Student Financial Services, a division of Administrative Affairs, is made up of three components to serve the needs of our students. The Student Accounts office provides accurate and timely billing and account services such as monthly account billing, support for past due accounts, third party invoicing assistance, semester payment plans, assistance with the Master Promissory Note (MPN) completion and exit interview processes involved with obtaining federal financial aid. Student Financial Services corresponds electronically with student account holders using their University email address.
UW-Whitewater students are responsible for:
UW-Whitewater undergraduate students are required to pay a one-time enrollment deposit. This deposit remains on the student account during enrollment at the university. The deposit will roll forward to the next term as a deposit for that term, and is refundable when the student leaves UW Whitewater. Enrollment deposits should be paid at the time of your registration to attend a Warhawks SOAR session. Questions regarding the Enrollment deposit can be directed to Student Accounts at firstname.lastname@example.org.
At separation from the University, the student may be entitled to a refund of the enrollment deposit. The deposit must be requested, and the student must have paid all obligations owed to the university. If the deposit is requested, but the student has a balance on his/her account, the refund will be applied to the balance. To request a refund of the deposit, fill out the Enrollment Deposit Refund Request Form online. The request will not start to be processed until approximately 10 weeks after the end of the term to allow for any remaining charges to be processed. The refund will be sent via direct deposit to the bank account in the Nelnet system, or paper check will be mailed to the address on file with the University. The student has one year (12 months after the final day of classes) to request and qualify for the refund. Unclaimed enrollment deposits are deposited into a UW-Whitewater scholarship fund. Questions regarding the Enrollment Deposit refund can be directed to Student Accounts at email@example.com.
It is a federal requirement for all students who have borrowed through the Federal Loan Program to complete an exit interview when they graduate, withdraw, or drop below six credits of attendance. Exit interviews provide a complete explanation of repayment, deferment and cancellation privileges, and answer specific questions about your loan
Students receiving financial aid are subject to the same payment deadlines as other students. Do not assume your financial aid will be available to pay your university bill on time. Most aid is processed in time, but if you have not submitted your information timely, have not met all qualifications for aid, had to provide more information for verification, or have not accepted or completed follow up tasks required for the aid, your aid may be delayed. You will need to check your WINS account to confirm that aid has processed by the payment due date. Finance charges will still apply to accounts with delayed aid.
Scholarships take up to 10 days to process through the system. These checks should be submitted at least 10 days prior to the payment deadline.
These payments are not credited to your student account until the 3rd party has made the payment to the University. If you have received a letter or payment authorization document from the 3rd party for the University to bill them on your behalf, this must be presented to the Student Accounts Office at least two weeks prior to the start of classes for the applicable term, along with an authorization to release information. Any delay in submitting this document will delay the University's courtesy billing to the 3rd party, and will most likely delay a payment by the 3rd party on your account. Failure of the 3rd party to make a payment toward the student's account will need to be followed up on by the student, as the University takes no responsibility for obtaining this payment. Any changes to the student's class schedule or fees will need to be communicated by the student to the 3rd party.
A finance charge will be added to any past due balance. This finance charge will be assessed each billing period until the student account is current.
See below details regarding holds that may be on your account:
THESE HOLDS WILL STOP YOU FROM ADDING OR DROPPING COURSES OR RECEIVING YOUR TRANSCRIPTS
ADV - this is an Academic Advising hold - you will need to contact your Academic Advisor to have this hold released.
BIL - a BIL hold indicates you have been sent to a collection agency for a past due balance. You will need to contact Student Accounts to obtain the collection agency information and work with the collection agency to pay off your balance. For information on how to pay your bill, visit our website.
EXI - Exit Interview hold - you are required to complete exit interviews for either or both of your Perkins and Direct loans - Instructions can be found on our website.
MON - a past due balance will have a MON hold on your account - promptly paying your bill will release the MON hold and allow you access to your account and avoid an additional charges or the risk of being sent to collections. Having a past due balance will also put you at risk of having your classes cancelled. Please contact student accounts at firstname.lastname@example.org with questions. For information on how to pay your bill, visit our website.
NRG- a past due balance over $500.00 will have a NRG hold on your account - promptly paying your bill will release the NRG hold but the account will still be considered past due. Having a past due balance will still assess additional charges and also put you at risk of having your classes cancelled. Please contact student accounts at email@example.com with questions. For information on how to pay your bill, visit our website.
PPY - this hold indicates you have a history of non-payment and therefore need to prepay your next term charged prior to registration. The prepayment can be either cash or financial aid, but you must contact the Cashiers office in order to have this hold lifted for registration - Cashiers can be reached at firstname.lastname@example.org.
