Frequently Asked Questions and Answers.
Table of Contents
When and where
are the fee statements mailed?
I haven’t
received my fee statement, what do I do?
Do you have any
payment plans for tuition and fees?
Do you accept
credit cards as payment for tuition and fees?
When is my
payment due? Can I get an extension on my due date?
How/Where do I
pay tuition and fees?
The statement
says to mail payment to a Charlotte address. Is this correct?
I need a receipt
for my payment. How/where do I get one?
How do I pay on
Topnet?
Do I have to
stand in lines?
How can I verify
my payment for tuition and fees has been received?
Can the bills
for my son/daughter be sent home instead of to the student?
I’ve turned
in my new address three times and they still send mail to the
wrong address. What can I do?
How do I change
my address?
How do I get a
copy of my transcripts?
Where does a
student go to see if there are any scholarships available?
Where does a
student go to inquire about financial aid?
My son/daughter
has been awarded a scholarship, what do we do with the check?
My son/daughter
has been awarded a scholarship and the credit is not showing on
the invoice; not showing on their account?
I’m
receiving a Parent PLUS loan. How does it work? Is it
automatically credited to my student’s account?
When can I
expect to see my KEES money?
What is an
obligation; how do I pay for an obligation?
I currently owe
money to the University. The amount of money owed is large and
has been past due for several months. How do I handle this
situation?
I have a Housing
Non-Compliance charge on my account. What does this mean?
I am Planning to
move off-campus, Who do I need to contact and what will be my
refund?
Where do I get a
student ID/Access card?
I've lost my
ID/Access card! What do I need to do?
Who do I contact
to purchase a meal plan or if the charge on my bill is not
correct?
Whom do I talk
to about payment plans?
If I want to
dispute a late payment fee, what do I do?
If I want to
dispute a late registration fee, what do I do?
What are the
requirements to qualify for In-State Fees?
I’m
expecting to receive a financial aid refund. When and how
will these excess funds be made available?
What is
considered “Full-Time Academic Status”?
What
courses have course fees attached?
What fees are included
in tuition?
Do Senior Citizens
have to pay tuition?
We have an account through KAPT. How do we use our benefits?
Where are residual checks mailed?
I received an email that my residual check is being held. Why?
What is an e-bill?
Q1) When and where are the fee statements mailed?
A1) Fall semester - beginning late
July.
Spring semester - beginning late November.
Summer semester - beginning mid April.
Winter semester -
refer to Fee Payment Due Dates section.
Billing Statements are mailed to the student’s billing address. If no billing address is specified, the bill will be mailed to the student’s mailing (permanent) address.
Q2) I haven’t received my fee statement, what do I do?
A2) Call (270) 745-6381 or stop by the Billings and Receivables Office in Potter Hall to inquire about your account.
Q3) Do you have any payment plans for tuition and fees?
A3) Western Kentucky University offers payment plans to
students through its partnership with Tuition
Management Systems. For the Fall 2008 semester,
we will offer an interest-fee, four-payment plan. The
payments will be due July 1, August 1, September 1 and October 1.
The payment plan is available for a $40 enrollment fee and
includes personal account service, automated account information
24 hours a day, access to your account through their web site, www.afford.com,
and even gives you a chance to win a $5,000 Tuition Management
Systems Scholarship. Visit Tuition
Management Systems online or call 800-722-4867 for more
information on payment options, free education payment counseling
and the many ways they can help you afford education. If
you need additional assistance or wish to contact the University
about these matters, please contact the WKU Billings and
Receivables Office at (270) 745-6381.
Q4) Do you accept credit cards as payment for tuition and
fees?
A4) Because of high service and processing costs, the Billings and Receivables Office at WKU does not accept credit cards as a method to pay student account charges such as tuition, fees, room and board. We believe the savings realized by the University can be better utilized for academic endeavors. Credit cards will continue to be accepted at campus locations other than the Billings and Receivables Office.
We have contracted with Tuition Management Systems (TMS) to
allow students to pay their bill with a MasterCard,
Discover or American Express credit card for a convenience fee
which averages between 3 and 3.5 percent of the amount of the
payment. VISA NOT ACCEPTED.
