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Student Accounts Process & Procedures Manual
1. Introduction
The Student Accounts Office serves as the central collection center for student accounts receivables. The office is responsible for verifying that university billing, collection, and accounting procedures for student tuition, fees, and related charges are in compliance with federal and state statutes, as well as university policies. The Office of Student Accounts has a variety of financial responsibilities associated with compliance and customer service in the assessment, billing, collection, and refunding related to Tuition and Fees. This manual contains requirements related to the oversight and authority as they relate to university accounts receivable. Oversight of these functions primarily relates to assessment of charges, billing, payment acceptance, and collection of monies that are due to or belonging to The University and to The State of North Carolina. The Vice Chancellor of Finance and Operations and/or his/her delegates maintains authority in the enforcement of the university’s accounts receivable plan to maintain compliance with state statute and other relevant regulations.
2. Scope
This manual applies to all persons employed by the State of North Carolina acting on behalf of Appalachian State University as well as all students (prior, current, or future) until such time as it is amended.
3. Annual review of Tuition and Fees
Each year, in the Fall term, a student-represented multi-disciplinary committee meets to review and make recommendations regarding the next academic year's tuition and fee rates (Fall 2023 meeting recomends rates beginning for Fall 2024). Upon review of requests, the committee makes a recommendation to the Chancellor regarding the next year's tuition and fees and any adjustments recommended. The Chancellor reviews these recommendations and directs rate requests to be sent to the University of North Carolina Board of Governors (UNC BOG). In a Spring meeting, the UNC BOG makes final determinations regarding rates at each institution for the upcoming academic year. Those rates, once approved are required to be charged to students based on their approval. Some fees described as miscellaneous may be approved at the discretion of the Chancellor.
4. NC Statute for Institutions of Higher Education required to charge tuition & fees
4.1 NCGS 14 116-143 This staute, among other things direct UNC member institutions related to:
- Discounting or Unfunded Scholarship Forbidden -North Carolina General Statute - Article 14 116-143 sets specific guidelines related to approval of tuition and fees. Additionally, section (c) prevents reduced rates or providing unfunded scholarships or discounting unless authorized by state statute.
- Residency for tuition provisions - See the registrar's webpage NC Residency for Tuition for details and further information on residency determination.
- Fixed Tuition - See Fixed Tution Guarantee Page for more details.
- Nonresident Tuition - Unless provided otherwise by law, the UNC BOG shall fix the tuition and required fees charged nonresidents of North Carolina who attend the insitutions enumerated in G.S. 116-4 at higher rates than the rates charged residents of North Carolina comparable to the rates charged nonresident students by other comparable public institutions nationwide...
4.2 Specific exceptions authorized by NC General Statute are available as shown below:
- NCGS 115B-2 Law Enforcement (or other emergency worker defined in statute) - who dies or becomes permenantly and totally disabled as a result of a traumatic injury sustained in the line of duty.
- NCGS 115B-2.2 Senior Citizens Course Audit - Any person 65+ may audit courses without payment of registration fee or tuition. A person shall be allowed to audit a class under this section only on a space available basis.
** NCGS 115B-6 Misrepresentation of eligibility - Any applicant who willfully misrepresents his or her eligibility for the tuition benefits provided under this chapter, or any such person who knowingly aids or abets such applicant in misrepresenting his eligibility for such benefits, shall be deemed guilty of a Class 3 misdemeanor. - NCGS 116 143 (d)"...the Board of Governors of the University of North Carolina may, in its discretion, provide refulations under which personnel may during the period of normal employement enroll in The University of North Carolina institutions free of charge for tuition and fees, provided such enrollment does not interfere with normal employment obligations and further provided that such enrollments are not counted for the prupose of receiving General Fund appropriations as follows:
- Except as provided in subdivision (2) of this subsection, a full-time faculty member of the rank of full-time instructor or above and any full-time staff member of The University of North Carolina may enroll in not more than three courses per year.
- A full-time or part-time campus law enforcement officer may enroll in the number of courses per year determined by regulation.
- Please see specific Appalachian State guidance found at webpage "Tuition Waivers and Tuition Reimbursement".
