Common Questions Regarding Financial Aid and Billing Presented by: Michelle Anderson – Associate Vice President for Enrollment Jeff Betler – Bursar of The College Common Financial Aid Questions What does it mean if we are selected for verification? The purpose of verification is to collect documentation to verify that certain information submitted on the FAFSA is accurate. Copies of federal income tax transcripts, W-2’s, and other income information for both the parent and student must be provided. Financial Aid Awards are not confirmed and will not credit to the student’s account until verification is complete. What is the college’s policy regarding the receipt of outside scholarships? Outside scholarships must be included in your financial aid package. Students should notify the Office of Financial Aid as soon as possible when they receive an outside award. If an adjustment needs to be made to your award package because of the increased scholarship amount, then a revised financial aid award letter will be sent to the home address. Can students get a job on campus? The college has over 500 jobs available with a priority given to students who are awarded work-study in their financial aid package based on financial need. Students who do not demonstrate financial need can apply for jobs that are still available at the end of September. Information about the job search process will be provided at Orientation for students eligible for the work study program. How do students receive their work-study wages? Students receive a paycheck twice per month based on the number of hours that they have worked. Paychecks can also be received via direct deposit by filling out a request form and providing additional banking information. Earnings may be used to pay on the school account or for personal expenses. Tax paperwork needs to be completed before students can receive their first paycheck. There will be information on all necessary paperwork in the student’s campus mailbox when they arrive for Orientation. Students should bring a photo ID to campus (college ID is fine) along with either a copy of their social security card or birth certificate. What happens if a parent loses his/her job and cannot afford to help pay for college? The family may apply for Special Circumstances and the Office of Financial Aid will reevaluate financial need. Additional funding cannot be guaranteed. Please wait 6 weeks from the date of unemployment before submitting the form to allow time to apply for unemployment benefits. What happens if a student changes his/her housing status? The student must notify the Office of Financial Aid of a change in their housing. Financial aid is awarded based on the student’s cost of attendance (resident or commuter); therefore, a change in housing status can affect aid eligibility. Commuter status must first be approved by the Office of Residence Life. Can parents borrow money for college costs, and if so, how much can they borrow? Parents may apply for a Direct PLUS Loan and borrow up to the cost of attendance minus the student’s other financial aid. Interest rate for 16-17 academic year will be announced July 1. Fee is 4.272% Visit www.StudentLoans.gov to request a PLUS Loan and Direct PLUS Loan Master Promissory Note (MPN) if credit approved. Please indicate the amount you wish to borrow instead of using the maximum amount indicator. The parent must Log In to this website. The only lender for this loan is the U.S. Department of Education. If the Direct PLUS loan is denied, the student becomes eligible for an additional $4,000 in Direct Unsubsidized Loan funds. What action is required to secure a Direct Loan? The student must Log In to www.StudentLoans.gov. Students need to complete a Direct Subsidized/Unsubsidized Loan Master Promissory Note (MPN) and Entrance Counseling. The maximum Direct Loan amount will be certified each year using the MPN, as long as the FAFSA is completed, unless the student requests otherwise. The only lender for this loan is the U.S. Department of Education. What action is required to secure a Federal Perkins Loan? Perkins Loans are awarded by the Office of Financial Aid mainly to freshmen. A promissory note needs to be completed along with an entrance counseling session. An email to the student’s W&J email account will provide instruction for completing both forms online over the summer. ECSI is the servicer for this loan. What if students need to borrow more than Direct and Perkins Loan? Parents should consider borrowing a Direct PLUS loan or using the interest-free tuition payment plan. Private educational loans in the student’s name are available, but a credit check will be involved & students will need a cosigner. Private loans that W&J students have used over the past 5 years are listed at http://www.washjeff.edu/private-loans. Students are not limited to this list and should shop around for the best product to meet their needs. When does repayment begin for federal and private loans? Direct Loans have a 6-month grace period and Perkins Loans have a 9-month grace period after graduation or after the student falls below half-time status. The grace period for private loans varies by lender. Direct PLUS Loan repayment traditionally begins 60 days after the loan is fully disbursed. Parents have the option to defer repayment until 6 months after the student ceases to be enrolled. This must be requested from