To make a credit card payment with a convenience fee online,
visit Tuition
Management Systems and select Pay In Full. Note:
You will be prompted to enter your social security number, not
your WKU ID.
You can make a credit card payment with a convenience fee via
telephone by contacting TMS at 800-722-4867. (Note: At the
menu, please press 2, then press 3 to make a one-time payment.)
Q5) When is my payment due? Can I get an extension on my due
date?
A5) The due date is printed on each invoice. Refer to Fee Payment Due Dates section for specific due dates. If payment is not received (not a post-mark date) by the due date on the invoice, a cancellation or late fee will occur.
If you do not have an invoice or have questions about the date, call (270) 745-6381.
Q6) How/Where do I pay tuition and fees?
A6) Payments must be made in US dollars drawn on a US bank. WKU will accept cash, check, or money order in the Billings and Receivables Office, Room 208, Potter Hall.
All checks should be made payable to: Western Kentucky University
Mailing Instructions. Always return the bottom portion of the invoice.
The University uses a bank-processing center in Charlotte, North Carolina for faster processing.
Mail check payments to:
Western Kentucky University
P. O. Box 890784
Charlotte, NC 28289-0784
Payments being sent by overnight/express (such as Fed-Ex, etc.) should be sent directly to:
Billings and Receivables Office
Western Kentucky University
1906 College Heights Blvd #11022
Bowling Green, KY 42101-1022
Mail the bottom portion of your invoice with your check or money order. Please make sure your student identification number is written on the check or money order. Always allow at least seven to ten business days when paying by mail. Please do not mail cash!
Credit Cards
Because of high service and processing costs, the Billings and
Receivables Office at WKU does not accept credit cards as a
method to pay student account charges such as tuition, fees, room
and board. We believe the savings realized by the
University can be better utilized for academic endeavors.
Credit cards will continue to be accepted at campus locations
other than the Billings and Receivables Office. We have
contracted with Tuition Management Systems (TMS) to allow
students to pay their bill with a MasterCard, Discover or
American Express credit card for a convenience fee which averages
between 3 and 3.5 percent of the amount of the payment. VISA NOT ACCEPTED.
To make a credit card payment with a convenience fee online,
visit Tuition
Management Systems and select Pay In Full. Note:
You will be prompted to enter your social security number, not
your WKU ID.
You can make a credit card payment with a convenience fee via
telephone by contacting TMS at 800-722-4867. (Note: At the
menu, please press 2, then press 3 to make a one-time payment.)
Electronic Payments
Make an electronic payment from your checking or savings account.
A $5 convenience fee will be assessed. Visit Tuition
Management Systems, select Pay In Full and then select
Pay In Full Online Using a Checking or Statement Savings
Account. Note: You will be prompted to enter your
social security number, not your WKU ID.
Depository
Your payment may be placed in the depository located outside of the second floor entrance of Potter Hall. Always include the bottom portion of your invoice statement with your check or money order when using the depository. It is important that your student identification number is written on the check or money order. Please allow two to three business days for depository payments to post to your account. Please do not place cash in the depository.
Q7) The statement says to mail payment to a Charlotte address.
Is this correct?
A7) Yes. WKU uses a bank processor in Charlotte, North Carolina that handles and posts all our payments for tuition, fees and housing. Your payment will process faster if you send your payment to the Charlotte address.
Q8) I need a receipt for my payment. How/where do I get one?
A8) Have the student contact the Billings and Receivables Office at (270) 745-6381 or go to room 208 of Potter Hall. You may also receive an account summary on the web on TopNet.
A9) Topnet provides students with the opportunity to view a summary of charges and payments and to pay tuition and fees with MasterCard, Discover or American Express with a convenience fee through Tuition Management Systems via the following steps.
Steps
1. Access TopNet
2. Select TopNet Login.
3. At the User Login Screen, enter your WKU ID number and your 6 digit PIN. Click on
Login.
4. Click on Continue Login.
5. From the WKU TopNet screen, click on Student Services.
6. Click on Pay Tuition and Fees.
7. Select Term and click on Submit Term. Your tuition and fee
charges for the term will be displayed.
8. Select the Tuition Management Systems button and you will be
guided through Tuition Management Systems on how to complete your
credit card payment.
Q10) Do I have to stand in lines?
