Frequently Asked Questions
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FAQs for Third Party Billing Sponsors
The sponsor cannot be related to student beneficiaries. The sponsor sends a billing authorization to notify the third party billing office of all currently-sponsored students and any changes affecting their commitments. All commitments are NON-GRADE based and payment cannot be contingent on completion or meeting any academic requirements. The sponsor must satisfy all prior commitments in a timely manner. The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA) and not disclose student information to others without the express written approval of the student.
A third party authorization, which may be a letter on official letterhead, purchase order, or voucher, must be signed by an officer of the organization. ANY restrictions or contingencies on the authorization are unacceptable. For instance, if the agency requires grade or transcript review before paying, the University will not authorize third party billing. In such cases, the student must pay the original bill and be reimbursed by the sponsoring agency.
The authorization should include the following information:
- Amount of the sponsorship;
- Type of charges the sponsor will pay, such as tuition, mandatory fees, optional fees, lab fees, technology fees, instrument fees, health insurance, on-campus housing;
- Effective covered periods will need to be noted as current term specific in order to process the noted invoices.
- Sponsor's name and billing address;
- Contact name, phone number, and e-mail address;
- Signature of the sponsor or other person authorized to make commitments on behalf of the sponsor;
- Purchase order numbers, work order authorizations, or other billing codes, if applicable.
Both the agency and student are responsible to ensure the authorization is received before the first student bill due date to avoid late-payment and installment/rebilling fees on sponsored charges.
You may mail, fax, or deliver the authorization document in person to the third party billing office. If the original authorization/voucher must accompany the billing statement, the option to fax is not available.
Submit authorizations to: BURSAR OFFICE - Third Party Billing
University of Louisville
Houchens Bldg – Suite 11
Louisville, KY 40292
Fax: (502) 852-7032
Phone: (502) 852-6503
E-mail the Bursar's Office
Third party billing will not include, but is not limited to, the following items: Bookstore Purchases, Parking Passes, Athletic Tickets, Computer related programs, computers, etc.
The process is initiated when the University receives authorization from the sponsor. Upon receipt of the authorization, the student's account is credited conditionally for the expected amount of the sponsor's payment. The credit on the student's account does not reflect payment from the sponsor. This credit prevents late fees, installment/rebilling fees, and holds on the student's account for sponsored funds.
Third party billing statements, "statement of account," are prepared after the drop/add period for the term, in order to limit changes that might impact the amount due for tuition and fees. Billing statements are mailed directly to the sponsoring agency. The statement of account provides the student's name, file number, student identification number, last four digits of their social security number, breakdown of charges, dollar amount, and if requested, the number of academic credits attempted that term. If the agency has requested an identifier, authorization, or purchase order number, that number will be on the statement.
The University is prohibited by the Family Educational Rights and Privacy Act of 1974 (FERPA) from releasing class names or descriptions, transcripts, grades, financial aid information, or information about other charges. The student is responsible for providing any additional information required by the sponsoring agency.
Third party billing payment is due by the date indicated on the statement of account. Effective Spring 2015 if payment is not received within 60 days of the billing date, a late payment fee of $100.00 per student will be assessed; a notice of nonpayment will be sent to the student; and a Bursar Registration Hold will be placed on his or her record that prevents transcript release and any future registration. At that time, if any charges have not been paid by the sponsor, the authorizations from the sponsor will be reversed and the student is responsible for payment in full.
Payments can be made either by check, payable to the University of Louisville, or online as an electronic funds transfer.
Payment by U. S. Postal Service
BURSAR OFFICE - Third Party Billing
University of Louisville
Houchens Bldg – Suite 101
Louisville, KY 40292
Electronic Funds Transfer
Contact the UofL Third party billing office to obtain electronic funds transfer (EFT) bank instructions. Include identifying information in the text portion of the transfer. The customer number, billing statement number, student name, or student ID number of the person expecting the money is particularly helpful.