the lender and interest will accrue during this time and be capitalized quarterly. There is no penalty for prepayment. What options are available if financial aid is in excess of what is owed to the college? If a credit balance occurs through application of loan funds, the student may elect to do one of the following: send the excess funds back to the loan provider carry them over to the next term have them refunded to use for educational expenses What happens to a student’s financial aid in future years? Students must re-apply for financial aid every year by completing the FAFSA (PA State Grant deadline is May 1st). The college is generally committed to awarding need-based aid at the same level each year unless there has been a dramatic change in the family’s financial situation. Scholarship renewal depends on the student’s achievement of the required minimum G.P.A. Student must maintain “Satisfactory Academic Progress” as defined in the College Catalog. W&J will award a maximum of 8 semesters of College-funded aid to students enrolled on a full-time basis. Common Billing Questions What am I really paying for? Tuition Room Board Fees Full-Time Rate (9 courses or 36 credit maximum) $42,656 Part-Time/Overload Rate per Course ($1,075 per credit) $4,300 Traditional Single Room $7,650 Traditional Double Room $6,694 Traditional Triple Room $6,390 19-Meal Traditional Meal Plan* $4,712 14-Meal Traditional Meal Plan $4,480 19-Meals + $300 Dining Dollars $4,952 14-Meals + $300 Dining Dollars $4,720 575 Block Meal Plan $4,896 450 Block Meal Plan $4,670 575 Block Meals + $300 Dining Dollars $5,108 450 Block Meals + $300 Dining Dollars $4,882 Student Activities Fee $225 Student Services Fee $245 Health Services Fee $100 What is e-billing? The college has moved to e-billing in an effort to reduce paper use and printing and postage costs associated with large mailings. Ebills are sent monthly to the student’s campus e-mail address. By using their WebAdvisor account, your student can view account activity and pay the remaining balance. Students also have the ability to download their statements into a PDF format so that they may be printed and sent or e-mailed home to the person responsible for payment. Simply put, students can view their current statement at any time and pay the balance on-line using a credit or debit card or an ACH from a bank account. There is a 2.6% transaction charge added by our payment processing provider, Official Payments Company, but e-checks are free. What is Jay Cash and how do I use it? Jay Cash provides students with a non-cash option to make it more convenient to purchase books and merchandise at the Bookstore, as well as food and beverages at The Commons, George & Tom’s Snack Bar, or the Barista or Roasted Cafés. Deposit any amount of money into a Jay Cash account at the Business Office via check, cash, credit/debit card, or by ACH and the college ID card will be loaded so that purchases can be made. Each time the ID card is swiped, the Jay Cash balance is reduced by the amount of that purchase. Any point of sale terminal can provide the remaining Jay Cash balance, which can be replenished as often as needed. Jay Cash carries forward from one semester to another and from one academic year to the next, but it is not transferable and may not be redeemed for cash. Only balances that remain after a student has graduated or withdrawn from the college will be forfeited. Why did I get charged for health insurance? Since all students are required to have health coverage, the college charges this fee unless proof of coverage is provided by submitting a completed Health Insurance Waiver, which can be accessed through the ‘Helpful Links’ section of our webpage. Students who do not waive this coverage by September 1st will be enrolled for the academic year in a group plan made available to the college by an outside provider. Once a student is enrolled, the fee cannot be removed from the student’s account. Once your waiver has been received by the Business Office, your statement will be adjusted accordingly. What are activity and service fees? Who pays these fees? The activity fee funds the Student Government so that it may allocate funds to the numerous student organizations and clubs on campus. The service fee provides all students with free admission to athletic events, lectures, and other campus activities. All clubs and student organizations are available for commuters to join, and all athletic events, lectures, and campus activities are open to commuters as well. All full-time students must pay these fees each semester, so commuters and even those who are studying abroad are charged. Why do I have a lab/course fee when my student isn’t taking a science class? Courses other than science classes have fees associated with them: Computer Science courses All courses in the Integrated Technology Leadership Program (ITL) Most Art ‘Studio’ courses What are Tuition Overload charges? Full-time students who register for more than 36 credits (9 courses or the equivalent) in one academic year will be assessed an additional tuition charge per each additional credit. The course overload charge for the 2015-2016 academic year is $1,075 per credit, or $4,300 per 4-credit course. These charges will appear on Spring semester billings and do not apply to course registrations for Physical Education & Wellness courses (PED), Applied Music courses (MUA), or the Theatre Practicum Course (THR151). Students will also incur overload charges if they choose to take more than two Intersession courses during their four years of study. Note: Billings are calculated based on the number of classes students are recorded as registered for in the year, not what they will actually complete. Registration is tabulated at the end of the Add/Drop period rather than at the end of the term. What is the $200 security deposit used for? Each new student will be charged for a $200 security deposit on the Fall semester billing. Charges for damages and loss of equipment will be made against this deposit and will be shown on tuition billing statements as they occur. This is not to be confused with the $200 matriculation deposit that was paid when your student decided to enroll at W&J. Any balance remaining from this non-interest bearing account will be refunded when the student leaves the college and it must be maintained and replenished at the end of each academic year. Common area damages in residence halls are assessed against the residents of the hall and are divided and charged equally if the perpetrator is unknown. When will I receive my account statement? Paper statements are mailed in July and August for the Fall term and December and January for the Spring semester. Otherwise, statements will be e-mailed each month of the academic year. A final paper statement for each semester could also to the home address in November and April if a balance still exists. If you need another copy, you can call the Business Office at (724) 223-6014 and a copy of the statement can be mailed, faxed, or emailed to you. Students can also log into their “Web Advisor” accounts to view account activity, print out statements, and to make payments. If you’re paying by credit card, please remember that Official Payments will charge a 2.6% fee on all credit card transactions. When is my balance due? Due dates are: Friday, August 9th (Fall) Friday, January 10th (Spring) Interim balances are due by the end of the month in which the charges were incurred. Participation in the external payment plan must be established or standard payment must be received prior to the first day of class for each semester. What exactly is on my student’s statement? The first statement reflects all known charges and credits at the statement date and will show pending financial aid and the remaining balance. It will not include subsequent charges that could arise later in a semester like parking fines, course materials fees, or residence hall damages. Once the semester begins, statements no longer show pending financial aid, only the actual aid that has been credited by the statement date. All forms, promissory notes, and entrance interviews must be completed before loans can be posted to a student’s account. A Business Office accounting clerk will be happy to assist in you determining your balance due. Why are students required to be on a meal plan? W&J is a residential college, meaning that all students who live outside of commuting distance (less than 15 miles from campus) are expected to reside in college housing and dine in college facilities. All freshman are automatically billed the 19 meals per week plan until we receive a Meal Plan Form indicating which plan you prefer. In addition to the eight meal plan options available to first year students, Parkhurst Dining Services tries to be as flexible as it can in meeting the specific dietary needs of students. Meals are available from 7:15am-11pm during the week and 10:00am-11pm on the weekends to accommodate busy student schedules. A 50 Block Plan is available for commuting students. Students with strict medical or dietary restrictions must petition the Business Office to be excused from the meal plan service. You can fill out the Meal Plan Form in your folder and turn it in today! When do students get ID cards and what happens if they lose them? Student ID photos are being taken today! ID cards will be available for pick-up later this afternoon outside The Barista Cafe. ID cards are used for access to residence halls and academic buildings, meals, and Jay Cash. Should an ID be misplaced, the Business Office will make a replacement for you. The ID card replacement fee is $15. Where can I park my car? Students who bring your car to campus with them have the opportunity for free, first-come, first-served parking for freshmen available in the Lincoln Lot. There is a separate lot available for commuters. To get a parking pass: Go to the First Year website at www.washjeff.edu/firstyear Choose ‘Forms’ Under Optional Forms, click the on-line “Parking Permit Request Form” and complete the information Your pass will be in your mailbox when you arrive on campus. I was told by the Office of Financial Aid that my balance would be covered by all my loans, grants, and scholarships. Why do I still owe money? Call us! The Business Office will assist you by confirming that all loans, grants, and scholarships have been credited to your account and by checking to see if there is any pending financial aid that has not been received. We will also check to see if you have any outside awards that require an invoice to a third-party. Remember: Your Financial Aid Award Letter shows a general budget with the 14 Meal Plan and traditional housing. Your actual billed amount could be more if you have chosen a different meal plan or