Billing and Payment Policies
The College bills for tuition, fees, room, and board twice a year: in early July for the fall semester, and in late November for the spring semester. At the beginning of each semester, pending financial aid is allowed as a credit to the student’s account, and is counted as payment until September 30 and January 31 for the Fall and Spring semesters, respectively. Students who have not completed all necessary paperwork to finalize pending aid by that time are required to pay in full. If financial aid is later reinstated, the student will be given a full refund of any credit balance. This refund is available by contacting the Business Office. The due dates for each semester are the first Monday in August for fall semester and the first Monday in January for spring semester.
Students who have not paid in full, or who have not made satisfactory arrangements to pay in full using financial aid or the “ACH Payments, Inc.-- payment plan”, by the due date for the semester, will not be considered as having met their financial obligation. A late payment fee will apply and the student may be removed from class and housing assignments if payment arrangements are not made by the due date.
The amount of the late payment fee is $200 on any balance of $2,000 or more for undergraduate students. A late fee is charged when a student:
has not paid their account in full or made payment arrangements by the officially posted due date for the current semester; or
has defaulted on a payment plan; or
has financial aid cancelled, in any manner.
Until this obligation has been met, students may not return to campus, attend classes, or obtain keys or a college ID card. Students may also be removed from class and housing arrangements. All students are required to complete and submit to the Business Office an Information Release/Financial Responsibility Form. This form serves as consent for Business Office personnel to discuss questions regarding the student’s account with the indicated parties. Only those persons listed may be given information regarding the student’s account.
Other Students Charges
The Business Office bills each month for fines incurred by the student. These include parking violations, Library fines, Honor Board fines, dorm damages and other assessed charges. Parents/guardians should first discuss questionable charges with the student and/or appropriate department head, before calling the Business Office. Students are notified in writing when any fines are levied. Dorm damages are assessed after move out and are billed by June 15. All charges are due upon receipt of the monthly Student Statement of Account. Any charge that is outstanding for more than 30 days may result in grades not being sent, transcripts of academic credit not being issued, a diploma not being issued, and pre-registration for subsequent semesters may be delayed.
Students may view their student account through the Washington College Web site using Student Self-Service.
Prepaid Debit Card System
The College uses GET (https://get.cbord.com/washcoll) where students (and parents) can view and/or manage a student’s campus card account. It provides valuable information about account balances and spending history, while enabling deposits to the campus card account using a credit card. GET is always on, and funds can be added anytime day or night. The card can be used at retail venues throughout campus. Balances on the debit cards transfer from semester to semester and year to year. Balances for graduating seniors will revert to their College account the last week of May typically.
Lost or stolen cards are reported by logging on to https://get.cbord.com/washcoll to submit a lost/stolen card report immediately removing all access and spending privileges from the card. The student will be instructed on what their next steps should be in order to obtain a new card.
Washington College Business Office accepts cash, cashier’s checks, traveler’s checks, wire transfers, and money orders in payment of student accounts. Wire transfer information can be obtained by emailing the Accounts Receivable Team Accounts_Receivable@washcoll.edu. Personal checks are also accepted, unless there has been a previous incident of payment by check that was returned for non-sufficient funds. Once a non-sufficient funds check has been returned on a student’s account, future payments must be made using another acceptable form of payment. Post-dated checks are not acceptable. Credit card payment for student account balances may only be made via the Student Self-Service on the Washington College Website, there is a convenience fee for this service. E-Check payment can be made via Student Self-Service on the Washington College Website, there is no fee for this service.
Personal checks submitted for payments on student accounts will have the student’s college ID number written on the face of the check.
To insure against the financial losses associated with medical withdrawals after the beginning of classes all students are automatically enrolled in the DeWar tuition refund insurance for a premium of $174 per semester. Families who wish to opt out the this insurance coverage may do so in writing by sending an email including the student’s name and student ID# to firstname.lastname@example.org requesting cancellation of coverage. Details of the tuition refund insurance can be found on the Business Office web site under Student Services.
ACI Payments Inc., in partnership with Washington College, offers tuition installment payment plans. Tuition, fees, room and board may be paid in 5 or 4 monthly installments per semester under these plans. All payment obligations not included in the Plan must be paid in full by the due date for the semester. If Official Payments terminates the student’s plan for nonpayment, the student will be subject to a default penalty charge equal to the late check-in penalty.
Withdrawals and Refunds
Withdrawals and Refunds
All amounts paid to the College are refundable to the student unless they become non-refundable as set forth below. If a student withdraws from the College during a semester, the student will be responsible for all non-refundable amounts. When the student withdrawal results from a disciplinary action, regardless of the time of the withdrawal, all amounts paid to the College become non-refundable and the College makes no refund of any kind.
Tuition refunds or credits will be allowed according to date on which the student withdraws, as follows:
- before classes begin - 100% refundable;
- during the first two weeks of classes - 75% (25% is non-refundable);
- during the third week of classes - 50% (50% is non-refundable);
- during the fourth week of classes - 25% (75% is non-refundable);
- After the fourth week of classes - 0% (100% is non-refundable).
Fees are not refundable after the start date of the semester for which the fees have been paid. Residence hall spaces are assigned for the academic year; therefore, no refunds or credits for rooms are given for a student withdrawing for any reason after classes begin. Board refunds or credits will be determined on a pro-rated basis to be calculated based on the date of student’s withdrawal.
Always contact the Financial Aid Office before dropping, withdrawing, auditing, or deciding not to attend a course to confirm how it will affect your financial aid. You should also review both the Return of Title IV Financial Aid Funds (R2T4) and the Satisfactory Academic Progress (SAP) policy to make an informed decision.
If you decide to drop, withdraw, audit, or stop attending a course, please be aware that it can reduce your financial aid eligibility depending on the type of aid you have, how many credits you are no longer attending, and the timing of when your enrollment changes. You will be required to repay any financial aid that you are no longer eligible to receive and it can negatively impact your Satisfactory Academic Progress.