A10) Hopefully not. Payments should be mailed to the address on the statement or you may pay with a credit card on the web.
Q11) How can I verify my payment for tuition and fees has been
received?
A11) You can verify that the university has received your tuition and fees by logging onto TopNet, and clicking on view student account information. If you still have questions, call us at (270) 745-6381.
Q12) Can the bills for my son/daughter be sent home instead of
to the student?
A12) Students can provide the University with an optional billing address. If you provide us with a billing address, we will send all invoices (tuition/fees and housing) to that address until you change it. If you elect not to provide us with a billing address, we will send bills to the student’s home address.
Bills will not be mailed to international addresses.
Q13) I’ve turned in my new address three times and they
still send mail to the wrong address. What can I do?
A13) Check with the Registrar in Potter Hall, Room 216.
Q14) How do I change my address?
A14) Address changes may be made at the Office of the Registrar in room 216, Potter Hall. It is very important that students maintain accurate addresses with the Office of the Registrar at all times. Billings, refunds, and other important correspondence are directed to the address currently on file.
It is the student's responsibility to pay their fees by the due date regardless of whethery they receive a billing statement.
Q15) How do I get a copy of my transcripts?
A15) Contact the Office of the Registrar, Room 216, Potter Hall.
Q16) Where does a student go to see if there are any
scholarships available?
A16) Office of Student Financial Assistance, Potter Hall, Third Floor
Q17) Where does a student go to inquire about financial aid?
A17) Office of Student Financial Assistance, Potter Hall, Third Floor
Q18) My son/daughter has been awarded a scholarship, what do
we do with the check?
A18) Endorse the check and include your student ID #. Bring the check to the Office of Student Financial Assistance or mail to:
Western Kentucky University
Office of Student Financial Assistance, Potter
Hall
1906 College Heights Blvd #11018
Bowling Green, KY 42101-1018
Please allow at least two (2) weeks for processing and recording.
Q19) My son/daughter has been awarded a scholarship and the
credit is not showing on the invoice; not showing on their
account?
A19) Contact the Office of Student Financial Assistance.
Q20) I’m receiving a Parent PLUS loan. How does it work?
Is it automatically credited to my student’s account?
A20) We will automatically credit the student’s semester invoice with the PLUS loan. Parents will be given the option of having any excess funds (after tuition/fees and housing are paid) refunded to the student or parent.
Q21) When can I expect to see my KEES money?
A21) The Kentucky Education Excellence Scholarships will be applied to students’ accounts after the funds are received from Frankfort – approximately 3-4 weeks after classes begin.
Q22) What is an obligation; how do I pay for an obligation?
A22) An obligation is a hold that is placed on your account for any past due amounts. Any account not paid in full by the payment due date indicated on the statement is considered past due. An obligation will prevent you from receiving or having access to your academic records (transcripts), diploma, and may cancel or prevent your future registration. It can also hold up your financial aid. If you dispute a charge you must clear it with the appropriate department.
You may make a payment by check or cash. Do not deposit cash in the drop box; pay at the Billings Office. Checks are okay for the drop box. For the quickest removal of an obligation, go to the Billings office and make a payment directly.
Q23) I currently owe money to the University. The amount of
money owed is large and has been past due for several months. How
do I handle this situation?
A23) Contact Billings staff in room 208, Potter Hall, to see if you can set up a special pay plan for tuition and fees.
Q24) I have a Housing Non-Compliance charge on my account.
What does this mean?
A24) Contact the Housing Office in Southwest Hall, Room 18.
Q25) I am planning to move off-campus. Who do I need to
contact and what will be my refund?
A25) Contact the Housing Office in Southwest Hall, Room 18.
Q26) Where do I get a student ID/Access card?
A26) ID/Access cards can be obtained at the ID Center located in Downing University Center, room 126. There is no charge for your first ID card. Replacement ID/Access cards can be purchased for a replacement fee.
Q27) I’ve lost my ID/Access card! What do I need to do?
A27) If you need a replacement card, a new card can be purchased for a replacement fee. You will need to stop by the ID room in Downing University Center, room 126 during normal office hours to purchase a new card.
Q28) Who do I contact to purchase a meal plan or if the charge
on my bill is not correct?
