Student Financial Services: Cashiering and Bill Payment

Everything you need to know about understanding your bill, making payments, and getting refunds is right here. 

Our Mission

We work to provide the best services to students, parents, faculty and staff regarding the processing of tuition, billing, payment options, refunds and other related transactions. We strive to offer correct assessments of student balances and educate students and their families about their financial rights and responsibilities with friendly service as well as clear explanations for related questions or concerns to help make your university experience a pleasant one.

Tuition and Fees

Tuition is based on residency (in-state or out-of-state), type of degree, and number of credit hours.  The following tuition and fee table includes tuition, mandatory fees, housing and meal plan rates per semester. Estimated costs are for a first-year student living on campus. * All students who are residents of Colorado are eligible to receive a stipend from the College Opportunity Fund, which is reflected in the tuition for Colorado residents shown. 

Direct Costs for 2013-14

 Colorado ResidentsOut-of-State Students
Tuition$5,275*$15,216
Required Fees$2,068$2,068
Renewable Energy Fee (Optional)$30$30
Escalante Fitness Center Fee (Optional)$100$100
Double Room$4,700$4,700
Board (15-meal/week plan)$4,092$4,092
Total Annual Cost$16,265$26,206
 

Full-time rate is based on 15 credits a semester. Part-time tuition rates are $219.80/hour for Colorado residents and $634.00/hour for out-of-state students, plus applicable fees.

Not sure if you qualify for in-state tuition? Look at our residency page for more details.

Western provides tuition discount programs depending on the state of residence.  Click here to see if you qualify!

Note on Cost of Attendance

The amounts listed above represent only direct costs to the student including tuition, fees, room and board. The cost of attendance (an estimate of costs and fees associated with typical college costs) may include other, indirect education expenses such as books and supplies that are not specifically billed to the student. Students should plan to budget for books, supplies and other personal/indirect expenses.

Students may be awarded financial aid up to the direct and indirect cost of attendance minus any resources already awarded including scholarships awarded by third-party/private entities.

Waiving Optional Fees 

Written consent is required to waive the optional Renewable Energy Fee and Escalante Fitness Center Fee.  This can be done in person at the Cashier’s Office or email cashiers@western.edu requesting one or both fees to be waived. The deadline to waive optional fees is census or the last day of the drop period for each semester. Please refer to the Class Schedule for dates of the official Drop Period.

Billing and Due Dates

Tuition and fee paper billing statements are mailed out once before each semester.  Students can access their bill anytime via their MyWestern account.  Parents (as authorized third party payers) access bills directly through cashnet/westernpay site. The tuition and fee bill includes tuition, mandatory fees, optional fees, on-campus housing, meal plans, and other direct university-related costs.

Financial aid is NOT reflected on your paper billing statements.

Students receive an e-mail notification via their Western e-mail when the tuition and fee bill is available online. Students can authorize parents or others to view and pay the bill.  Once someone is an authorized payer, he/she will also receive e-mail notifications when the tuition and fee bill is available online.  Students and authorized payers can log in anytime and view the bill.

To Grant Access to a Third Party
  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “Manage My Student Account”
  • Then click “Add New” in the Parent PINs box

To make a third-party payment, access the cashnet/westernpay site.

Payment is due the first day of class each semester.  For those who wish to spread out their payments, a monthly payment plan is available. In either case, payment must be made on the first day of class each semester to avoid late fees or being removed from your courses for non-payment.  

Late Payment 

Failure to make payment in full, or if a  W-Pay payment plan is not set up by the first day of classes, Western’s policy is to remove the student from his or her courses, lose access to MyWestern accounts, on-campus computers, residence halls and meal plans. The University will assume that the student is not attending.  Students will be charged $100.00 to re-enroll into their courses. 

Billing Timeline

Late July

First Billing Statement- Students receive their first billing statement for the Fall 2014 semester. The bill reflects applicable charges for tuition, fees, room and board, and a meal plan. 

Early August

Financial Aid Disbursement- Student grants, institutional scholarships and federal loans are disbursed into student’s accounts 10 days prior to the start of the term.

