Payments and Credits
Student account payments are accepted for currently registered students and open student account balances. The Bursar’s Office is responsible for processing student payments and student account credits in a timely and accurate manner. Accepted payment options and methods as defined in this policy are subject to change.
Students may select one or more of the following Student Account Payment Options when registering:
- PD - Payment in Full: This option should be selected if the student is paying for tuition, fees, and other student account charges. This option may also be selected to supplement other payment options that do not cover all charges.
- TM - Payment Plan: This option is selected when a student enrolls in the Advanced Education Services (AES) monthly payment plan.
- FA - Financial Aid: This option is selected when all or part of the student’s account charges will be paid by grants, scholarships, and loans awarded through the Financial Aid department.
- ER - Employer Reimbursement: This option may be selected if the student is reimbursed by their employer for their Webster attendance charges. Payment is received by Webster from the student. This option is limited to employer reimbursement policies with no contingencies such as grade requirements. Transcripts are not released when an unpaid balance exists.
- DB - Direct Billing: This option is selected by students being sponsored by a third party such as an employer. The Bursar’s Office will directly bill a third party sponsor with appropriate authorization. Students are responsible for payment of their balance if payment is not received from the third party sponsor when due. Students are also responsible for timely payment of any charges not covered by the third party.
- TA - Tuition Assistance: This option may be selected by students eligible for tuition assistance benefits from the military or federal government.
- VA - Veterans Affairs Benefits: This option is selected by students eligible for VA benefits that will pay for most or all student account charges.
- VR - Vocational Rehabilitation (VR) Benefits: This option is selected by students eligible for VR benefits.
- TR - Tuition Remission: This option is selected by eligible University employees and for employee’s tuition remission eligible spouse, dependent, or other designee.
Webster University accepts the following forms of payments:
- Personal Checks
- Electronic Check / ACH
- Credit Cards: Discover, MasterCard, and VISA
For security and internal control purposes, cash payments may only be made at the Office of the Bursar’s cashier window during business hours. Cash should NEVER be mailed. Only domestic currency in U.S. dollars is accepted. Foreign currency cannot be accepted or exchanged by Webster University.
Personal checks should be made payable to Webster University. The student’s name and Webster ID number are required on the check to ensure the payment is credited to the proper student account. Check payments may be made at the cashier windows in Webster Hall 101, by mail, or electronically through the on-line payment Bursar CASHNet gateway that is accessible through the student’s Webster Connection account.
Paper check payments presented at the cashier windows are processed by cashier staff through the U.S. Bank On-line Electronic Deposit (OED) system. All paper checks received in the Business Office are scanned into the OED system where the images are retained for two years. Monthly CD ROM discs with check images are provided by U.S. Bank. Each day’s activity is automatically deposited into Webster University’s operating account each night. Cashiers are required to balance deposited check payments with the daily deposit.
Paper check payments mailed by the student or parent should be sent to the U.S. Bank Lockbox at the following Post Office box address:
Webster University – SA Student Accounts
PO Box 953789
St. Louis, MO 63195-3789
No correspondence (other than student tuition account check payments) should be sent to the above lockbox address.
Extended sites are advised not to accept paper checks from students. However, if a student delivers a check to their local campus, extended sites are required to prepare a transmittal sheet that identifies the student name, student Webster ID number, the check number, the amount of the check payment, and the purpose of the payment. The checks and transmittals should be mailed to the US Bank Lockbox address referenced in this document. Extended sites are advised that application fees should not be mailed to the lockbox address. Application fee check payments must be mailed on a separate transmittal form to the attention of the Bursar’s Office in Webster Hall 101 at 470 E. Lockwood Ave. St. Louis, MO 63119.
Electronic Check /ACH Payments
Electronic check payments are the quickest and most secure way to make a check payment. Electronic check payments are made through the Bursar’s CASHNet site accessible to students through their Connections account. These payments are posted automatically to the student’s account without manual processing by the Bursar’s Office.
Credit Card Payments
Discover card, MasterCard, and VISA credit card payments are accepted on-line, in person at the Bursar’s cashier windows, or over the telephone in the Webster University Bursar’s Office. On-line credit card payments are made through the Bursar CASHNet site accessible to students through their Connections account. Extended campuses are not approved to handle credit card information. Students should be encouraged to make secure on-line payments through their Webster Connections account.
Private Scholarship Check Payments
Private scholarship check payments may be received by the Bursar’s Office from a third party, the student, or the Financial Aid office. Private scholarship checks are posted to the student’s account if the check is made payable to Webster University and the student is enrolled in the scholarship’s designated academic period.
In the event that the scholarship check is made co-payable to the student and Webster University, the student is contacted by phone or e-mail to inform them of the need for the student’s endorsement. If the student is attending the St. Louis campus, the student is instructed to stop by the Bursar’s Office to endorse their check. If the student is studying at a Webster University campus outside the St. Louis area, the Business Office will overnight the scholarship check to the student’s campus to obtain the necessary student endorsement. If the student is studying abroad during the semester, arrangements can be made to provide Webster University with Power of Attorney, so the check can be negotiated without the student’s endorsement. These arrangements should be complete prior to the student leaving the country.
If the student’s account is paid in full, the University may endorse the check and release it directly to the student.
It is the policy of the Bursar’s Office to coordinate with the Financial Aid office by providing a copy of the scholarship checks to the Financial Aid Coordinator responsible for loans (currently Judy Mattingly) to ensure the private scholarship has been properly tracked as a funding source in the student’s Financial Aid record.
Alternative Loan Check Payments
Private educational loans are available to eligible students and are provided by outside
financial institutions. The Financial Aid office assists students and parents with
questions they may have regarding alternative loans and possible funding sources.