live in non-traditional campus housing since it changes the ‘cost of attendance’ used in the award letter. Why doesn’t any financial aid appear as pending or credited on my statement? This may occur for one of the following reasons: The student has not filed a FAFSA. The FAFSA has not yet been processed and received by the college. The FAFSA was rejected by the federal government due to missing information. The student has been selected for the verification process by the U.S. Department of Education and that process was not completed before statements were sent. Call the Office of Financial Aid at (724) 223-6019 to ensure that your financial aid paperwork is in order. Why don’t my loans appear on my statement? If you receive an e-bill and your loan is not credited by mid-term (October for Fall and March for Spring), you should call the Office of Financial Aid at (724) 223-6019 to see what needs to be done. Until the September statement for the Fall term and the February statement for the Spring term most loans will appear as pending financial aid credits. Once the paperwork is completed and the funds have transferred electronically to the college’s bank account, they will appear as an actual credit on your statement. My Direct Loan was for $3,500, why did I only get credit for $3,464 and why does only one-half appear on my statement? There is a fee of charged on all Direct Loans, so the student’s account is only credited with the net proceeds. Note that Direct Loans are split into two disbursements—one for Fall and one for Spring. Do I have to pay the entire balance before my loan has been disbursed? No! As soon as the Business Office is able to verify that a loan has been applied for, the promissory note has been signed by all applicable parties, entrance interview requirements are met, and the loan is ready for certification and disbursement, the loan proceeds may be deducted from the balance shown on the statement. Work-study is part of my financial aid package. Why isn’t that amount deducted from my balance? Student wages are paid directly to students bi-monthly around the 15th and 31st of each month. Because job availability and hours cannot be absolutely guaranteed, even if they have been awarded, it is not possible to know how much should be credited in advance to a student’s account, so it is the student’s responsibility to use proceeds from their earnings. Students with on-campus jobs should set up direct deposit for their FWS earnings If I still can’t afford to pay my bill in one lump sum, how do I make arrangements for a monthly payment plan? Monthly payment arrangements must be made through the Tuition Payment Plan provided to W&J by Higher One. There is a $50 annual sign-up fee to participate in the Tuition Payment Plan. You can choose from several payment options to better suit your individual financial needs. Higher One Tuition Payment Plan can be reached at (800) 635-0120 or you can visit their website: www.tuitionpaymentplan.com/washjeff Choose “Enroll in a plan for the first time” and you’re only a few easy steps from joining in the program. I don’t want to pay the enrollment fee for the Higher One Tuition Payment Plan. Why can’t I make payments directly to the school? The external payment plan is provided to W&J College students and families for the added convenience of making interest-free monthly payments. The nominal fee of $50 to enroll yearly in the plan is the only fee charged to participants and pays for all the services that Higher One provides for collecting, reporting, billing, and technical support. This fee is charged by Higher One, not W&J, and it is sent along with the first installment when you sign-up for the payment plan. These are services that the college is not equipped to handle given the number of participants in the plan. I’ve made three payments to Higher One, so why do only two appear on my statement? There is a short delay from the time Higher One receives a payment until those funds are released to W&J and appear as a credit on your account statement. The college receives its disbursement from Higher One weekly. These are credited every Friday for those received that prior week. How are students billed for Intersession trips? Students who take Intersession courses which involve travel abroad are billed for the cost of those trips separately from their tuition accounts. Course costs and due dates for payment are determined by the professor who is teaching the course. Unless otherwise indicated by the course instructor, final payments are typically due by December 1st. Because the additional cost of an Intersession trip can be added to the student’s Cost of Attendance, additional financial aid may be available. Check with that office at 724-223-6019. Business Office Website Check out our website at www.washjeff.edu Choose ‘Offices & Departments’ link, then select Business Office Our web page provides access to forms, contact information for staff, and links to information on financial aid, schedule of fees for the current academic year, FAQs, and detailed information on the various dining options. We also provide links to the monthly payment plan, health insurance provider, and the Perkins Loan website. Follow us on Twitter @WJBusOffice or like us on Facebook at Washington & Jefferson College Business Office Questions??? Office of Financial Aid – (724) 223-6019 Business Office – (724) 223-6014