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Student Financial Services: Cashier's Office

Welcome to Student Financial Services: Cashier's Office 

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

 

Our Mission

To provide a clear explanation of charges, payment options and refund policies while educating students and families regarding financial rights and responsibilities to make their payment experience a pleasant one.

It's time to get ready for Fall 2014!  You can view your balance online through your MyWestern account.  Financial aid will be applied to your balance on August 15.  Tuition is due in full by August 25 unless you set up a W-Pay Payment Plan.  You will be able to set up W-Pay through your MyWestern account on August 15. This will allow you to pay your balance in four equal installments for a Payment Plan Enrollment Fee of $40.00. The deadline to set up the payment plan is August 25. Click here for more Fall 2014 billing information.

Tuition and Fees

Tuition is calculated based on the number of credit hours you register for each semester and your residency classification upon being admitted to Western (Colorado Resident or Non-Resident). Below are estimated costs for a first-year student living on campus for fall and spring Semesters (summer is excluded). 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 below.*

Direct Costs for Fall/Spring 2014-15

 Colorado ResidentsOut-of-State Students
Tuition$5,539*$15,984
Required Fees$2,335$2335
Renewable Energy Fee (Optional)$30$30
Escalante Fitness Center Fee (Optional)$100$100
Double Room$4,794$4,794
Board (15-meal/week plan)$4,256$4,256
Total Annual Cost$17,054$27,499

Full-time tuition rates are based on 15 credits a semester. Part-time tuition rates are $230.80 per credit hour for Colorado residents and $666.00 per credit hour for out-of-state students, plus applicable fees.  For a breakdown of tuition and fees cost per credit hour, click here for Colorado residents and here for Out-of-State Students .  Click here for the New or Increases to Student Fees Report.

Optional Fees

To opt out of The Fitness Center Fee and / or Renewable Energy Fee, written consent must be received from the student each semester before the official drop deadline (2.5 weeks after the first day of classes).  Students are required to send an email to cashier@western.edu stating which optional fee(s) they would like to waive along with their name and student ID number.

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!

College Opportunity Fund (COF)

The College Opportunity Fund (COF) stipend is available to eligible Colorado Residents attending a public or participating private institution within Colorado.  Colorado resident students who wish to use this stipend toward the cost of in-state undergraduate tuition at Western must complete 2 steps.

Step 1 - Applying for the College Opportunity Fund (COF) Stipend

Eligible Colorado undergraduate students must apply, be admitted and enroll at Western or a participating institution in order to receive the College Opportunity Fund (COF).  New and continuing students are eligible for this stipend.

Go to the College Opportunity Fund (COF) website and click on 'Apply Now'

Step 2 - Authorize or Cancel Western's Access to Your College Opportunity Fund (COF) Stipend

To authorize or cancel Western's access to the College Opportunity Fund (COF) stipend on your behalf:

  • Log-in to MyWestern
  • Click on the 'Student' tab
  • Click on 'Student Records'
  • Click on 'COF Stipend Authorization'
  • Select the term you wish to update and click 'Submit'
  • Select 'Lifetime Authorization' to authorize OR select 'Decline' to cancel authorization and click 'Submit'

Billing and Due Dates

Account statements are mailed once per semester to the billing address on file.  If you need to update your mailing address, please use the online change of address form here.  Students receive an e-mail notification via their Western e-mail when the tuition and fee bill is available online at the beginning of each semester. Parents and other authorized third party payers can access account balance information directly through Western's ePayment Site after the student follows instructions to Set Up a Third Party Account.  

Account statements include tuition, mandatory fees, optional fees, on-campus housing, meal plans and other direct university-related costs.  If you do not see your on-campus housing or meal plan charges on your account statement please contact the Residence Life Office.

Financial aid is NOT reflected on your paper billing statements.

Set Up a Third Party Account
  • 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

Third party payments can be made on Western's ePayment 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 $50.00 to re-enroll into their courses.

Billing Timeline

Early August

Financial Aid Applied to the Students Bill- Student grants, institutional scholarships and federal loans are applied to student accounts 10 days prior to the start of the term (August 15th). Expenses not covered by scholarships, grants and loans are due the first date of classes, August 25th.