First Payment Due- The Fall 2014 semester expenses not covered by scholarships, grants and loans are due the first date of classes. Students should arrive on campus with money for books, supplies and miscellaneous expenses.

Payment Options

Paying by Credit Card or Electronic Check

We encourage students to pay in advance by credit card or electronic check. Western State Colorado University accepts Visa, MasterCard and Discover.  Students can check the balance owed via their Western online account by clicking on MyWestern.

To Make a Payment

  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “Pay My Bill”
  • Click either of the “Pay” buttons in the Your Account box*
  • Click “Checkout” to pay in full by credit card or electronic check

    *NOTE: Only use “Click here to make payment” if you have already enrolled in a payment plan

By law, only enrolled students have access to their Western accounts. If you would like to grant account access to a third-party such as your parents, you can do so online.

To Grant Access to a Third Party
  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “Manage My Student Account”
  • Then click “Add New” in the Parent PINs box

To make a third-party payment, access the cashnet/westernpay site.

Paying by Mail

Checks should be made payable to Western State Colorado University and must include the student's ID number. When mailing a check, please note it must be received by the first day of classes to avoid additional penalties.

Make payments to:

Western State Colorado University
600 N. Adams St. 
Gunnison, CO  81231

W-Pay Payment Plan

The "W-Pay" Payment Plan provides an interest-free option by splitting charges into four equal payments. Full terms and conditions are available upon enrollment. Enrollment in our "W-Pay" payment plan costs $40 each semester and is only available through a student's online account. 

Late enrollment in a plan will result in the semester's account balance being split into three equal payments. 

To Enroll in a Payment Plan

  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “View Installment Plan Information”
  • Then “Click here to enroll in the Fall/Spring Payment Plan”

Late Payments 

A Late Payment Fee of $100 will be applied to the student's account for any subsequent late payments and will also result in any or all of the following actions:

  • A hold is placed on your account.
  • Transcripts, diplomas, or certifications are not issued.
  • Registration for classes or change of class schedules is prevented.
  • Delinquent accounts are placed with a third party collection agency, per Colorado law requirements, and will be reported to national credit bureaus.
  • Collection costs and attorneys’ fees, allowed by the Uniform Consumer Credit Code, may be assessed on your account when it is referred to a collection agency.

Refund Information

On occasion, you may receive a refund from Western.  Refunds typically result from dropping a class, or receiving financial aid.  Since individual circumstances vary widely, not all financial aid recipients receive refunds.  For planning purposes, you should determine whether or not you may get a refund by estimating your tuition bill and subtracting your anticipated aid.

If your bill was paid with cash, check, credit card or financial aid (except Parent PLUS loans designated to be refunded to the parent borrower) and you are eligible for a refund, it is deposited directly into your (student’s) bank account. To receive direct deposit, students are required to sign up for E-Refund via their MyWestern account. Refunds are processed on Tuesday's and should be deposited into your bank account within two to three business days, depending on the bank. Students are responsible for verifying that funds are available in their account before spending the funds.  Students wishing to receive their refund in a paper check must submit this request in writing.  This can be done in person at the Cashier's Office or email cashiers@western.edu.  

To Enroll in E-Refund

  • Have your bank routing number and account number ready
  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “Manage My Student Account”
  • Then “Click here to enroll in E-Refund.”

Refunds reflect your current account activity at Western. You may be assessed future charges if you change your schedule, enroll in a another class, or receive a financial aid adjustment.  Please monitor your account on MyWestern and be aware that you are responsible for payment of future Western charges.

Refund Policy for Withdrawal

The tuition and fees refund policy set by Western State Colorado University is separate from the federal regulation to repay unearned aid.  Whether or not you receive a tuition/fee refund has no bearing on the amount you must repay to the federal aid programs.

Tuition refunds for withdrawal will be made according to the following schedule:

Tuition & Fees

  •  100% - Through the end of the official Drop Period.
  •   50% -  For the period between 15 and 25% of the term.
  •   25% -  For the period between 25 and 50% of the term.
  •    0% -   For the period after 50% of the term.

Please refer to the Class Schedule for dates of the official Drop Period.