A28) Students can sign up for a meal plan at http://www.wkudining.com. If you have a question about the meal plan charge on your bill, please contact the ID Center. For additional questions, contact WKU Dining Services.
Q29) Whom do I talk to about payment plans?
A29) Visit Tuition Management Systems online or call 800-722-4867 for more information on payment options, free education payment counseling and the many ways they can help you afford education. If you need additional assistance or wish to contact the University about these matters, please call the WKU Billings and Receivables Office at (270) 745-6381 or visit them in Potter Hall, Room 208.
Q30) If I want to dispute a late payment fee, what do I do?
A30) The late fee should be paid first. You then need to send a letter to the Office of the Bursar, explaining in complete detail why you feel the late fee should be waived. The letter will be reviewed by a committee for a decision on the late payment fee. The committees decision is final.
Q31) If I want to dispute a late registration fee, what do I
do?
A31) Contact the Office of the Registrar at (270) 745-5401.
Q32) What are the requirements to qualify for In-State Fees?
A32) Undergraduate students need to contact the Admissions Office. Graduate students contact Graduate Studies.
Q33) I’m expecting to receive a financial aid
refund. When and how will these excess funds be made
available?
A33) We begin processing financial aid refunds prior to the first day of classes. All refunds are refunded to you in the form of a paper check sent to your local address. Students living on-campus will receive their check from their residence hall director.
Q34) What is considered “Full-Time Academic Status”?
A34) Full-time students are undergraduates who enroll for 12 hours or more of course work or graduate students who enroll for 9 hours or more of course work during Fall and Spring terms. The full-time tuition rate applies to undergraduate students taking 12-18 credit hours and graduate students taking 9 or more credit hours. An additional per credit hour fee equivalent to the per hour rate will be charged to undergraduate students enrolled for more than 18 credit hours.
Q35) What courses have course fees attached?
A35) Course fees can be viewed under the Mandatory Course Fees section of this website, or you can refer to the Course Fees section of the registration guide. These fees are non-refundable after the University’s refund policy is less than 100%. All fees are per course unless otherwise noted.
Q36) What fees are included in tuition?
A36) Included within the tuition rate for the 2008-09 academic year is a Student Athletic
Fee of $193 and a $56 Student Centers Fee. The fees are prorated to part-time
undergraduate and graduate students on a per hour basis. These fees
do not apply to the Distance Learning rates.
Q37) Do Senior Citizens have to pay tuition?
A37) Western Kentucky University, in accordance with KRS 164.284, will waive all tuition charges for any person sixty-five (65) years of age or older who is a resident of Kentucky. The individual must be 65 on or before the day the semester begins for the term in which he or she wishes to enroll for credit or audit. Special course fees or necessary materials for class use are not covered in the waiver. In the event that classes are full or the granting of free tuition requires additional staff or course sections, the university may deny an individual’s request.
Q38) We have an account through KAPT. How do we use our benefits?
A38) You will need to turn in a KAPT billing authorization form to the Billings Office each semester you would like to use your KAPT benefits. To print a KAPT billing authorization form or to check your KAPT account balance, please visit the KAPT website at http://www.getkapt.com.
Q39) Where are residual checks mailed?
A39) Residual checks are mailed to local addresses during the fall and spring semesters. If you do not have a local address listed with the University, the check will be mailed to your mailing/permanent address. During the summer term, all residual checks are mailed to mailing/permanent addresses.
You can select your addresses that are listed with the University by logging onto your TopNet account and selecting "Personal Information", "View Address".
Q40) I received an email that my residual check is being held. Why?
A40) Please note that enrollment changes, outstanding holds or additional charges on your account could result in a delay in release of your residual check. You can view holds on your account by logging onto your TopNet account, selecting "Student Services", "Student Records" and "Student Holds".
A41) Effective Summer 2008, students will be sent an email notifying them that their bill is available to be viewed electronically over TopNet. Students will still receive a paper bill, but e-bills are an enhanced service that WKU now offers students. In addition, students can also go to TopNet and select Personal Information, View/Update Email Addressses then select Billing Email Address, to enter another email address which will also be notified when the student's bill is available to be viewed on TopNet.
Billings.Receivables@wku.edu
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Western Kentucky University.