Policies and Procedures

Responsibilities of the Office of Billing and Payment Services

The Office of Student Billing & Payment Services (OSBPS) is responsible for accurate assessment of charges to students’ accounts, timely issuance of billing statements and processing of payments to Georgetown for charges assessed to students’ accounts, and for refunding overpayment of students’ accounts in accordance with Georgetown policy and federal law.

The OSBPS is open Monday through Friday, 9:00AM through 5:00PM Eastern time, excluding university holidays. Students and individuals authorized by students to access student account information may contact the OSBPS by phone at 202-687-7100 or by email at studentaccounts@georgetown.edu. All correspondence, including paper payments, should be mailed to:

Georgetown University
Office of Billing and Payment Services
37th and O St. NW 
Lower Level, White Gravenor
Washington, DC 20057

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Responsibilities of Students

By the act of registration, class attendance, or participation in other activities associated with enrollment at Georgetown, the student accepts financial responsibility for charges assessed to his/her student account. This financial responsibility is not relieved until payment has actually been made for any charges incurred.

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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 Dates
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 date published on that bill; this date takes precedence over any due-date published elsewhere..

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

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Financial Penalties: Service Charges and Non-Payment Fees

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 (which varies by campus) at the behest of the Registrar for non-payment.

Service Charges: Any balance which remains unpaid as of the posted due-date will be subject to a service charge equal to 1.75% of the overdue amount. Service charges are assessed on a monthly basis

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.

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Third Party Billing

The Office of Billing and Payment Services offers to invoice directly third-party sponsors (such as the US Federal Government, foreign governments, private companies, and so on) for the educational costs of Georgetown students, at no cost to the student.

In order to meet the requirements of FERPA, and to ensure that bills are issued only for eligible students, official documentation endorsed by the sponsors detailing the third party's obligation to the student must submitted to the OBPS. 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.

The OBPS reserves the right to refuse to invoice any third-party, and to refuse to grant temporary credit for anticipated payments.

When possible, invoices will be sent 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 student. Any 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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529 Plans

529 tax-incentivized investment plans allow students and their benefactors to pay a portion of qualified educational expenses from an investment account. Students who are the beneficiaries of plans that allow for withdrawals by request of the donor or student should make every effort to ensure that any such withdrawal is made at such a time as to allow transfer to Georgetown University by the posted due-date. Any late-fees which accrue due to late action on the part of the student or donor in this regard will not be forgiven.

Many state-run plans require invoices from the educational institution before a withdrawal will be granted. In this case, students should make sure that documentation indicating that they are the beneficiary of such a plan is transmitted to the Third Party Billing operation of this office in advance of the start of the academic term. Georgetown will submit invoices after the end of the add/drop period of each term, ensuring both compliance with the requirements of many 529 programs and an accurate statement of the student's account. Students for whom invoices are submitted will be exempt from the assessment of late fees against any portion of their bill covered by the 529 program. As such, students and their benefactors should make a good-faith effort to ensure that the remainder of the account balance has been settled by the due-date. 

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Registration Holds

Registration holds prevent academic registration, the generation of official transcripts, and the issuance of diplomas and certificates. 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
Summer 2014 January 31, 2014 $100
Fall 2015 March 28, 2014 $100

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.

Financial holds are not released until the past-due debt is paid in full; payment arrangements are not sufficient to release these holds.

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

The Office of Billing and Payment Services generally requires a student's request in order for a refund to be generated; students may request a refund whenever total payments to their account exceed total charges. Negative values in the "Current Due" field may not reflect a refundable balance, as this value can reflect memo items connected with payment arrangements (such as anticipated payments from third-party sponsors).

The OBPS will automatically issue refunds in two circumstances: when payments for a particular semester from Title IV sources exceed institutional charges (as required by federal law and regulations) and when the student has become inactive while retaining a credit balance, the action leading to the inactivity being deemed as creating a request for a refund.

The OBPS processes  refund requests within three business days of submission. Additional processing time for the generation and mailing of a refund check, or for the execution of an electronic transfer of funds, is outside the control of the OBPS.

The OBPS reserves the right to hold or deny a refund request when there is the possibility that the charges on the student account were not properly assessed, or when payments are subject to adjustment. 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 the GOCard office in Darnall Hall; funds transfered in this manner are accessible instaneously. 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.

Enrolled students may apply for an emergency loan with the Office of Billing and Payment Services. Approval of any such e-Loan request is entirely at the discretion of the Office of Billing and Payment Services. The amount of any approved loan is charged to the student account, and must be repaid in full if a student is to avoid a financial hold. 

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Delinquent Accounts

Debt to the university is immediately due at the time a student becomes inactive. The reason for the inactivity is immaterial, whether it be graduation or completion of an academic program, withdrawal, an approved leave of absence, failure to register for the next semester in the student’s academic program, or any other reason.

The Office of Billing and Payment Services will issue a final invoice to inactive students with debt. Payment is due within 30-days of the date that the statement was issued. 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. Once debt has been transferred to a collection agency, all payments will be processed by that agency. In addition, the collection agency may 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 personal 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 Checks/Money Orders

  • 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
  • Students must submit a complete (as determined by the Office of Student Financial Services) Financial Aid application
  • 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

Third-Party Billing

  • Students must submit a valid billing authorization to the Office of Billing and Payment Services Third-Party Billing operation (thirdpartybilling@georgetown.edu)

Enrollment in a Payment Plan

  • Must be performed via Student Account Services

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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. 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

Please note that IRS Form 1098-T is for informational purposes only. The data which appears on these forms can be used to claim educational tax credits, but the figures provided neither guarantee nor preclude eligibility for these tax credits. “Qualified tuition” in this context is determined by guidelines issued by the IRS. This may or may not reflect “qualified tuition” as determined by certain educational funding organizations, such as 529 plans. As a result of differing definitions as to what constitutes “qualified tuition”, there may be variation among the amounts that are deemed to qualify.

IRS regulations require that institutions of higher learning obtain the correct identifying number (e.g., SSNs and ITINs) for all matriculated students. For information on supplying or changing either an SSN or ITIN, please review the information provided here

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

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