Parents

Tuition and fee bills are mailed out to the permanent resident address on file once each semester.  If you are a person other than the student, like a parent, grandparent, spouse, or anyone who pays the bill, you need to be authorized as a third party payer in order to view and pay the bill online.  Students can authorize parents or others to view and pay the bill.  Once someone is an authorized payer, he/she will receive e-mail notifications when the tuition and fee bill is available online.  Students and authorized payers can log in anytime and view the bill.

To Grant Access to a Third Party
  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “Manage My Student Account”
  • Then click “Add New” in the Parent PINs box

FERPA

FERPA is a federal law designed to protect the privacy of students. This law applies to all educational institutions that receive funds under any program administered by the U.S. Secretary of Education. Therefore, the Cashier’s Office is not allowed to discuss information about the student’s account with anyone other than the student.  Students can give access to financial information only by designating parents (or others) as an Authorized Third Party Payer. (See above for directions)

Billing Timeline

Late July

First Billing Statement- Students receive their first billing statement for the Fall 2014 semester. The bill reflects applicable charges for tuition, fees, room and board, and a meal plan. 

Early August

Financial Aid Disbursement- Student grants, institutional scholarships and federal loans are disbursed into student’s accounts 10 days prior to the start of the term.

First Payment Due- The Fall 2014 semester expenses not covered by scholarships, grants and loans are due the first date of classes. Students should arrive on campus with money for books, supplies and miscellaneous expenses.

For more parent information visit the Parent Page.

Parent Common Questions

How do I pay my student’s bill?

With MyWestern, students can authorize their parent(s) and/or other payers to make payments to their behalf. The authorized payers will receive an e-mail notification when their student’s bill is available and will be able to pay and view the bill online at cashnet/westernpay.

How are bills distributed?

Tuition and fee paper billing statements are mailed out only once before each semester to the permanent address on file. All students and authorized payers receive an e-mail when the official tuition and fee bill is available online. The e-mail will have a link directing you to the cashnet/westernpay website.​

What if I do not receive an e-mail notification?

Bills must be paid by the first day of classes to avoid late and finance charges even if you or your student does not receive the official e-mail notification. Students are able to view their account balance online anytime on MyWestern and authorized payers can log into cashnet/westernpay anytime.

Can I pay the tuition and fee bill from more than one account?

Yes.  Enter each transaction separately in cashnet/westernpay .  You’ll need the routing and account numbers for each account you wish to use.

How much is the bill going to be?

Tuition and mandatory fee rates are decided the Western Board of Trustees of every year for the following fall, spring, and summer semesters. To view the most recent tuition and fee rates, please see Tuition and Fees.  Or, use the Bill Estimator.

How much does my student owe?

Students can view their account balances 24/7 through MyWestern. Please note that the tuition and fee bill, and any other charges accumulated while at the university are in the student’s name, and ultimately the student is responsible to make sure the charges are paid in full.

If your student has authorized you as a payer on cashnet/westernpay, you can log in and view the monthly statement.  

When is tuition due?

Tuition and fees are due the first day of class each semester.

What if I can’t pay on time?

Accounts with unpaid balances as of the due date for each semester will be subject to late and finance charges and a financial hold. This will result in a student’s inability to register for a future term, withholding of a transcript and/or degree, and/or disenrollment from future term classes.

What is COF? 

The Colorado Legislature created the College Opportunity Trust Fund (COF) in May 2004 and it provides a tuition stipend to eligible 
Colorado resident undergraduate students. The stipend may only be applied to eligible undergraduate courses. The stipend is paid on a credit hour basis to Western State Colorado University and then is applied to the student account. The stipend amount is set annually by the Colorado 
General Assembly. 

Why can’t I automatically see my student’s bill or other information?

Because of the federal Family Educational Rights and Privacy Act (FERPA), the university will not disclose specific information about student accounts. However with MyWestern, students can authorize parents to become an authorized payer, allowing you to both view and pay the university bill. (This access does not allow you to see grades, schedules, or information other than the student’s bill.)

How does my student receive a refund?

Refunds can be deposited directly into your (student’s) bank account. To receive direct deposit, students are required to sign up for E-Refund via their MyWestern account.

Parent PLUS Loan Refunds- Common Questions

If I haven’t received my PLUS Loan refund and I recently moved, where can I update my address?