TAC - This hold is specific to a term. TAC holds for terms that have passed may be ignored as they effect only the term the hold is for on the student account. The TAC hold for an upcoming term will stop enrollment until the TAC is electronically signed. Once signed the hold will go away automatically, this hold will stop you from enrolling in classes for the term to which it relates
WRO - Past bad debt write off, balance should be paid to cashiers office prior to enrollment or release of transcripts. Please contact the Student Accounts office with questions regarding this hold at email@example.com.
THESE HOLDS WILL ALLOW YOU TO REGISTER HOWEVER PUT YOU AT RISK OF CLASS CANCELLATION:
CKR1 - indicates you have had a check returned to our office and will be charged a bank service charge. Please contact our Cashiers office with questions at firstname.lastname@example.org.
NCR - No credit is extended - student is not eligible for the payment plan due to previous non-payment and must pay each term by the term due date. After 12 months of good standing with the University, the Bursar will review accounts and remove holds for students who have paid their bill timely. When the hold is removed, the student becomes eligible for the payment plan.
PPL- Payment Plan Hold is placed on a students account after the student or authorized payer enrolls in the payment plan (no longer automatic). The hold will be removed withing 3 days after the account balance is paid in full for the term.
Find forms on the Financial Services Forms Page.
Once your financial aid loans have been accepted, you will receive notification that you need to complete a promissory note. An email and letter will be sent to the student; and a letter will be sent to parents for Parent Plus loans. Upon receiving the notification please complete the promissory note using the instructions below.
There are two options for a student to allow a parent, spouse or guardian (or any other person) access to billing information or access to contact Student Accounts with questions regarding their account. "Authorized Payers" - allows access to view/pay bills. "Authorization for release of information" - allows specified individuals to contact the student accounts office with questions regarding the students account.
The Federal Education Rights and Privacy Act (FERPA) of 1976, as amended, is a federal law that affords students certain rights and protects their privacy and confidentiality with respect to their educational records. If you would like to allow specified individuals access to your financial records, complete an Release of Information form for Student Accounts and Financial Aid form. This form is completed online:
This will allow the person authorized to contact Student Accounts or Financial aid to ask questions about your account. This form does not authorize access to receive an E-Bill or access to your the WINS Account.
Authorized payers are set up through the billing site. Login to WINS select "Student Financial Account" tile, select "Make a Payment" tile - this will launch you into Nelnet (net ID and password are the same as on WINS). Once logged in, select "Authorized Payers" tab, select "Add New" and follow the prompts. The payer will receive an email with a login and temporary password that they will need to change. After the authorized payer is set up, that person will receive future e-Bill notifications when there is a new bill to review.
Be sure all your personal profile information is up to date! We want you to have quick, easy access to your 1098-T for educational tax credits. It is important the University has accurate reporting information on file so you receive the form you need and the IRS receives the correct information. Please check your personal profile information on your Student Center page. If your home address has changed or your SSN/ ITIN is either missing or invalid, look below for instructions:
Is your HOME address up to date? If not, please update your address in WINS
The University of Wisconsin - Whitewater is requesting that you provide us with this information. Please complete the Request for Student’s Taxpayer Identification Number (W-9S) form on the Student Account website. Follow the instructions on the form, sign it and forward it to the Registrar’s Office along with the proper documentation.
Find all of the information regarding Wisconsin Tuition Promise please visit the following webpages: University of Wisconsin Whitewater or University Wisconsin System
Segregated Fees are charges that are recommended or reviewed by student government.
Segregated Fee Explanation:
Activity Fee: supports various campus activities such as sudent organizations, organized activities, child care center and municipal services.
Student Center: supports facilities, services and programs at the James Connor University Center.
Health Center: supports quality health services (medical, public health and wellness outreach), addressing the unique needs of college students with an emphasis on enhancing the well-being, academic success, and dignity of clients in a confidential, efficient, and cost effective manner.
Sports Programming & Facilities: supports organized sports and recreation programs, stadium, field house, and related facilities and fields.
Leadership development: supports an administrative organization that provides an integration of programs and activities that promote successful, positive, and productive citizens of our campus and beyond.
Capital Projects: supports costs of construction of large fixed assets such as sidewalks, buildings and parking lots.
Textbook Rental: supports a rental service that provides most textbooks for undergraduate students, so purchased books are not necessary.
Students that register for classes and do not attend will still be responsible for paying those tuition charges if they are past the drop deadline. To find details regarding the terms drop dates go to webpage http://www.uww.edu/registrar/schedule-of-classes choose the appropriate term and then Deadlines - add/drop, withdraw, refund at the top/center of the page.
