FAQs for Third Party Billing Sponsors
These questions and answers should provide you, as a sponsor, 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.
- What does the University require of third party sponsors?
- What is a third party authorization?
- When does the sponsor send the third party authorization?
- Where does the sponsor send the third party authorization?
- What fees cannot be billed to the sponsor?
- What is the third party billing process?
- When is the sponsor billed?
- When is the payment due date?
- How do sponsors revoke sponsorships?
- What happens when a student withdraws?
- How do sponsors get student grades, transcripts, and other information in University records?
- Is there any other information a sponsor needs to know?
1. What does the University require of third party sponsors?
The sponsor cannot be related to student beneficiaries. The sponsor sends a billing authorization to notify the third party billing office of all currently-sponsored students and any changes affecting their commitments. All commitments are NON-GRADE based and payment cannot be contingent on completion or meeting any academic requirements. The sponsor must satisfy all prior commitments in a timely manner. The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA) and not disclose student information to others without the express written approval of the student.
2. What is a third party authorization?
A third party authorization, which may be a letter on official letterhead, purchase order, or voucher, must be signed by an officer of the organization. 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.
The authorization should include the following information:
- Amount of the sponsorship;
- Type of charges the sponsor will pay, such as tuition, mandatory fees, optional fees, lab fees, technology fees, instrument fees, health insurance, on-campus housing;
- Effective covered periods will need to be noted as current term specific in order to process the noted invoices.
- Sponsor's name and billing address;
- Contact name, phone number, and e-mail address;
- Signature of the sponsor or other person authorized to make commitments on behalf of the sponsor;
- Purchase order numbers, work order authorizations, or other billing codes, if applicable.
3. When does the sponsor send the third party authorization?
Both the agency and student are responsible to ensure the authorization is received before the first student bill due date to avoid late-payment and installment/rebilling fees on sponsored charges.
4. Where does the sponsor send the third party authorization?
You may mail, fax, or deliver the authorization document in person to the third party billing office. If the original authorization/voucher must accompany the billing statement, the option to fax is not available.
Submit authorizations to: BURSAR OFFICE - Third Party Billing
University of Louisville
Houchens Bldg – Suite 11
Louisville, KY 40292
Fax: (502) 852-7032
Phone: (502) 852-6503
E-mail the Bursar's Office
5. What fees cannot be billed to the sponsor?
Third party billing will not include, but is not limited to, the following items: Bookstore Purchases, Parking Passes, Athletic Tickets, Computer related programs, computers, etc.
6. What is the third party billing process?
The process is initiated when the University receives authorization from the sponsor. Upon receipt of the authorization, the student's account is credited conditionally for the expected amount of the sponsor's payment. The credit on the student's account does not reflect payment from the sponsor. This credit prevents late fees, installment/rebilling fees, and holds on the student's account for sponsored funds.
7. When do sponsors get billed?
Third party billing statements, "statement of account," are prepared after the drop/add period for the term, in order to limit changes that might impact the amount due for tuition and fees. Billing statements are mailed directly to the sponsoring agency. The statement of account provides the student's name, file number, student identification number, last four digits of their social security number, breakdown of charges, dollar amount, and if requested, the number of academic credits attempted that term. If the agency has requested an identifier, authorization, or purchase order number, that number will be on the statement.
The University is prohibited by the Family Educational Rights and Privacy Act of 1974 (FERPA) from releasing class names or descriptions, transcripts, grades, financial aid information, or information about other charges. The student is responsible for providing any additional information required by the sponsoring agency.
Third party billing payment is due by the date indicated on the statement of account. Effective Spring 2015 if payment is not received within 60 days of the billing date, a late payment fee of $100.00 per student will be assessed; a notice of nonpayment will be sent to the student; and a Bursar Registration Hold will be placed on his or her record that prevents transcript release and any future registration. At that time, if any charges have not been paid by the sponsor, the authorizations from the sponsor will be reversed and the student is responsible for payment in full.
Payments can be made either by check, payable to the University of Louisville, or online as an electronic funds transfer.
Payment by U. S. Postal Service
BURSAR OFFICE - Third Party Billing
University of Louisville
Houchens Bldg – Suite 101
Louisville, KY 40292
Electronic Funds Transfer
Contact the UofL Third party billing office to obtain electronic funds transfer (EFT) bank instructions. Include identifying information in the text portion of the transfer. The customer number, billing statement number, student name, or student ID number of the person expecting the money is particularly helpful.
To ensure proper credit, EFT payment notification must be sent via e-mail or U. S. Postal Service to Third Party Billing and include the following:
- amount due,
- trace number,
- payment transfer date (approximately),
- academic term,
- billing invoice number,
- student's name and identification number,
- partial payment amount (if a billing statement is not being paid in its entirety).
9. How do sponsors revoke sponsorships?
A sponsor may revoke current financial support for any student by sending the University an official notification by mail or e-mail. Revocation does not apply retroactively. Upon notification, the student will be expected to pay all outstanding charges. Until the charges are paid, the student may be subject to late payment sanctions, including assessments of late payment, Bursar Registration Hold, inability to register for future terms, cancellation from classes, and inability to obtain transcripts.
10. What happens when a student withdraws?
When a sponsored student withdraws before the end of a semester, the sponsor will be billed for sponsored expenses in accordance with the University's withdrawal policy. View drop/add and refund schedules.
11. How do sponsors get students' grades, transcripts, and other information in University records?
The student is responsible for providing this information to the sponsor. The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA) and not disclose this information to others without the express written approval of the student.
12. Is there any other information a sponsor needs to know?
The University of Louisville's Federal Employer ID Number is 61-1014882.
Current information on costs and tuition is available on the UofL Bursar's Office website.