.

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Service Charges and Non-Payment Fees

The Office of the Registrar considers a student's registration to be complete only when payment (or payment arrangements, e.g., payment plan enrollment) for tuition and fees has been made in full. Following the end of the registration period, any student with an outstanding balance will be assessed a flat-fee of $100.00 at the behest of the Registrar for non-payment.

In the event that the student is expecting a payment from a third-party source that will cover a portion of his or her balance, every effort should be made to pay off the remaining balance by the due date. Late fees that accrue against any portion of the student’s balance for which the student is responsible will not be waived.

Service charges and non-payment fees will not be forgiven if they are assessed due to late or incomplete submission of financial aid application materials, late or incomplete submission of sponsorship documentation, or enrollment in a payment plan after these penalties have been assessed.

The monthly due-date for resolving an outstanding balance is the 27th of the month in question. Any student with an outstanding balance as of the close of business on the 27th will be subject to the assessment of a service charge equal to 1.75% of the balance. It is the responsibility of the student to monitor his or her account online at MyAccess and to pay off any outstanding balance prior to the close of business on the 27th of each month.

 

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Third Party Billing

The Office of Billing and Payment Services routinely invoices United States Government agencies, foreign embassies, private companies, and scholarship organizations for the educational costs of Georgetown students.

In order to meet the requirements of FERPA, and to ensure that bills are issued only for eligible students, we require documentation, submitted by the student and endorsed by the sponsor, authorizing Georgetown University to bill the sponsor. Any such authorizing document must contain the following (authorizations which fail to meet any of these requirements may be deemed insufficient):

  • Student name
  • Georgetown University ID number (the 9-digit code beginning with 'G00')
  • Name, physical address, and email address of the sponsor
  • Academic terms covered
  • Types of charges covered (i.e., tuition, fees, housing, etc.)
  • Expected dollar amount of coverage
  • Any special invoicing requirements of the sponsor

Examples of acceptable documentation include the US Government Training Authorization Form (SF-182), Contract for Commercial Items (SF-1449), a financial guarantee from a foreign government, or any award letter on official letterhead containing the above items.

In order to ensure prompt processing, authorizations should be sent via email as .PDF attachments to thirdpartybilling@georgetown.edu. In the event that the student does not have access to an electronic copy of the document in question, and does not have access to a scanner, authorizations can be faxed to (202)687-1963 or mailed to our office.

When possible, invoices will be spent to the sponsoring entity within 72 hours of receipt of the authorization. In the event that the authorization is sent prior to the registration period for a given term, and the student has not pre-registered for courses, invoices will be sent following the end of the add/drop period. During the summer terms, invoices will be sent following the receipt of authorization and the assessment of charges.

Georgetown University expects sponsors to process invoices and submit payment upon the issuance of an official invoice. If the billing authorization is submitted at the beginning of the semester, a 45-day exemption from late fees and service charges will be granted to any balance covered by a sponsor, in order to give the sponsor ample time to process the invoice. If the sponsor fails to make payment after this point, financial responsibility will revert to the studentAny outstanding balance will be subject to late fees, service charges, and the student will have a registration hold placed on his or her account. Registration holds will only be removed when the balance is paid in full.

Any student sponsored by an agency that refuses to remit payment until after the completion of a course or semester , or by an agency that will not remit payment upon receipt of an invoice for any reason, will not be granted the aforementioned exemption from late fees or service charges. In instances such as these, it will be the student's responsibility to arrange for payment of his or her balance by the payment due date, and then recoup the funds from any subsequent payment by the agency in question.

Any student sponsored by an agency that intends to remit payment directly to the student (as opposed to paying Georgetown directly) must make arrangements to settle his or her balance by the due date. Any late fees which accrue against an unpaid balance after this date will not be reversed.

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Registration Holds

Registration holds prevent academic registration, the generation of official transcripts, and graduation. They are  applied to the accounts of students with outstanding balances prior to the start of pre-registration for the following term according to the following schema:

Term Date On Account Balances Greater Than
Spring 2015 October 31, 2014 $2,000.00
Summer 2014 January 31, 2014 $100.00
Fall 2015 March 28, 2014 $100.00

Please note that the summer school hold applied at the end of January only prevents early registration for summer for those select populations entitled to early registration. It does not prevent access to official transcripts.

Additionally, any student that has become inactive and for whom there remains an outstanding balance will have a hold placed on his or her account. Students will be declared inactive when on of the following occurs:

  • The student does not register for the current term
  • The student has graduated from Georgetown University and has not been admitted into another program
  • The student withdraws from school during the current term for any reason
  • The student takes a leave of absence

The Office of the Registrar will only release official transcripts covering the most recent term to students with a zero-balance for that term. Former students must be paid in full in order to receive an official transcript.

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Refunds

Refunds are available to students with a credit balance, which is represented on the student bill with a negative value in the 'Account Balance' field. A negative balance in the 'Current Due' field can represent pending aid, and does not guarantee a refundable balance.

The refund process takes 3 to 4 business days from submission of the refund request. Any Title IV funds from Federal Loans which exceed tuition charges and mandatory fees will be automatically refunded by Georgetown 14 days after disbursement in accordance with federal laws. Regardless of this practice, we encourage all students to request their refund online as soon as it becomes available, and to review any refund that they receive.

