NOTICE: In conjunction with ConnectCarolina go-live, the Finance Policies and Procedures Manual, along with the previous manual, is undergoing changes. These sites will be updated to reflect changes in business processes due to the new system. If you are seeking information related to ConnectCarolina and do not find it in these policies, please email commtraining@unc.edu for more information.
Policies and Procedures

Policy 501 – Student Accounts

Effective
July 1, 1999
Last Updated
May 27, 2014
Last Reviewed
May 27, 2014
Responsible University Officer
Director of Student Accounts
Responsible Unit
Office of Student Accounts and Univ. Receivables

Policy Statement

A student ledger account is established for each student at the time the student is admitted to the University. This account is used to record various student charges and payments. Each student is personally responsible for the proper settlement of his/her student ledger account.

Tuition and fees for all University students are due and payable prior to the beginning of each term. Due dates are published on the Registrar's Calendar and on the Student Accounts and University Receivables (Cashier) web site. All students registering in the billing period for each term will receive a billing statement indicating the payment due date. Students choosing to register after the billing period must compute their tuition and fees based on the published rates and prepay or show proof of financial aid before being allowed to register.

A student’s registration will be subject to cancellation when prior term, past due charges have not been resolved before the current term. Students not paying or deferring current term charges by the due date may be subject to cancellation.  Students intending to cancel enrollment must contact the Office of the University Registrar and follow the cancellation procedure to ensure that related current term charges are reversed. Any unpaid balance on a student's account may prevent registration. In addition, grades, transcripts and diplomas may be withheld until outstanding balances are paid.

Reason for Policy

North Carolina law requires the University to charge and collect tuition, fees and other applicable payments for the term at the beginning of each semester or quarter. (NCGS 116 143). The University also has the right to withhold registration, diplomas, and transcripts for any student having outstanding balances, according to the Office of the State Controller.

Exclusions

In no instance can the online Financial Aid Deferment request take the place of other required documentation such as the Tuition Waiver Request for UNC-Chapel Hill Employees, Application for Faculty and Staff Tuition Waiver, Application for Financial Aid, Graduate Student Employee Payment Plan Form, etc.

The Financial Aid Deferment request only permits a student to defer current term charges for a short period beyond the original due date to allow time for financial aid to apply and for tuition waivers, tuition remission, etc. to be processed. Students are expected to pay the amount they know will not be covered by aid or a third party by the original due date.

Special Situations

1. Deferred Payment

Payment deferment is available for current amounts due for students receiving financial aid. Past due and/or prior term amounts cannot be deferred.

In general, previous recipients of financial aid may be given automatic deferral for the funded portion of their current charges. The billing statement for these students indicates that the Cashier’s Office has been notified of funding from other sources and the funded portion of the student's charges will be deferred for the current period. If the above notice is not stated on the bill, financial aid recipients must complete the Financial Aid Deferment request in the ConnectCarolina Student Center.

First time recipients of financial aid may be required to furnish documentation to the Cashier’s Office of their eligibility for receiving aid, including the source and the amount. If there is not sufficient funding for the anticipated tuition, fees, and housing charges, the unfunded portion must be paid by the original bill due date.

2. Aid for Deferment Purposes

Financial aid for deferment purposes includes the following:

  • Scholarships/grants from UNC Office of Scholarships and Student Aid
  • Guaranteed Loan or Supplemental Loan
  • UNC department assistantship, fellowship, or scholarship
  • UNC tuition remissions
  • UNC athletic grant-in-aid
  • UNC employee tuition waiver
  • UNC Graduate Student Employee Payment Plan
  • UNC departmental funding
  • Direct and/or PLUS Loan
  • Scholarship/loan/grant from non-UNC source

Procedures

  • 501.1 - Departmental Payment of Student Charges
  • 1291.1 - Routing Requests for Special Tuition Rates for Non-Resident Students

Additional Information

Frequently Asked Questions

None

Related Data

Checks and money orders for payment of student accounts should include the student’s identification number and be made payable to: The University of North Carolina at Chapel Hill

Mailing Address:

Student Accounts and University Receivables
The University of North Carolina at Chapel Hill
2215 SASB North, CB 1400
450 Ridge Rd
Chapel Hill, NC 27599-1400


Other student payment options

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Payments Student Accts. and Univ. Recv. - Cashier's Office 919-962-1368 cashier@unc.edu
Departmental Funding Student Accts. and Univ. Recv. - Student Accounts 919-843-0169 funded@unc.edu

History

Revised:
May 27, 2014: Updated information about student registration cancellation under “Policy Statement,” and deferment requests under “Exclusions” and “Special Situations.”
June 21, 2012
November 22, 2011: Address updated, some links updated.
August 25, 2009
August 8, 2006