Student FAQs for Third Party Billing

These questions and answers should provide students a better understanding of the University of Louisville’s third party billing process. If you have additional questions or need further information, please contact the third party billing office or by phone (502) 852-6503.

  1. What do I need to know about third party sponsorships?
  2. How does a sponsorship work?
  3. What is a billing authorization?
  4. How am I billed for the charges not paid by my sponsor?
  5. My sponsor's commitment is not listed on my bill. What do I do?
  6. Why is there a late payment and/or installment/rebilling fee listed on my student account?
  7. What happens if my sponsor doesn't pay their commitment?
  8. Do you release my grades or transcripts to my sponsor?
  9. What are my privacy rights in relation to my sponsorship?

 

1. What do I need to know about third party sponsorships?

    • Know the sponsor's requirements for you to receive their funds.
    • Know what the sponsor commits to pay on your behalf.
    • You must pay your portion of the bill by the due date; if you do not, your account will be assessed late payment and installment/rebilling fees.
    • The University bills the sponsor for sponsored expenses on your behalf.

2. How does a sponsorship work?

The sponsor provides a billing authorization - a letter, purchase order, or voucher - to the Bursar's third party billing office. Your University student account is credited for the expected amount, preventing late payment fees and Bursar Registration holds on your account for the sponsored amount.

After the drop/add period, the University will bill your sponsor. ANY restrictions or contingencies on the authorization are unacceptable. For instance, if the agency requires grade or transcript review before paying, the University will not authorize third party billing. In such cases, the student must pay the original bill and be reimbursed by the sponsoring agency.

If the sponsor does not pay your bill, the conditional credit is removed from your account, any late payment fee assessed to the sponsor is added, and you are billed. Your account may be subject to late and installment/re-billing fees until the charges are paid. An unpaid bill may cause inability to obtain transcripts or register for future terms, cancellation from classes, or similar issues.

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    3. What is a billing authorization?

    A billing authorization documents a sponsor's commitment to pay designated educational expenses for you. Ths authorization specifies what you will pay, the period of coverage, and billing information.

    Sponsors usually send the authorization to the Bursar's Office directly, but some send the authorization to the student. You will be notified when authorization expires at the end of the term(s) or effective date(s).

    The sponsor and student are responsible to ensure that authorization is received before the first student bill due date to avoid late payment and installment/rebilling fees on sponsored charges.

      4. How am I billed for the charges not paid by my sponsor?

      You will receive a notice in your University-assigned e-mail account when your ULINK Pay bill is available to view. Your online statement will detail the amount due (tuition, fees, meal plan, housing, and other related educational fees) and the payment due date.

      5. My sponsor's commitment is not listed on my bill. What do I do?

      View the current account detail on your University student account. If the sponsor's commitment is not listed, your sponsor's authorization has not been received. You will need to contact your sponsor.

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      6. Why is there a late payment and Bursar Registration Hold listed on my student account?

      Your sponsor's authorization was not received by the due date, or you did not pay your portion of the bill by the due date.

      7. What happens if my sponsor doesn't pay their commitment?

      You are legally responsible to pay the full cost of your educational expenses if your sponsor does not pay.  If payment is not received from your sponsor within 90 days of billing, effective Spring 2015 you will be assessed a late payment fee of $100.00; a notice of nonpayment will be sent to you; and a Bursar Registration hold placed on your record that prevents transcript release and registration.

      8. Do you release my grades or transcripts to my sponsor?

      The relationship between the sponsors and the University involves billing and payment matters only. You are responsible for providing all other information required by your sponsor. At times, authorizations contain information that is not relevant to billing, we do not follow up on that information. For example, if your sponsor claims that health insurance is provided for you, you are responsible to choose or waive coverage in accordance with University policies and deadlines.

      9. What are my privacy rights in relation to my sponsorship?

      Student education records—other than publicly available directory information—are private and shall not be disclosed except as appropriate to the following: Appropriate persons or agencies in connection with a student's application for, or receipt of, financial aid to determine eligibility, amount or conditions of financial aid, and to enforce the terms and conditions of the aid.

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