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Western Kentucky University

Billings & Receivables - Frequently Asked Questions

Frequently Asked Questions

How will I be billed for tuition and fees?

I haven't received my e-bill, what do I do?

Do you offer payment plans for tuition and fees?

Do you accept credit cards as payment for tuition and fees?

What if I pay online through Topnet, but I do not wish to pay the dollar amount listed?

When is my payment due? Can I get an extension on my due date?

How/Where do I pay tuition and fees?

The statement says to mail payment to a Charlotte address. Is this correct?

I need a receipt for my payment. How/where do I get one?

How do I pay on Topnet?

How can I verify my payment for tuition and fees has been received?

Can the bills for my student be sent home instead of to the student?

How do I change my address?

How do I get a copy of my transcripts?

Where does a student go to see if there are any scholarships available?

Where does a student go to inquire about financial aid?

My student has been awarded a scholarship, what do we do with the check?

My student has been awarded a scholarship and the credit is not showing on the invoice; not showing on their account?

I’m receiving a Parent PLUS loan. How does it work? Is it automatically credited to my student’s account?

When can I expect to see my KEES money?

What is an obligation; how do I pay for an obligation?

I currently owe money to the University. The amount of money owed is large and has been past due for several months. How do I handle this situation?

I have a Housing Non-Compliance charge on my account. What does this mean?

I am Planning to move off-campus, Who do I need to contact and what will be my refund?

Where do I get a student ID/Access card?

I've lost my ID/Access card! What do I need to do?

Who do I contact to purchase a meal plan or if the charge on my bill is not correct?

If I want to dispute a late payment fee, what do I do?

If I want to dispute a late registration fee, what do I do?

What are the requirements to qualify for In-State Fees?

What is considered “Full-Time Academic Status”?

What courses have course fees attached?

What fees are included in tuition?

Do Senior Citizens have to pay tuition?

We have an account through KAPT. How do we use our benefits?

Why is my refund showing as a charge?

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How will I be billed for tuition and fees?

All billing statements are emailed to the student’s WKU topper email address.  It is recommended that students establish a "Billing Email Address" for the individual responsible for making payment.  This can be accomplished by logging onto TopNet, selecting the "Personal Information" tab, clicking on "View/Update Email Address(es)"  and selecting "Billing Email Address" from the drop down menu at "Type of E-mail to Insert".  Please refer to the Fee Payment Due Dates section to see when bills will be emailed.

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I haven’t received my e-bill, what do I do?

Logon to TopNet and select "Ebill History", located under the "Student Services" tab.

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Do you offer payment plans for tuition and fees?

Western Kentucky University offers payment plans to students through its partnership with Tuition Management Systems (TMS). For the Fall and Spring semesters, we offer the following plans:

Fall semester:

5-pay - Payments due June 1, July 1, August 1, September 1, and October 1

4-pay - Payments due July 1, August 1, September 1, and October 1

3-pay - Payments due August 1, September 1, and October 1

2-pay - Payments due September 1 and October 1

 

Spring semester:

5-pay - Payments due November 1, December 1, January 1, February 1, and March 1 

4-pay - Payments due December 1, January 1, February 1 and March 1. 

3-pay - Payments due January 1, February 1 and March 1.

2-pay - Payments due February 1 and March 1.

 

Each payment plan is available for a non-refundable $40 enrollment fee and includes personal account service, automated account information 24 hours a day, and access to your account through their web site at https://wku.afford.com.  Visit Tuition Management Systems online or call 800-722-4867 for more information on payment options.  If you need additional assistance or wish to contact the University about these matters, please contact the WKU Billings and Receivables Office at (270) 745-6381.

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Do you accept credit cards as payment for tuition and fees?

Because of high service and processing costs, the Billings and Receivables Office does not accept credit cards as a method to pay student account charges such as tuition, fees, room and board. We believe the savings realized by the University can be better utilized for academic endeavors. Credit cards will continue to be accepted at campus locations other than the Billings and Receivables Office.

We partner with Tuition Management Systems (TMS) to allow students to pay their bill via Visa,  MasterCard, Discover or American Express.  TMS does charge a convenience fee which equals 2.99% of the amount of the payment.

To make a credit card payment online, visit Tuition Management Systems and select "Make a One-Time Payment".  You will be prompted to enter your social security number, not your WKU ID.

You can also make a credit card payment by calling TMS at 800-722-4867. (Note: At the menu, please press 3, then press 3 to make a one-time payment.)

