Only fees that have been approved through the Tuition and Fee Approval Policy can be posted to a student's account. Charges from student clubs may not be posted to a student's account.
Miscellaneous charges must be submitted to student accounts prior to the end of the semester in which the goods or services were received by the student. Exceptions are deposits for enrollment in courses or programs that occur in subsequent semesters, or penalties for things like missing mailbox keys which are assessed at the end of the semester. In these cases, the charges must appear within two weeks after the end of the semester or prior to the end of the fiscal year, whichever occurs first.
Willamette University can accept funds from students, students families, and/or sponsors only to the extent that they cover a student's educational expenses while enrolled. Each school has created a student budget, which includes tuition, fees, and university room and meal plans. The payment for a semester cannot exceed the student budget suggestions that are posted by each school and used as the basis for a student's financial aid.
If a student overpays the suggested budget, the Student Accounts Office will review the account and contact the student to determine how to process the overpayment. The overpayment may be set aside for the following semester or returned to the sender.
Overpayments made by some third parties, such as the Department of Veterans Affairs, are exempt.
Payments from Department of Veteran Affairs
Students receiving educational benefits from the United States Department of Veteran Affairs will not be penalized (e.g. assessed late fees or denied access to classes, the library, or other university facilities) due to delayed disbursement of funding from the Department of Veteran Affairs under Chapter 31 or 33. Students may be penalized (e.g. assessed late fees or denied access to classes, the library, or other university facilities) due to late or non payment of the amount that is the difference between the amount of the student's financial obligation to Willamette University and the amount of the VA education benefit disbursement.
Failure to Pay
In the event that a student account is not paid when due, the University will place holds on the account. Any account with an outstanding balance will result in a hold preventing the release of grades, transcripts, or a diploma. Any account with an outstanding balance exceeding $200 will receive a hold preventing registration for subsequent semesters.
Former students with balances will be contacted to bring their accounts to paid-in-full status. Failure to make regular payments over several months may result in the accounts being turned over to a collection agency. Additionally, excessive returned checks and/or payments that are clearly trivial to the overall balance may result in the account being turned over to a collection agency.