To ensure proper credit, EFT payment notification must be sent via e-mail or U. S. Postal Service to Third Party Billing and include the following:
- amount due,
- trace number,
- payment transfer date (approximately),
- academic term,
- billing invoice number,
- student's name and identification number,
- partial payment amount (if a billing statement is not being paid in its entirety).
A sponsor may revoke current financial support for any student by sending the University an official notification by mail or e-mail. Revocation does not apply retroactively. Upon notification, the student will be expected to pay all outstanding charges. Until the charges are paid, the student may be subject to late payment sanctions, including assessments of late payment, Bursar Registration Hold, inability to register for future terms, cancellation from classes, and inability to obtain transcripts.
When a sponsored student withdraws before the end of a semester, the sponsor will be billed for sponsored expenses in accordance with the University's withdrawal policy. View drop/add and refund schedules.
The student is responsible for providing this information to the sponsor. The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA) and not disclose this information to others without the express written approval of the student.
The University of Louisville's Federal Employer ID Number is 61-1014882.
Current information on costs and tuition is available on the UofL Bursar's Office website.
Student FAQs for Third Party Billing
- Know the sponsor's requirements for you to receive their funds.
- Know what the sponsor commits to pay on your behalf.
- You must pay your portion of the bill by the due date; if you do not, your account will be assessed late payment and installment/rebilling fees.
- The University bills the sponsor for sponsored expenses on your behalf.
The sponsor provides a billing authorization - a letter, purchase order, or voucher - to the Bursar's third party billing office. Your University student account is credited for the expected amount, preventing late payment fees and Bursar Registration holds on your account for the sponsored amount.
After the drop/add period, the University will bill your sponsor. ANY restrictions or contingencies on the authorization are unacceptable. For instance, if the agency requires grade or transcript review before paying, the University will not authorize third party billing. In such cases, the student must pay the original bill and be reimbursed by the sponsoring agency.
If the sponsor does not pay your bill, the conditional credit is removed from your account, any late payment fee assessed to the sponsor is added, and you are billed. Your account may be subject to late and installment/re-billing fees until the charges are paid. An unpaid bill may cause inability to obtain transcripts or register for future terms, cancellation from classes, or similar issues.
A billing authorization documents a sponsor's commitment to pay designated educational expenses for you. Ths authorization specifies what you will pay, the period of coverage, and billing information.
Sponsors usually send the authorization to the Bursar's Office directly, but some send the authorization to the student. You will be notified when authorization expires at the end of the term(s) or effective date(s).
The sponsor and student are responsible to ensure that authorization is received before the first student bill due date to avoid late payment and installment/rebilling fees on sponsored charges.
You will receive a notice in your University-assigned e-mail account when your ULINK Pay bill is available to view. Your online statement will detail the amount due (tuition, fees, meal plan, housing, and other related educational fees) and the payment due date.
View the current account detail on your University student account. If the sponsor's commitment is not listed, your sponsor's authorization has not been received. You will need to contact your sponsor.
Your sponsor's authorization was not received by the due date, or you did not pay your portion of the bill by the due date.
You are legally responsible to pay the full cost of your educational expenses if your sponsor does not pay. If payment is not received from your sponsor within 90 days of billing, effective Spring 2015 you will be assessed a late payment fee of $100.00; a notice of nonpayment will be sent to you; and a Bursar Registration hold placed on your record that prevents transcript release and registration.
The relationship between the sponsors and the University involves billing and payment matters only. You are responsible for providing all other information required by your sponsor. At times, authorizations contain information that is not relevant to billing, we do not follow up on that information. For example, if your sponsor claims that health insurance is provided for you, you are responsible to choose or waive coverage in accordance with University policies and deadlines.
Student education records—other than publicly available directory information—are private and shall not be disclosed except as appropriate to the following: Appropriate persons or agencies in connection with a student's application for, or receipt of, financial aid to determine eligibility, amount or conditions of financial aid, and to enforce the terms and conditions of the aid.