* This information replaces FIS 101-01/02 Student Revenue & FIS 301 & 302-01/02/03/04/05/06 Student Receivables
Fiscal Operations Manual
Section 100: Revenue (External) - Depositing & Recording
101-01 Tuition and Fees
Tuition and fees are billed and due on a term-by-term basis. Fall, Winter, and Spring term tuition is due in full upon receipt of the monthly billing statement in October, January, and April.
The OSU Standard 580-040-0010 grants Oregon State University the authority to establish fees and charges for certain services and materials provided or coordinated by the institution. These include fees charged to students that are supplemental to required fees as identified on the Student Fees webpage on the OSU Business Affairs website.
Course fees are charged in association with a particular class along with the Tuition and Fee assessment. These fees are lab fees, field trip fees, or a materials fee. Continuing Education courses are also billed in this manner. Course fees can be found in the Schedule of Classes as published by the Registrars Office. Using the OSU Fees Online system and the Course Fee Calculation Guidance, course fee proposals are created to submit to the OSU fee committee for approval. If approved, an associated Detail Code must be requested of Business Affairs to recognize the revenue from course fees. Also, the Schedule Desk within the Registrar’s Office must be contacted to attach the fee to the appropriate Course Reference Number (CRN).
For other sundry charges appropriate to bill via the student's OSU A/R account, units must submit complete and accurate information to Business Affairs, including amounts, student ID numbers, names, and Detail Code.
At OSU, other student fees typically include course fees, special fees, fines, penalties, housing application fees, and late registration fees. Additional information may also be found in the OSU General Catalog & Schedule of Classes or the online Course Fee Book.
The amount due on a student's account becomes past due on the first of the month. The billed balance on the first of the month will be assessed interest at the rate of 1% per month, or 12% annually.
Oregon State University accepts credit card payments for tuition and fees via eCheck. There is a $5.00 charge for payments up to $150.00 and a $40.00 charge for payments over $150.00 for bank processing. Credit card payments will not be accepted at the Cashier’s Office windows or over the telephone. For an explanation of the various methods for the payment of tuition and fees see Student Billing under Business Affairs or under the section Tuition, Fees, and Payment in the OSU Schedule of Classes.
101-02(b) Book Fines and Housing Fees
Book fines and lost book charges are discussed in the OSU Schedule of Classes. Students are billed through the SIS (Student Information System) accounts receivable. It is an automated process between the Library and Enterprise Computing Services (ECS). Book fines are the responsibility of the student/person checking out the book. Book fines CANNOT be paid with any University funds.
Housing and Dining Services receives income from students through housing contracts for residence hall room and meals, university-owned cooperative houses, and student family housing apartment rentals. All deposits are recorded through the Cashier's office and billings or refunds are handled through the accounts receivable process in Business Affairs. All revenue is deposited into the housing auxiliary operating funds.
Fiscal Operations Manual
Section 300: Accounts Receivable
301 Accounts Receivable - General
All funds that come directly into the University are entered into Finance through Accounts Receivable. Documents processed from A/R into Finance begin with “F”. Student account payments include advanced tuition deposits, tuition and various fees. Non-student accounts receivable include wire transfers for research projects, 3rd party (sponsored student) billing, and departmental miscellaneous deposits.
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.
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