You should update your address by contacting the Registrars' Office.  If you believe your refund has been lost in the mail, please contact the Cashier’s Office at 970-943-3003 or cashiers@western.edu to begin the re-issue process.

How do I get my PLUS Loan refund released to my student?

Written consent is required to release funds to your student.  Contact Financial Aid at 970-943-3085 or finaid@western.edu.

How long does it take to receive my refund if I don’t want it released to my student?

If excess funds are to be released to the parent and not the student, the credit balance should be refunded to you via mail by check within 10 business days.

When was the refund mailed?

To find out when your refund was mailed, please contact the Cashier’s Office at 970-943-3003 or cashiers@western.edu.

Can I have my PLUS Loan refund direct deposited into my bank account?

The university does not currently offer direct deposit as an option for PLUS Loan refunds.

How do I request an increase in my PLUS Loan amount?

To inquire about a PLUS Loan increase, contact Financial Aid at 970-943-3085 or finaid@western.edu.

I want to cancel my PLUS Loan. Who do I contact?

To cancel your PLUS Loan, you must contact Financial Aid at 970-943-3085 or finaid@western.edu.  If you have already received a refund, you may be required to pay it back.

Where do I find information about signing my PLUS Loan promissory note?

You can either contact the contact Financial Aid at 970-943-3085 or finaid@western.edu or visit www.studentloans.gov for more information.

Policies

Adjustments to Financial Aid

There are a variety of circumstances that may require an adjustment to a student’s financial aid award. Students should understand how dropping and adding courses, receiving other aid, or other changes may impact their bill.
View policy

Withdrawal Policy

This policy helps students understand how their bill may be impacted by withdrawing from one or more classes after receiving financial aid.
View policy

Frequently Asked Questions

Why didn’t I get a bill in the mail?

Tuition and fee paper billing statements are mailed out only once before each semester to the permanent address on file.  If you have recently moved or believe we have the wrong address, update your address by contacting the Registrars' Office.  A paper bill will not be generated for late registration (Fall after July 15th, Spring after December 15th).

How do I see an itemized bill?

Authorized payers and students will be sent an e-mail notification when the bill is available to view online. You can click the link in the e-mail, or students can log on to MyWestern to view and pay the bill. Parents and other authorized payers MUST log on directly to cashnet/westernpay  in order to view the bill. For step-by-step instructions, please see our Cashiering and Billing Instruction Guide.

After you log in to MyWestern, you can view the billing statement; print a copy of the billing statement; forward the bill to someone as an e-mail attachment; students can sign up authorized payers; set up and store your bank account information; and make an online payment.

IMPORTANT: Check your university e-mail account regularly for all official university communications. Authorized payers and students will receive an e-mail notification alerting them that a new bill is available. It is the student’s responsibility to check their e-mail and view their bill to avoid late payments. Additional charges may occur throughout the semester.

What is an authorized payer and how do I authorize one?

Students can authorize parents or others to view and pay the bill.  Once someone is an authorized payer, he/she will receive e-mail notifications when the tuition and fee bill is available online.  Students and authorized payers can log in anytime and view the bill.

  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “Manage My Student Account”
  • Then click “Add New” in the Parent PINs box

Please note: Students are NOT REQUIRED to authorize payers; however, it is available to them if they choose to do so. Students are ALWAYS responsible for paying any charges they accumulate through the university.

How do parents or other authorized payers log in?

Once you are an authorized payer, you will get an e-mail with a link to the cashnet/westernpay site when bills are available online.  You may also link to cashnet/westernpay from our website.  The first time you log in, you will be prompted to change your temporary password. After logging in, you will be able to set up and store your own profile and account information; review the bill; view any past bills; make a payment; or view any past online payments you have made online on the student’s behalf through cashnet/westernpay.

What if my authorized payer doesn’t have a computer?

The Cashier's Office is willing to help you and your authorized payer come up with strategies to make your payment process as easy as possible. Please give us a call if this is the case (970) 943-3003.

You can always print the bill and mail your payment.  It is recommended that payments be mailed at least 10 business days before the due date because postmarks are not honored.  To print the bill, click on the PDF logo on the right hand corner of your bill to download and print. You can also forward copies of your bills to parents/other payers.