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What if I pay online through Topnet, but I do not wish to pay the dollar amount listed?

When paying tuition/fees through Topnet, when you reach Tuition Management System's website, there is a trash can icon next to "payment amount" under "total." Clicking that icon allows you to erase the amount linked from Topnet and then enter the partial amount you wish to pay.

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When is my payment due? Can I get an extension on my due date?

The due date is printed on each Ebill.  Please refer to our Payment Due Dates section for specific dates.  If payment is not received (not a post-mark date) by the due date on the invoice, a late fee will occur or your classes may be cancelled.

If you do not have an invoice or have questions about the date, call (270) 745-6381.

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How/Where do I pay tuition and fees?

Please refer to our Payment Options section.

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The statement says to mail payment to a Charlotte address. Is this correct?

Yes. WKU uses a bank processor in Charlotte, North Carolina that handles and posts all our payments for tuition, fees and housing.  Payments are processed within 5 to 7 business days upon receipt.

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I need a receipt for my payment. How/where do I get one?

Please contact the Billings and Receivables Office at (270) 745-6381 or go to room 208 in Potter Hall. You can also print an account summary from TopNet.

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How do I pay on Topnet?

Topnet provides students the opportunity to view a "summary of charges and payments" and to pay tuition and fees with Visa, MasterCard, Discover or American Express with a convenience fee through Tuition Management Systems via the following steps.

Steps

1. Access TopNet

2. Select TopNet Login.

3. At the User Login Screen, enter your WKU ID number and your 6 digit PIN or Net ID and Password. Click on "Login".

4. Click on "Continue Login".

5. From the WKU TopNet screen, click on "Student Services".

6. Click on "Pay Tuition and Fees".

7. Click on the payment method desired.

8. Click on "Term" .  Your tuition and fee charges for the term will be displayed.

9.  Follow the prompts provided to make payment.

10. Once payment has been made, you will receive a confirmation number.

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How can I verify my payment for tuition and fees has been received?

You can verify the university has received your payment by logging onto TopNet, select "Student Records" and click on "Account Summary by Term".  If you have questions about payments, please contact the Billings Office at (270) 745-6381.

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Can the bills for my student be sent home instead of to the student?

All billing statements are emailed to the student’s WKU topper email address.  It is recommended that students establish a "Billing Email Address" for the individual responsible for making payment.  This can be accomplished by logging onto TopNet, selecting the "Personal Information" tab, clicking on "View/Update Email Address(es)" and selecting "Billing Email Address" from the drop down menu at "Type of E-mail to Insert".  Please refer to the Fee Payment Due Dates section to see when bills will be emailed.

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How do I change my address?

Address changes may be made at the Office of the Registrar in room 216, Potter Hall. It is very important that students maintain accurate addresses with the Office of the Registrar at all times.  Important correspondence is directed to the address currently on file.

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How do I get a copy of my transcripts?

Contact the Office of the Registrar, Room 216, Potter Hall.

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Where does a student go to see if there are any scholarships available?

Office of Student Financial Assistance, Potter Hall, Third Floor.

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Where does a student go to inquire about financial aid?

Office of Student Financial Assistance, Potter Hall, Third Floor.

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My student has been awarded a scholarship, what do we do with the check?

Endorse the check and include your student ID #. Bring the check to the Office of Student Financial Assistance or mail to:

Western Kentucky University

Office of Student Financial Assistance, Potter Hall

1906 College Heights Blvd #11018

Bowling Green, KY 42101-1018

Please allow at least two (2) weeks for processing and recording.

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My student has been awarded a scholarship and the credit is not showing on the invoice; not showing on their account?

Contact the Office of Student Financial Assistance at 270-745-2755 or visit their office in Potter Hall, third floor.

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I’m receiving a Parent PLUS loan. How does it work? Is it automatically credited to my student’s account?

We will automatically credit the student’s semester invoice with the PLUS loan. Parents will be given the option of having any excess funds (after tuition/fees and housing are paid) refunded to the student or parent. For questions regarding Parent PLUS loans, please contact the Office of Student Financial Assistance at 270-745-2755.

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When can I expect to see my KEES money?

The Kentucky Education Excellence Scholarships will be applied to students’ accounts after the funds are received from Frankfort – approximately 3-4 weeks after classes begin.

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What is an obligation; how do I pay for an obligation?