5. Billing
6. Payment of Tuition and Fees
6.1 Course Cancellation for Non Payment
Payments of tuition and fees are made in a variety of ways. Payment for a term is due in advance of the start date of the term. Course registration cancellation for non payment occurs approximately one week before the first day of classes. All invoices are due upon receitp with schedule cancellation for non-payment to occur unless one of the following occur:
a)Balance is paid in full
b)Payment Plan - Student or authorized user enroll in payment plan and makes payments as agreed including required down payment.
i)Payment plans are available for each term. The terms of the payment plan can be found on the Payment Plans Webpage.
c)Financial Aid - Student has sufficient financial aid or military related funding (or comination of financial aid and other payment made) to cover outstanding balance.
d)Payment Agreement - Student signs the payment agreement in Touchnet (must be student not authorized user) which agrees to the obligation and confirms that necessary funds have been secured but a timing issue necessitates the need for use of the agreement.
6.2 Common payment methods below:
a)Self-payment via cash or check
- Returned payments - The university is assessed fees when a check or ACH (echeck) payment is returned. The university assesses a fee on all payments rejected for processing, including ACH payments. Check and ACH (echeck) payments that are returned for any reason are assessed a $35 fee. It is the payor's responsibility to confirm with their bank that they accept electronic debits and confirm the routing and account number.
b)Self-payment via payment (debit/credit) card
- Disputed payments - Payments made via debit or credit card to the student account that are disputed (including disputes for charging a convenience fee) will receive a hold that requires payment to be made via certified check.In addition, Fees charged to the University due to a disputed payment may be placed on the student account.
c)Payment via student financial aid - A variety of types of Student Financial Aid is available to Appstate students. see www.financialaid.appstate.edu or a student financial aid counselor for more details regarding availability and eligibility.
d)Payment via third party - Payments are often made via a third party. In some cases those third parties required separate billing to facilitate payment. Contact thirdpartybilling@appstate.edu for details.
7. Non Payment and Collection of Outstanding Balances
7.1 Students Currently Enrolled
*Students who are currently enrolled and have not paid in advance of the start of the term or set up a payment plan - paying as agreed are subject to supplemental billing with specifically outlined consequences for continued non-payment.
- Late Fees for Students enrolled in current term. Shortly after the end of the drop/add period as defined on the Office of the Registrar's Academic Calendar, an updated invoice is sent. Failure to pay this invoice in full, may result in a $100 late fee.
- Registration holds - In both Fall terms (in October) and Spring terms (in March) additional billing notifications are sent. Failure to pay this invoice in full, may result in a registration hold which prevents future registration.
7.2 Former students no longer enrolled
*Former Students, who are not actively enrolled in a current term or registered for a future term.
30 Days Past Due and No longer enrolled
- A 30 day past due bill is sent via email and via US Mail to the address provided by the student.
60 Days Past Due and No longer enrolled
- A 60 day past due bill is sent via email and via US Mail to the address provided by the student.
90 Days Past Due and No longer enrolled
- A demand letter from the NC Attorney General is sent address provided by the student.
- A non-refundable 10% Late fee required by NCGS is applied to account.
- As required by NCGS 147-86.23 Interest begins to accrue based on rates determined by The State of North Carolina
- Per NCGS § 105A-1 - Debt becomes subject to the Setoff Debt Collection Act (SODCA). NC tax refunds and lottery winnings are garnished.
90+ Days past Due and No longer enrolled
- Interest will continue to accrue indefinately until paid in full
- Payment for obligation is pursued by a 3rd party collections agency.
7.3 Employees
- Employees of Appalachian State University may have a "student" account even through you are an employee that may have either student related charges or employee related charges such as library fines, overpayments and many other reasons. Appalachian State University, per Article 60 143-553 - Employees who owe the university money that is past due must make resititution of the amount owed as a condition of continuing employement.
8. Refunds
A credit balance occurs when either payments exceed allowable charges, charges are reduced (most often due to change in enrollment or dining/housing), or awards are credited to the account that require refund directly to the student.
8.1 When do refunds occur?
A credit balance occurs when either payments exceed allowable charges, charges are reduced (most often due to change in enrollment or dining/housing), or awards are credited to the account that require refund directly to the student. Every attempt is made to process refunds for credit balances in current terms twice per week. In some rare circumstances this may be reduced based on state requirements, availability of funds, or timing issues associated with the state banking calendar.