When is tuition due?

Tuition and fees are due the first day of class each semester.

I have a hold on my account. Why?

A hold is placed on a student’s account when the bill has a past due balance. The hold will prevent you from registering for classes, obtaining transcripts, or receiving your diploma. Pay your past due amount on MyWestern and the financial hold will be automatically lifted within 24 hours. If your hold is not lifted, contact the Cashier's Office at (970) 943-3003 or cashiers@western.edu.

I have a credit on my account.  How do I receive a refund?

Refunds can be deposited directly into your (student’s) bank account. To receive direct deposit, students are required to sign up for E-Refund via their MyWestern account. Refunds are processed on Tuesday's and should be deposited into your bank account within two to three business days, depending on the bank. Students are responsible for verifying that funds are available in their account before spending the funds.  Students wishing to receive their refund in a paper check must submit this request in writing.  This can be done in person at the Cashier's Office or email cashiers@western.edu.  

To Enroll in E-Refund

  • Have your bank routing number and account number ready
  • Log-in to MyWestern
  • Click on “Student & Financial Aid Menu”
  • Click on “Financial Services and Billing”
  • Click on “Account Summary by Term” or “Account Summary”
  • Scroll to the bottom and click on “Manage My Student Account”
  • Then “Click here to enroll in E-Refund.”

Refunds reflect your current account activity at Western. You may be assessed future charges if you change your schedule, enroll in a another class, or receive a financial aid adjustment.  Please monitor your account on MyWestern and be aware that you are responsible for payment of future Western charges.

If I withdraw from classes, are my tuition and fees refundable? 

Tuition refunds for withdrawal will be made according to the following schedule:

  •  100% - Through the end of the official Drop Period.
  •   50% -  For the period between 15 and 25% of the term.
  •   25% -  For the period between 25 and 50% of the term.
  •    0% -   For the period after 50% of the term.

Please refer to the Class Schedule for dates of the official Drop Period.   Western Refund Policy

What am I required to do if I receive an eBill for tuition from Western but I have decided to attend another university or college? 

You must contact the Admissions and or Financial Aid Office to make formal notification that you will not be attending Western. If you do 
not meet the requirements for formal notification, the tuition charges will remain your personal obligation. 

What is COF? 

The Colorado Legislature created the College Opportunity Trust Fund (COF) in May 2004 and it provides a tuition stipend to eligible 
Colorado resident undergraduate students. The stipend may only be applied to eligible undergraduate courses. The stipend is paid on a credit hour basis to Western State Colorado University and then is applied to the student account. The stipend amount is set annually by the Colorado 
General Assembly. 

Who is eligible for the COF stipend? 

Western undergraduate students who are classified as resident students for tuition purposes are eligible to receive the COF stipend. 

What steps must I take to receive the COF stipend? 

 First, you must apply for COF at https://cof.college-assist.org/.
 Second, you must authorize Western use your COF funds on your behalf through MyWestern. Only then will the COF stipend be credited to your student account. 

To accept the use of the COF stipend for a term, log on to MyWestern 

  1. After logging in, go to the "Student Tab"
  2. Select "Student Records"
  3. Select "COF Stipend Authorization."
  4.  Select the term you wish to update and click the submit button.
  5. Check the appropriate box to accept the stipend for the term, for lifetime authorization or to decline.
  6. Click the submit button.

What are my responsibilities as a student? 

Upon registration at Western, you agree to accept responsibility for any charges and fees posted to your account, as well as any accepted 
financial aid and loans. You are also responsible for understanding the official policies concerning schedule changes, withdrawals, and 
leaves from Western and how these changes can affect your financial debt obligation and financial aid eligibility. 

Net Price Calculator & Out-of-Pocket Estimate Worksheet

This calculator will provide a preliminary estimate of federal and institutional aid eligibility to help plan for any out-of-pocket expenses you may have, or use the out-of-pocket estimate worksheet for financial planning.  

Net Price Calculator

Out-of-Pocket Estimate

Cashiering and Billing Instructions

This guide will help you with Self-Service directions on paying your bill.  

Cashiering and Billing Instruction Guide