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Payment Policies

The purpose is to ensure students understand their obligations and provide payments in a timely manner.

Tuition, Room, and Board Refund Policy

  1. The first tuition refund list is prepared after the add/drop period has ended. The list is reviewed by the Bursar's Office and applied to the student's outstanding account balance. Refund lists are produced on an as needed basis after this. A manual refund check may be prepared if a student still owes a balance from a previous semester.
  2. The first room and board refund list is prepared after tuition refunds are prepared. The other list is reviewed by the Bursar's Office and applied to the student's outstanding account balance. Refund lists are produced on an as needed basis after the first refunds are processed. A manual refund check may be prepared if a student still owes a balance from a previous semester.

Residence Hall Room and Board Payments

  1. The Bursar's Office is responsible for billing and collecting room and board charges. Room and Board charges will be created only after a student pays a $100 deposit, fills out a Residence Life Housing contract, and returns the contract to the Bursar's Office.
  2. Room and Board payments are divided into four installments each semester and are due according the schedule posting on the Bursar webpage. Room and Board bills are sent to the residence halls for disbursement at least four days before they are due. If a student is five days overdue with a full payment, there will be a $50 late fee added to his/her account. Late fees will not be charged to students who work for the University, are on the GI Bill, have Foreign drafts or any other special case as determined by the Bursar or other appropriate Senior Business Officer.
  3. Residence hall residents who are habitually late or become more than one payment behind will be referred to the Director of Housing for possible eviction from the residence halls, revocation of meal ticket, forfeiture of deposit, and/or a possible $500 contract breakage fee.
  4. If a student needs more time with a payment, arrangements may be made with the Bursar.

Complete Withdrawal from SWOSU

    • 100 percent refund for dropping all courses before the courses begin. In order to receive a refund for courses shorter in duration than four weeks, the student must drop the course before the course begins.
    • 100 percent refund for dropping all courses during the first 10 class days for a regular term course, first five class days of a regular summer or eight week course, or first two class days of a four week course.
    • No refund for students withdrawing after the tenth class day for a regular term course, after the fifth day of a regular summer or eight-week course, or after the second class day of a four week course. For interim/seminar courses, there is no refund if the student drops after the course begins.

Schedule Adjustments (DROP)

    • 100 percent refund for dropping class(es) during the first 10 days of a regular term course, during the first five days of a summer or eight week course, during the first two days of a four week course, or prior to the first class meeting of a course less than four weeks in length.
    • No refund for dropping class(es) after the tenth day of a regular term course, after the fifth day of a summer or eight week course, or after the second day of a four week course. Courses shorter in duration than four weeks must be dropped before the course starts in order to receive a refund.

Refunds are based upon the day the classes are dropped or the official student withdrawal is completed, not on the date that the student stopped attending classes.  To officially withdraw from all courses, student must contact the Registrar’s Office in person or by their SWOSU email.

Tuition refunds will not be processed until after the tenth class day of each semester or fifth class day of the summer. Refunds are disbursed to students via Bank Mobile.

For schedule adjustments and complete withdrawals:

    • 16 week – 10 days to drop for a refund
    • 8 week – 5 days to drop for a refund
    • 4 week – 2 days to drop for a refund
    • Interim/seminar courses – prior to the first day of class

Mary Mabry Savage Apartment Payments

  1. Rent is due in four payments throughout the semester. The Mary Mabry Savage Apartment payments will be due on the same dates as the resident hall payments. If the rent is not paid by the due date, a $50 late fee could be assessed.
  2. Residents who are habitually late or who fall more than one month behind on their rent payments are subject to eviction.
  3. Residents may make arrangements with the Bursar for late payments to avoid possible late fees or eviction.
  4. Late fees will not be charged to students who work for the University, are on the GI Bill, have Foreign drafts or any other special case as determined by the Bursar or other appropriate Senior Business Officer.

Other Payments

  1. Parking fines
    Parking tickets are given by Campus Police Officers. All unpaid tickets will be entered on the student's account within 24 hours and a "hold" will be placed on the account.
  2. Billing to Outside Businesses or Persons
    Departments who provide a service to an individual, group, or business outside the University will provide the necessary information to the Business Affairs Office for invoicing of that service. The Business Affairs/Bursar's Office will track issuance and payment of all invoices by using a sequential numbering system. All bills are payable at the Bursar's Office.
  3. Financial Aid Repayments
    The Financial Aid Office informs the Bursar's Office if a student owes funds back to the University. The Bursar's Office will then send a letter to the student informing them of their repayment. When the student repays, a receipt is sent to the Financial Aid Office so the student can begin receiving financial aid.
  4. Other University Departments
    All departments must deposit checks or cash within 24 hours of receipt at the Bursar’s Office. A check-up sheet to verify the money counted is required.

Bursar Hold and Enrollment Policy

  1. A student with an outstanding balance will have a Bursar hold placed on his or her account. The hold will prevent the student from accessing his or her academic records including transcripts and diplomas until the account is paid in full.
  2. A Bursar hold will prevent the student from enrolling in future semesters. Students with outstanding balances greater than $500 will not be allowed to enroll in the next semester.
  3. A student with a federal financial aid payback will not be allowed to enroll until the balance is paid in full.

Tuition, Room, and Board Refund Policy

  1. The first tuition refund list is prepared after the add/drop period has ended. The Financial Aid Office reviews to determine if the refund is credited back to Pell or other financial aid. The list is reviewed by the Bursar's Office and applied to the student's outstanding account balance. Refund lists are produced on an as needed basis after this.
  2. The first room and board refund list is prepared after tuition refunds are prepared. The Financial Aid Office reviews the list to determine if the refund is credited to Pell or other financial aid. The other list is reviewed by the Bursar's Office and applied to the student's outstanding account balance. Refund lists are produced on an as needed basis after the first refunds are processed.