A student can print their Account Inquiry through WINS by clicking on "Student Financial Account" tile, click the "Account Inquiry" tile, and then select "View Printer Friendly".
The Federal Education Rights and Privacy Act (FERPA) pf 1976, as amended, is a federal law that affords students certain rights and protects their privacy and confidentiality with respect to their educational records. If you would like to give someone access to your financial records, complete the Release of Information form for Student Accounts and Financial Aid form. This form is completed online:
What if I receive Federal Title IV Financial Aid (loans and/or grants), what can I expect it to pay?
The Department of Education has implemented federal regulations that authorizes UW-Whitewater to administer Title IV financial aid funds. Title IV funds are financial aid you receive in your financial aid package from UW-Whitewater and include:
Federal Pell Grant
Federal Supplemental Education Opportunity Grant (SEOG)
Federal Perkins Loan
Federal Education Loan Program
Stafford Loan Program - Subsidized and Unsubsidized
Parent PLUS Loan
Federal Work Study Program
Federal regulations stipulate that Title IV financial aid funds cannot be applied to your student account until ten (10) days prior to the first day of classes. Federal regulations further require that the University apply your Title IV financial aid funds to "allowable charges", which are tuition, mandatory segregated fees, course fees, and housing and meal charges contracted with the University. UW-Whitewater allows many departments to assess charges to your student account in order to consolidate billing. Some of these "non-allowable charges" might include parking permits, bookstore charges, health center services, graduation fees, library fines, activation fees, finance charges and other miscellaneous charges. The charges will be your responsibility to pay by the due date on your billing statement, as they would also not be charges eligible for any payment plan. If left unpaid, it could delay any excess aid that may be ready to refund to you. If left unpaid after the due date, it could lead to a past due balance, an assessment of additional finance charges and it would put you at risk of having your classes cancelled for non-payment.
Federal regulations require that the University apply your Title IV financial aid funds to "allowable charges', which are tuition, mandatory segregated fees, course fees, and university housing and meal charges, unless authorized to cover other changes. Authorizing financial aid to pay other charges will expedite the settlement of your student account. Authorization must be received prior to the disbursement of your aid or the Title IV financial aid funds will not pay other charges on your account. Once the authorization is signed, it will continue to be valid for future years unless rescinded.
To authorize payment of other charges, click on "Student Financial Account" tile, click on "Student Permissions" tile, click on "TITLEIV_MS", and follow the screens from there. You will get a confirmation you can print out if needed, and your aid should automatically pay charges upon disbursement.
Please note: pay plan activation fees and finance charges cannot be covered by Title IV funds, so students will need to cover these, if applicable, with other funds. If non-federal aid is present on the student's account, it can be used to cover these charges.
Title IV authorizations previously given need to be manually reversed. The form to do this is located at: http://www.uww.edu/adminaffairs/finance/cashiers-office/forms#StudentAccountForms. Once you have completed and signed the form, please deliver to Hyer Hall, Room 110, Student Accounts window, send via email as a .pdf to email@example.com, or mail to UW-Whitewater, Student Accounts, P.O. Box 88, Whitewater, WI 53190.
Please be aware, you will then be responsible to pay any charges on your student account that are not covered by aid by the applicable due date.
Per federal regulations, the University is required to apply any Title IV financial aid funds to "allowable charges', which are tuition, mandatory segregated fees, course fees, and university housing and meal charges, for the academic year for which the aid is awarded. If there is any excess aid after these charges are paid, a small amount is eligible to be applied to a prior aid year balance.
If your past due balance is in a term in a prior aid year, such as the prior Summer term, up to $200 of excess aid can be used to pay allowable charges in the prior aid year. If the unpaid charge is tuition or tuition-related fees, your refund will be delayed as we apply $200 to the prior year.
If the prior balance is not allowable charges, but you have already authorized the university to pay other student account charges for the current term, the authorization allows the university to use up to $200 of excess aid to pay a balance in a prior aid year term.
If you haven't yet signed the authorization to pay other charges on your student account, click on "TITLEIV_MS" and follow the screens from there. You will get a confirmation you can print out if needed. Student Accounts will receive your authorization and move $200 from your excess aid to pay toward your prior year balance prior to releasing any remaining refund due you. However, pay plan activation fees and finance charges cannot be covered by Title IV aid.