August 25, 2014

First Payment Due- The Fall 2014 semester expenses not covered by scholarships, grants and loans are due the first date of classes. Students and families are provided information about the “W-Pay” plan administered through the Cashiers Office.  Students should arrive on campus with money for books, supplies and miscellaneous expenses.

Fall bill must be paid in full in order for the student to be permitted to register for the Spring 2015 semester.

Payment Options

Paying by Credit Card or Electronic Check

We encourage students to pay in advance by credit card (Visa, Mastercard or Discover) or electronic check. Students can verify their account balance via their MyWestern account.

Pay Your Account Balance Online
  • 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 Western's ePayment Site.

Paying by Mail

Checks must be received by the first day of class to avoid penalties.  Please plan accordingly.

Please include your student's ID number on your check made payable to "Western State Colorado University" and mail it to:

Western State Colorado University
Cashier's Office
600 N. Adams St.
Gunnison, CO  81231

W-Pay Payment Plan

The W-Pay Payment Plan provides an interest-free option and splits your account balance into four equal payments for an enrollment fee of $40 per semester. Full terms and conditions are available upon enrollment. 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 $50.00 per month 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 will be placed on your account.​
  • Transcripts, diplomas and certifications will not be issued.
  • Registration for classes or change of class schedule will be prohibited.
  • 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, will 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.

Refunds for the Fall 2014 semester will not be processed until the first day of classes, August 25th.  Students should arrive on campus with money for books, supplies and miscellaneous expenses.

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

Account statements are mailed out to the billing address on file once each semester.  If you are a person other than the student, such as 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.  If you need to update your address to receive your billing statement, please use the online change of address form here.

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

Early August

Financial Aid Applied to the Students Bill- Student grants, institutional scholarships and federal loans are applied to student accounts 10 days prior to the start of the term (August 15th). Expenses not covered by scholarships, grants and loans are due the first date of classes, August 25th.

August 25, 2014

First Payment Due- The Fall 2014 semester expenses not covered by scholarships, grants and loans are due the first date of classes. Students and families are provided information about the “W-Pay” plan administered through the Cashiers Office.  Students should arrive on campus with money for books, supplies and miscellaneous expenses.

Fall bill must be paid in full in order for the student to be permitted to register for the Spring 2015 semester.

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 on Western's ePayment Site.

How are bills distributed?

Tuition and fee paper billing statements are mailed out only once before each semester to the billing 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 Western's ePayment Site.​   If you need to update your address to receive your billing statement, please use the online change of address form here. 

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 Western's ePayment Site anytime.

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

Yes.  Enter each transaction separately on Western's ePayment Site .  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 Western's ePayment Site, 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 the 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

Payment Deadlines

Tuition is due in full on the first day of class each semester.  If tuition cannot be paid in full students must set up a W Pay Payment Plan and make their first payment by the first day of class.  Subsequent due dates are outlined in the Payment Plan Terms and Conditions.

Optional Fees

To opt out of The Fitness Center Fee and / or Renewable Energy Fee, written consent must be received from the student each semester before the official drop deadline (2.5 weeks after the first day of classes).  Students are required to send an email to cashier@western.edu stating which optional fee(s) they would like to waive along with their name and student ID number.

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 account balance.
View policy

Withdrawal Policy

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

Frequently Asked Questions

Why didn’t I get an account statement in the mail?

Tuition and fee paper billing statements are mailed out only once before each semester to the billing address on file.  If you have recently moved or believe we have the wrong address you can update your mailing address online. A paper bill is not guaranteed to be generated for late registration (Fall- after July 15th, Spring- after December 15th).

Where can I find an itemized account statement?

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 Western's ePayment Site  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

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 Western's ePayment Site when bills are available online.  You may also link to Western's ePayment Site 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 Western's ePayment Site.

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 institution?

You must contact the Admissions and/or Student Financial Services 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 the 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?

  1. Apply for COF at https://cof.college-assist.org/.

  2. Authorize Western use your COF funds on your behalf through MyWestern. Only then will the COF stipend be credited to your student account.

To authorize the COF stipend, log on to MyWestern 

  • After logging in, go to the "Student Tab"
  • Select "Student Records"
  • Select "COF Stipend Authorization."
  • Select the term you wish to update and click the submit button.
  • Check the appropriate box to accept "lifetime authorization" or to decline.
  • 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 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

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