An obligation is a hold that is placed on your account for any past due amounts. Any account not paid in full by the payment due date indicated on the statement is considered past due. An obligation will prevent you from receiving or having access to your academic records (transcripts), diploma, and may cancel or prevent your future registration. It can also hold up your financial aid. If you dispute a charge you must clear it with the appropriate department.

You may make a payment by check or cash. Do not deposit cash in the drop box; please pay at the Billings Office. Checks are okay for the drop box. For the quickest removal of an obligation, go to the Billings Office and make a payment directly. If the Billings Office is closed, you can pay on TopNet. A process runs nightly that removes hold flags for the Billings Office when the obligation is paid.

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I currently owe money to the University. The amount of money owed is large and has been past due for several months. How do I handle this situation?

Contact the Billings Office at (270) 745-6381 to speak to someone about setting up a special payment agreement.

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I have a Housing Non-Compliance charge on my account. What does this mean?

Please contact the Housing Office in Southwest Hall, Room 18 or call (270) 745-4359.

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I am planning to move off-campus. Who do I need to contact and what will be my refund?

Contact the Housing Office in Southwest Hall, Room 18 or call (270) 745-4539.

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Where do I get a student ID/Access card?

ID/Access cards can be obtained at the ID Center located in Dero Downing Student Union, room 126. There is no charge for your first ID card. Replacement ID/Access cards can be purchased for a replacement fee.  Note:  During the renovation of DDSU, the ID Center is located in Garrett Conference Center.

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I’ve lost my ID/Access card! What do I need to do?

If you need a replacement card, a new card can be purchased for a replacement fee. You will need to stop by the ID Center in Dero Downing Student Union, room 126 during normal office hours to purchase a new card.  Note:  During the renovation of DDSU, the ID Center is located in Garrett Conference Center.

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Who do I contact to purchase a meal plan or if the charge on my bill is not correct?

Students can sign up for a meal plan at www.wkudining.com. If you have a question about the meal plan charge on your bill, please contact the ID Center.  For additional questions, contact WKU Dining Services.

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If I want to dispute a late payment fee, what do I do?

If you would like to dispute a late fee, please contact the Billings Office at (270) 745-6381 to discuss you account with a billings specialist.

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If I want to dispute a late registration fee, what do I do?

Contact the Office of the Registrar at (270) 745-3351.

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What are the requirements to qualify for In-State Fees?

The Admissions Office determines residency for undergraduate students.  Please contact the Admissions Office at (270) 745-2551.  For Graduate students, please contact Graduate Studies at (270) 745-2446.

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What is considered “Full-Time Academic Status”?

Full-time students are undergraduates who enroll for 12 hours or more of course work or graduate students who enroll for 9 hours or more of course work during Fall and Spring terms. The full-time tuition rate applies to undergraduate students taking 12-18 credit hours.  An additional per credit hour fee equivalent to the per hour rate will be charged to undergraduate students enrolled for more than 18 credit hours.  Graduate tuition and fees are assessed per credit hour based upon the course (i.e. on-campus or distance learning).  There is no full-time graduate rate.

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What courses have course fees attached?

Course fees can be viewed on our website under "Cost of Attendance", "Course Fees", or you can also refer to the Course Fees section of the registration guide. These fees are non-refundable after the University’s refund policy is less than 100%.  All fees are per course unless otherwise noted.

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What fees are included in tuition?

Included within the tuition rate for the 2013-14 academic year is a Student Athletic Fee of $212, $60 Student Centers Fee, and $70 Dero Downing Student Union renovation fee. The fees are prorated to part-time undergraduate and graduate students on a per hour basis. These fees do not apply to the Distance Learning rates.

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Do Senior Citizens have to pay tuition?

Western Kentucky University, in accordance with KRS 164.284, will waive all tuition and fees for any person sixty-five (65) years of age or older who is a resident of Kentucky. The individual must be 65 on or before the day the semester begins for the term in which he or she wishes to enroll for credit or audit.  In the event that classes are full or the granting of free tuition requires additional staff or course sections, the university may deny an individual’s request.

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We have an account through KAPT.  How do we use our benefits?

You will need to turn in a KAPT billing authorization form to the Billings Office each semester you would like to use your KAPT benefits. To print a KAPT billing authorization form or to check your KAPT account balance, please visit the KAPT website at www.getkapt.com. You may fax your billing authorization form directly to the Billings Office at 270-745-6584.

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Why is my refund showing as a charge?

Our computer system refunds credit balances only. In order to remove the credit balance from your account and return your money, the refund amount must be added to the charges to create a zero balance on your account.

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 Last Modified 9/24/14