Fiscal Operations Manual
Section 300: Accounts Receivable
Effective: 01/01/2003
Revised 08/11/2015



Please see current Fiscal Policy Manual for current policies


  • 302-01 Interest Charged
  • 302-02 How Payments are Applied
  • 302-03 Posting of Financial Aid
  • 302-04 Posting of Graduate Assistant Fee Remissions
  • 302-05 How to View Account Information
  • 302-06 Billings
  • 302-07 Refund Checks

302-01 Interest Charged

The amount due on a student’s statement becomes past due on the 1st of the month.  The balance remaining on that date is assessed interest at the rate of 1% a month.  Interest charges are posted as revenue to the general fund, and are subject to redistribution in the budgeting process.

302-02 How Payments Are Applied

Payments to the revolving account are applied to outstanding charges beginning with the oldest term first and chronologically within the term; with the exception of federal financial aid, sponsorships/contracts, or other benefits that have specific payment distribution requirements.

302-03 Posting of Financial Aid

Financial Aid is administered through the Office of Financial Aid and Scholarships.   Federal financial aid, with the exception of Work Study, is disbursed to the student’s revolving account.   The federal financial aid is applied to eligible institution charges, in accordance with Title IV regulations.  Non-federal aid is disbursed to the student account and is applied as payment to current term charges, and then prior term unpaid charges in chronological order. See FIS 302-07: Refund Payments in this document for refund of excess financial aid as cash.  Also see “Financial Aid” in FIS 002: Definitions.

302-04 Posting of Graduate Assistant Fee Remissions

The fee remissions are posted as a part of the fee assessment process.  A student that has met the employment requirements has their student fee assessment rate code changed to GRA/GTA.  The GRA rate code has fee rules established in the Fee Table Rules that create the fee remission transaction when the student meets the credit hour requirements.  The fee remission then posts to the student’s revolving account as a credit.  The remission is for tuition charges and/or other charges as outlined in the ratified collective bargaining agreement between OSU and the CGE..  See fee remissions and GRA/GTA appointments in FIS 002: Definitions for a more in-depth explanation.

302-05 How to View Account Information

Students can review their accounts at Student Online Services.  A student has access to their account information, which is protected by both FERPA and the OSU Confidential student policy if the student so chooses.

302-06 Billings

Tuition and fees are billed on a term-by-term basis.  Undergraduate tuition is charged on a per credit basis plus any applicable additional course fees. Graduate tuition is charged on a per credit basis; however, there is a flat full-time rate in the 9-16 credit hour range for graduates.  Differential tuition rates exist for various colleges or majors.  Summer term and E-campus tuition is charged on a per credit basis plus any applicable additional course fees.  In addition, tuition charges for OSU Ecampus credit courses are the same for in-state, as well as, out-of-state students. Costs for educational outreach programs (non-credit workshops) vary.

Residence Hall and Co-operative Housing charges for Room and/or Meal Plans are charged on a term-by-term basis and posted to the student’s revolving account, and are subject to the same terms and conditions.  The choices the students makes in their contract with OSU UHDS for  meal plans and room types determine the amount billed to their accounts. 

If a student resides in UHDS family housing rents and utilities are charged each term on a month-to-month basis.

Course fees, such as lab fees, field trip fees, or a materials fee are charged in association with a particular class and posted to the student’s revolving charge account.  Continuing education course fees are also billed in this manner.  See the online catalog for a list of these fees.

Other OSU departments, such as Valley Library and Transit and Parking Services, make use of the student revolving charge account and centralized billing, and these charges are subject to the same terms and conditions as tuition and educational charges.

Billing statements are processed on the 5th of each month. Notification that a statement is ready is sent to students’ ONID email address. If an active ONID email address does not exist, a paper billing state is produced. Accounts are "due upon receipt" of the monthly statement.

Refunds of tuition and fees (during the regular academic school year) as a result of course reductions are shown as a credit to the student’s account, and are made according to the following schedule:

Before the first day of class
First week of the term
Second and Third weeks of the term
After the Third week of the term

100% refunded
100% refunded
50% refunded
0% refunded

302-07 Refund Checks (Disbursement of Financial Aid)

Federal regulations commonly referred to as Title IV Regulations and administered through the United States Department of Education, dictate how OSU refunds credit balances to students.  These regulations are found in "The Blue Book" of US Dept of Education.  

The release of financial aid to the student’s account is dependent on meeting the requirements of the specific award and the Financial Aid and Scholarships Office. 

After financial aid has been applied to applicable or allowable charges, if financial aid amounts exceed the amount of allowable expenses owed, a refund payment will be generated for these students (if the surplus exceeds $1.00).  A refund is not issued for financial aid refunds of less than $1.00.  

All refunds are directly deposited to the student’s banking account on file.   Students may enroll in direct deposit via Online Services, and may change or cancel their banking information at any time.  If the payment is in the form of a check, checks will be mailed to the current mailing address on the student's record at the time the check is printed. The student is responsible for ensuring the current mailing address on file is accurate.  Checks are not available for pick up in person.

Receiving a financial aid refund payment does not mean that a student does not owe the University.  Federal financial aid cannot be applied to non-allowable (not institutionally required) charges, as well as, any charges incurred prior to the current financial aid award year.

Send an e-mail to requesting a refund. Include your name and University ID number. Transactions coded with the description "Tuition/Scholarship Refund" indicate that a refund check has been issued to the student.

Additional information can be found at the website for Student Finance.