As alternative loan processing depends on operations inside and outside of Webster
University, approximately six to eight weeks processing time must be anticipated.
Students may contact their alternative loan lender with any status inquiries.
Alternative loan checks from an outside lender (i.e. Sallie Mae, Wells Fargo, etc.) are made co-payable to the student and Webster University. If the student’s account is paid in full, the University may endorse the check and release it directly to the student. If a balance is due on the student’s account, the alternative loan check must be applied to the student account. Students will be contacted by the Business Office in order to obtain the student’s endorsement as required by the Uniform Commercial Code Article 3, Subsection 110, item D.
Once an outside loan arrives at the University, Financial Aid will validate student enrollment for the loan’s enrollment period and forward the loan check to the Business Office. The Business Office will notify the student by a phone call informing them of the receipt of their alternative loan check and the need for the student’s endorsement. If the cashier cannot reach the student, an email notification will be sent to the student’s Webster email address.
If the student is studying at a Webster University campus outside the St. Louis area, the Business Office will overnight the loan check to the campus site to obtain the student’s endorsement. The site is responsible for returning the endorsed loan check in a traceable manner, so the negotiable check can be tracked pending receipt in the Bursar’s Office.
If the student is studying abroad during the semester, arrangements can be made to provide Webster University with Power of Attorney, so the check can be negotiated without the student’s endorsement. These arrangements should be completed prior to the student leaving the country.
Financial Aid Disbursements
Webster University institutional, state and federal financial aid funds are awarded and processed by the Financial Aid office and posted to students’ accounts through a system process in the Bursar’s Office. The Bursar’s Billing Coordinator schedules the financial aid posting process to run five times a week, Monday through Friday morning. The system financial aid posting program checks financial aid compliance requirements to ensure students pass compliance at the time grant, scholarship, and loan funds are posted to the student account.
The Bursar’s Office notifies students by an e-mail message when federal Direct Loan funds are posted to their account in compliance with Title IV regulations.
Payment Plan Payments
Students have the option to enroll in a monthly payment plan through the Advanced Education Services(AES), Webster University’s payment plan partner. AES manages student plan enrollments and processes monthly debit or credit card payments to Webster University on a monthly basis. Students pay a $30 enrollment fee to participate in an AES payment plan. AES payment files are received from AES around the 15th each month. The enrollment fee payments and account payments are automatically posted to the student’s Webster University account through a customized system interface on the fifteenth of the month.
Tuition Remission and Exchange Programs
Webster University Tuition Remission forms are available from Human Resources. Tuition remission and exchange program credits are manually posted to student accounts based on supporting documents and the student’s registration record. Tuition remission forms must have the eligible employee’s supervisor approval before they are routed to the Bursar’s Office for processing. The Bursars Office reviews the approved forms. Active adjunct faculty tuition remission requests require additional approval from Academic Affairs (Rita Smith). Tuition Remission requests for disabled, retired, and deceased employees require additional approval from Betsy Schmutz in Human Resources.
Copies of the tuition remission forms are forwarded to Accounting (Kathy Pardo), so taxation requirements can be coordinated with the Payroll department.
Registration activity on tuition remission accounts is monitored manually, so tuition remission adjustments can be identified and processed.
Graduate and Teaching Assistants
Graduate Assistant and Teaching Assistant credits are processed by the Bursar’s Office. Graduate Assistant and Teaching Assistant contracts are forwarded to Judy Helfrich in the Bursar’s Office. Graduate and Teaching Assistant data including dates and hours are recorded in a Bursar Office spreadsheet. Credits are manually posted to the student account. Copies of the contracts are forwarded to Accounting (Kathy Pardo), so taxable amounts can be processed in coordination with the Payroll department.
Registration activity on Graduate Assistant and Teaching Assistant accounts is monitored manually, so adjustments can be identified and processed.
Resident Assistant (RA) credits for approved Webster room and board amounts are posted to the student account through the Payroll department. The student information and RA credit amounts are provided by the Coordinator, Office of Housing and Residential Life (currently Kelly Malone).
Military and Third Party Billing and Payments
The Bursar’s Office receives payment directly from the VA for CH33 military benefits through a VA benefit certification process. Students are required to provide billing authorization form from their sponsor to the Bursar’s office to bill other third party sponsors for covered tuition and fee charges. The Bursar’s Office processes third party billing authorizations by crediting the student account and debiting or charging the third party account. Actual third party payments are normally posted to the sponsor’s account to offset the transferred charge. Payments for late authorizations may be posted directly to the student account if the authorization wasn’t processed.
Advance Program Deposits
Some programs require advance payments. Advance payments are released and applied to open charges on the student account at the end of the term’s designated add /drop period to be applied against tuition charges.
Other Miscellaneous Credits
A Miscellaneous Credit Form must be submitted with AVP or higher administrative approval for manual posting of any miscellaneous credits to established rates. One example may be the reduction of the on-line course tuition rate to an in-class rate because of insufficient course enrollment.
Credit transactions may occasionally be posted to write off small student account balances. Small balance write-offs require Bursar or higher administrative approval with a Miscellaneous Credit form.
Application Fee Payments
Application Fee payments are deposited into the designated General Ledger account by cashiers in the Bursar’s Office. These payments are not posted to the student account.
- General Policy
- Payments and Credits
- Cashier Services
- Student Account Charges and Adjustments
- Internal Policies and Procedures (PDF)
- Wire Payment Instructions (XLS)
- Miscellaneous Credit Form (DOC)
- Student Payroll Deduction Form (PDF)
- News and Information
- Financial Literacy
- Student Account and Monthly Statements
- Financial Responsibility and Payment Options
- Refunds and Withdrawal Waivers
- Policies and Forms
- Meet the Staff