Collections Policy

To ensure the efficient pursuit of collection of money owed to the University.

Collection Agency Policy

  1. Account holders with outstanding balances will receive an invoice and/or statement, by mail, requesting payment. A statement will be mailed at the end of the semester and again six weeks before the collection report is processed. The message on the statement reminds the account holder to pay promptly to avoid having the account turned over to a collection agency.
  2. If an account remains delinquent, the University will take action to bring the account into compliance up to and including assignment to a collection agency. If the account holder does not respond to the letters the account is turned over to the University's second collection agency for further efforts to collect the account.
  3. Delinquent accounts may also be forwarded to the Oklahoma Tax Commission warrant intercept program for collection.
  4. Account holders are responsible for any and all collection charges (up to 28% of the original debt) incurred on delinquent accounts as SWOSU attempts to collect debts owed to the university. Delinquent account information is disclosed to credit reporting agencies, which may endanger your credit rating.
  5. If an account is assigned to an external collection agency, the account must be paid in full before accessing records or enrolling in additional classes.

Short-Term Loan Policy

The short-term loan program at Southwestern Oklahoma State University is to assist students with emergency expenses pertaining to their enrollment. The Bursar Office will administer the short term loans. The University's Director of Business Affairs, Vice-President for Administration and Finance, or President, in that order, shall act for and on behalf of the Bursar in his or her absence.

  1. Only individuals enrolled in an active term at Southwestern Oklahoma State University are eligible to request a short-term loan. Short-term loan requests are limited to one per term and may not exceed the actual cost of the emergency for which the loan is requested or $600, whichever is lower. Any exceptions to these limitations must be approved by the Director of Business Affairs or Vice-President for Administration and Finance. Pharmacy Students affected by the split disbursement (one-semester only loans) may request a short term loan up to $2,000 which will be covered by the second disbursement. 
  2. Short-term loan applications may be obtained in the Bursar Office. Completed applications must be submitted to a member of the Bursar Office Staff accompanied by documentation of the emergency for which the loan is requested. Applications without supporting documentation will not be processed.
  3. Loans will not be processed more than ten days prior to the first day of classes each semester.
  4. All applicants must demonstrate adequate resources for Southwestern Oklahoma State University reasonably to expect repayment. Examples include certified financial aid that exceeds the cost of tuition, fees, room and board or a pending student payroll check. Students on Financial Aid Suspension are not eligible. Any application submitted without demonstrating adequate resources for repayment will be denied.
  5. Students or employees who receive a loan due to errors in payroll must sign a payroll deduction form. The amount will be deducted from the next months’ pay check.
  6. Bursar Office staff will notify applicants of approved loans, and a check will be issued for the amount of the loan payable to the student borrower. The principal amount plus a $10.00 service charge will be charged to the student account and repaid by the first funds available. Short term loans submitted prior to 10 a.m. will be available at 11:30 a.m., loans submitted prior to 2:00 p.m. will be available at 3:30 p.m., and loans submitted after 2 p.m. will be available the next business day.

Loans are due and payable in accordance with the loan agreement evidenced by a promissory note. Student accounts not paid in full, including the amount of any short-term loan principal and the associated service charge, by the end of the term during which the loan was issued may be referred to a professional collection agency. All costs relating to attempts to collect the debt are the sole responsibility of the borrower.  Students who have been referred to a collection agency may not enroll in subsequent terms at Southwestern Oklahoma State University or request official transcripts until the entire balance plus any collection costs are paid.

SWOSU Book Voucher Policy

For students who:

  • Have a scholarship that specifically covers books
  • Have scholarships that will exceed charges for the semester
  • Have financial aid that will exceed charges for the semester Bookstores voucher can be used at:
  • Follett bookstore (in the Bulldog Plaza, connected to Rogers and Jefferson Halls)
  • Ratcliffe’s bookstore (at the intersection of College Ave and Custer St.)

Stipulations:

  • Voucher is only good for REQUIRED BOOKS.
  • Voucher will not allow student to receive cash back.
  • Voucher may not be used for costs above the price of the required books.
  • Voucher must be used within ten days of the date issued.
  • Voucher may not be used for merchandise, clothing, backpacks, or non-required books.
  • Vouchers are given at the discretion of the Bursar.
  • If students abuse or misuse the voucher program, vouchers may not be given for future semesters.
  • If the scholarship/financial aid does not pay for the book voucher as was originally planned, the student is still responsible for the amount the book voucher covered.

Process:

A student will come into the Bursar’s office to request a voucher. For a voucher based on scholarships, the student should go to room 109B to speak with the scholarship coordinator. For a voucher based on financial aid, the student should speak with the Bursar.

For Scholarship backed voucher

The Scholarship Coordinator will need proof of the scholarship (ie award letter). Once that is received, the Scholarship Coordinator will create and provide the book voucher to the student. It will be a physical printed voucher. The student may then take the book voucher to either bookstore and receive the books.

For Financial Aid backed voucher 

The Bursar will approve/deny the voucher. If the Bursar approves the voucher, the student will receive a voucher form that can be presented at either bookstore and receive the books. A bookstore hold will be placed on the student’s account for the amount requested up to $600. Once the invoice is received from the bookstores after the 10th class day, then the book charge will be adjusted to the actual amount.

Ethics Point

Other Bursar/University Policies

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