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Info for Faculty and Staff: Spring Billing

Spring 2020

When did students begin receiving communications about spring payment?

WVU began communicating about spring 2020 billing timelines and payment options in November to give students in the WVU system and their families plenty of time to plan and budget for spring semester payment of tuition and fees.

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What information was included in these early communications?

These communications – including emails to students – clearly outlined timelines and payment options, including the benefits of enrolling in CASHNet’s Tuition Payment Plan to assist with budgeting.

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How can students enroll in CASHNet’s Tuition Payment Plan and why is it important to sign up early? What are the enrollment deadlines?

Students on all three campuses can visit CASHNet and select West Virginia University from the menu to enroll in a tuition payment plan.

Early enrollment provides the flexibility to make smaller payments over a longer period of time:

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When did students receive their spring semester bill?

Students who took advantage of priority registration were able to view their amount due for spring in STAR via their Portal on or about November 13.

Students who owed a balance received their spring semester eBill via their MIX email in early December. The electronic bills included a message clearly outlining payment options and resources and that a 2.25% late fee would be assessed if payment arrangements were not made by the due date of January 6.

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When did spring semester financial aid disburse and become available via direct deposit?

Spring 2020 financial aid disbursed on January 3 unless there were unsatisfied tasks for the aid. Financial aid refunds started to become available via direct deposit on January 13. (The exact date varied depending on a student’s bank.)

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When was spring semester payment due?

Students who received December eBills must have paid their balance due, enrolled in a payment plan to cover their balance, or secured financial aid to cover their balance by Monday, January 6, 2020. (This was the Monday before the start of spring semester classes.)

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What happened if a student did not make arrangements to cover their balance due by January 6?

If a student had a balance owed of $200 or greater at the close of business on January 6, they were assessed a 2.25% late fee that was reflected in their account on January 8.

Students had nine weeks from the time of the first spring semester payment communication and seven weeks from the time that their balance due could be viewed in their portal to settle their balance before the late fee was assessed. Messaging was shared with students across multiple platforms to ensure clarity on payment due dates and options available to them.

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What happened after students were assessed a late fee for December eBills on January 8?

Students will have until February 1 to pay their balance down to less than $1,000 or they will be removed from classes at 4:45 p.m. on February 3.

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Can students pay their bill and be reinstated if they are dropped for non-payment on February 3?

Yes, students can be reinstated with payment that will take their balance owed to less than $1,000. They will be assessed a reinstatement fee of $250 that must be paid prior to reinstatement. Students have until noon on February 7 to be reinstated.

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Should advisers and instructors tell students who have been removed from classes to attend classes anyway?

Students who are removed from class on February 3 should continue to attend class if they are planning to meet reinstatement requirements by the February 7 deadline. They will have to pay their bill down to less than $1,000 and pay the $250 reinstatement fee to attend classes. If students are not reinstated by the deadline, they should not attend classes.

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How will this affect a student's class registration, eCampus access, University Housing and dining plan status?

Students who owe a balance of $1,000 or greater by February 1 will be dropped from classes on February 3. Their student identification cards will be turned off on the removal date, so they will not be able to swipe for Student Rec Center access, PRT access or any campus activity requiring an ID card, with the exception of meals for students with dining plans. They will be able to eat in dining halls through the reinstatement period.

Students will NOT be able to log into eCampus when they are removed from classes, which means they will not be able to access any course materials. (They will retain all course materials in eCampus if they are reinstated.)

University Housing will work closely with affected students in residence halls on next steps. (This typically applies to a very small number of students.)

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Can students or their families pay their balance owed by credit card over the phone?

Yes, but only by calling the Keyser or Beckley campuses. On the Morgantown campus, the Mountaineer Hub records all calls so credit card information cannot be given over the phone. Students may also online through the Portal, grant their parents/families proxy access to their account or present themselves at the Mountaineer Hub to pay and/or make financial arrangements.

Please note that students who are removed from classes on February 3 will no longer be able to pay online. They can contact the student accounts office on their campus to discuss options.

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If students want to pay in person or talk to someone about their options, where should they go?

On the Morgantown campus, students should go to the Mountaineer Hub at Evansdale Crossing. On the Beckley campus, students should go to the One Stop Shop. On the Keyser campus, students should go to the Administration Building, Room 101. Online students may also visit any of these locations to make payments or receive assistance in person.

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