The Department of Education has implemented federal regulations that authorizes UW-Whitewater to administer Title IV financial aid funds. Title IV funds are financial aid you may receive in your financial aid package from UW-Whitewater and include:
Federal Pell Grant
Federal Supplemental Education Opportunity Grant (SEOG)
Federal Perkins Loan
Federal Education Loan Program
Stafford Loan Program-Subsidized and Unsubsidized
Parent PLUS Loan
Federal Work Study Program
Federal regulations require that the University apply your Title IV financial aid funds to "allowable charges", which are tuition, mandatory segregated fees, course fees, and housing and meal charges contracted with the University. Federal Title IV regulations prohibit the use of federal aid to cover administrative charges, such as activation fees from the payment plan, or finance charges.
These charges are your responsibility to pay them by the due date on your billing statement.
NOTICE: Veterans who intend to have the government help with tuition and fees should first see the Veteran Services Coordinator.
Students who have received a voucher or authorization to have tuition and fees billed to a government agency should submit this and any other required documents to Student Accounts Hyer Hall Room 104 or email to firstname.lastname@example.org . All documents must be turned in 10 days before the start of the term for which it applies.
A credit will be placed on the student account once the invoice has been sent to the government agency. The student should be prepared to pay the remaining balance by the due date indicated on the bill.
If a refund is due, it will be paid to the student. Any overpayments that are owed to the government should be paid by the student to the agency as soon as possible.
Your classes are at risk of cancellation if:
You have no credit with the University. This can happen if your classes have been previously cancelled, if you have frequent invalid check transactions or if your debt has been certified to an outside collection agency, such as SDC. One notice for payment is sent to you prior to cancellation.
You have a past due balance for a prior term. If you haven't paid the necessary amount to get rid of your past due balance, you have not received financial aid to cover it, or you have not contacted Student Accounts about your intention to pay off the balance in an agreed upon manner, your classes are at risk for cancellation.
Once classes are cancelled, you will receive a no-credit (NCR) hold on your account. The no-credit (NCR) hold means you no longer have credit with the University. As such, you will not be eligible for the payment plan in the Fall or Spring terms. In addition, you will be required to pay the cost of tuition and fee for classes you want to take in advance of being able to register.
You can have an invalid check transaction occur for a few reasons:
Written check was filled out incorrectly - on wrong bank account, invalid signature, dollar amount and written amounts don't match, post-dated check
Written check or electronic check may be invalid because there's not enough funds in the account to cover the transaction (insufficient funds or account closed)
Information for an electronic check may have been filled out incorrectly in TouchNet
For an invalid check transaction, according to WI Stat. 943.24, a student can be fined and required to appear in court for issuing a worthless check (including online transactions). The University will assess a $20 service charge to your student account for any payment returned as unpaid. This is in addition to the charge your bank may assess. Your account will also be returned to the same status as it was before the payment was received, so interest and/ or administrative fees may be charged. In addition, your classes may be at risk of cancellation if the invalid check paid off a balance in order for you to register.
If we receive notice of frequent invalid check activity from your bank, the University may invoke our "cash only" policy. This means you would no longer have access to the TouchNet site for online payments, and you would be required to pay with cash, certified bank check, or money order.
Additionally, frequent invalid transactions will result in a no-credit (NCR) hold on your account. The no-credit (NCR) hold means you no longer have credit with the University. As such, you will not be eligible for the payment plan in the Fall or Spring terms. In addition, you will be required to pay the cost of tuition and fee for classes you want to take in advance of being able to register.
The 1098-T form is informational only and should not be considered as tax advice. The 1098-T form is used by eligible educational institutions to report information about their students to the IRS as required by the Taxpayer Relief Act of 1997. Eligible educational institutions are required to submit the student's name, address, taxpayers identification number (TIN), enrollment status, amounts pertaining to qualified tuition and related expenses, and scholarships and/or grants, taxable or not. Follow the link for frequently asked questions regarding the 1098-T.
As required by the Internal Revenue Service (IRS), form 1098-T is mailed by January 31 to all students who had qulified tuition and other related educational expenses billed to them during the previous calendar year.
To retrieve 1098T's from past years please email email@example.com with the students name, student ID#, last 4 of social security number and year needed.
In January of each year, the University of Wisconsin System provides a form 1098-T to each student that has paid tuition in that year. Students recieve an email to their UW Whitewater email when the 1098T's are available along with the steps to retrieve the forms.
For 2019 and prior years, all 1098-T forms were mailed out to student mailing addresses as of January 31st. Due to a change by the University of Wisconsin System’s vendor, the 1098-T Tax Form is not available online. If you need to access an additional copy of your 1098-T Tax Form (2019 -previous years), please contact our office at mailto:firstname.lastname@example.org. Please provide the full name of the student, date of birth, last 4 digits of social security number and the year needed.