If for any reason a refund request is not approved, an email will be sent to the student indicating the reason and the contact person with whom the student should discuss the matter. If, after further analysis, it is determined that the student is eligible for a refund, a new request must be submitted online

If the student has established an electronic refund profile, refunds will be deposited to the account indicated via ACH (Automated Clearing House) transaction. If the account information is inaccurate, or if the account has been closed, the student will be notified via email of the failed transaction.

Students who have not established an electronic refund profile, refunds will be issued via paper check and mailed to the student's local address, if one is on file, otherwise to the permanent address on file. If the paper check is not received in a reasonable amount of time, the student should contact the Office of Billing and Payment Services and request a stop payment of the missing check. When this has been accomplished, the student will need to verify the address on file, and again request the refund.

As an alternative, a student can have any refund issued directly to his or her GOCard, either by visiting our offices in the lower level of White Gravenor or by visiting the GOCard office in Darnall Hall, thereby having access to these funds instantly. Note: there is a limit of $1,500.00 per semester for GOCard refunds.

If a student receives a refund to which he or she was not entitled, any outstanding balance that may result must be paid back to the student account immediately to prevent penalties.

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Delinquent Accounts

All inactive students with outstanding balances have 30 days to remit payment in full to the Office of Billing and Payment Services. A final invoice will be mailed to the permanent address on file. If payment has not been made by the due date, the account will be forwarded to a collection agency. Collection agencies typically assess a fee equal to one-third of the value of the debt; the student will be responsible for paying this fee in addition to the original outstanding balance. In addition, the collection agency will report the debt to the nation's three credit reporting agencies.

Past due balances are non-negotiable and will not be recalled from the collection agency once submitted.

Students will be declared inactive when any of the following circumstances obtain:

  • The student does not register for the current term
  • The student has graduated from Georgetown University and has not been admitted into another program
  • The student withdraws from school during the current term for any reason
  • The student takes a leave of absence

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Payment Options

The Office of Billing and Payment Services accepts the following payment methods:

  • Electronic Checks
    • Must be made online at the Student Accounts Services Site accessible via MyAccess
    • Must come from a regular US-based checking or savings account. eChecks written from money market, investment, or line-of-credit accounts will be returned
    • eChecks returned for any reason may be subject to an $80 returned check fee
    • In certain cases, verification of eCheck clearance may be required before the removal of a registration hold. The final day to pay via eCheck in order to clear a registration hold prior to graduation is 5 business days before the start of graduation. After this point, payment must be made via cash, wire, certified check, or money order
  • Paper Checks
    • Must be drawn from a US-based bank, and in US dollars
    • Student name and 9-digit Georgetown ID must appear on the check
    • Checks should be mailed to the address listed on this website exactly as it appears
    • Checks returned for any reason may be subject to an $80 returned check fee
    • A paper check must be received by the due date in order to prevent the assessment of service charges
    • In certain cases, verification of check clearance may be required before the removal of a registration hold. The final day to pay via check in order to clear a registration hold prior to graduation is 10 business days before the start of graduation. After this point, payment must be made via eCheck, cash, wire, certified check, or money order
  • Cash
    • Never send cash through the mail
    • Can be deposited with our cashier on campus between 9am and 3pm Monday - Friday.
  • Wire Payments
    • For wire instructions, send an email request to studentaccounts@georgetown.edu
    • Wires should be sent in US dollars
    • Student name and 9-digit Georgetown ID must appear on the check
    • Wire confirmation should be emailed or faxed to this office
    • Wires will be posted on the business day following deposit into Georgetown's bank account
    • Note that while domestic wires occur in real-time, wires originating in foreign countries may experience delays
    • Neither Georgetown University, nor our financial institution, deducts any fees from wire transfers
  • Credit Cards (limited acceptance)
    • Only available to students taking courses through the School of Continuing Studies
    • Visa, Mastercard, and American Express are accepted
    • Students may request a credit card authorization form by emailing studentaccounts@georgetown.edu
    • Students may bring their card to the Office of Billing and Payment Services on campus between 9am and 5pm, Monday - Friday. 
  • Certified check / money order
    • Certified checks and money orders can be mailed or delivered in person to our office on campus
    • Georgetown University reserves the right to insist upon payment with a certified check
  • Financial Aid
    • For instructions on applying for aid, visit the website of the Office of Student Financial Services
    • Estimated aid will be reflected on the bill as "memo" items
    • All financial aid memos will be removed from student accounts before the end of the semester. Late fees will be assessed against any remaining balance
      • Fall memo removal date: October 15th
      • Spring memo removal date: March 1st
    • Any questions about financial aid should be directed to the student's counselor

IRS Form 1098-T

In accordance with Federal regulations, Georgetown will mail a copy of a student's 1098-T form for a given tax year by January 31st of the following calendar year. At the same time, an electronic copy of the form will be posted online at MyAccess. Note that the IRS gives educational institutions the option of reporting either payments received or amounts billed. Georgetown has elected to report the amounts billed for each student (box 2 of form 1098-T).

A student's form will be mailed to one of the following types of address on file with the university (in descending order):

  1. Tax address
  2. Billing address
  3. Permanent address
  4. Local off-campus address
  5. Applicant Address

Form more information on tax benefits for education, consult IRS Publication 970.

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OFFICE OF BILLING AND PAYMENT SERVICESGeorgetown University3700 O St. NWLower-Level, White GravenorWashington, DC 20057Phone: (202) 687.7100Fax: (202) 687.1133studentaccounts@georgetown.eduMyAccessAuthorized User Access

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