Student Sponsored Billing

SFS sends a billing statement to each student through eServices. Students can authorize up to 3 users to have access to their account. If they have granted you access, you will receive a copy of the invoice sent to the student for their portion of the balance.  Third party (VR) invoices are mailed (or can be emailed) directly to the sponsor listed on the authorization.

SFS will refund any amount over the authorized amount placed on the student account due to overpayment or for a students’ departure from the institute during the term. RIT will require a W9 form for all refunds.

Unpaid VR balances will be charged back to the student account at the end of the term if payment arrangements are not made with SFS. It will then be the student’s responsibility to pay the balance due.

The student may have Pell, RIT/NTID Grants or NYS TAP which must be applied to tuition first before applying VR support.
 
For example: Tuition for a full-time, undergraduate NTID student is $7,570 and VR authorizes $3235 to be paid towards tuition charges. However, the student receives a Pell Grant of $2887 and a NYS TAP award of $2582.50. SFS must apply the Pell Grant and TAP award first, which reduces tuition charges to $2100.50. Therefore, SFS is only able to bill VR for 2100.50 even though $3235 was authorized for tuition.
 
If you would like the student to be able to utilize the Pell or RIT/NTID Grants for other expense (i.e. room and board), please complete a Fund Reallocation Authorization Form.

RIT does not charge any tuition or mandatory fees for a semester in which a student is on Co-op, unless the student has also enrolled in classes. If the student is still living on campus, they will have room charges and likely board charges as well.

It is possible that we have not yet received an authorization form from your VR sponsor or that the authorization we received did not cover the entire balance owed. If you have been assessed a late fee and have VR support, please contact our office for further assistance.

Any VR support that you are receiving will be listed under Third Party Tuition, Fees, Room or Board on the “Term Activity Document” within eServices. Please be aware that this does not mean that VR has submitted payment to SFS, just that we have received an authorization for the semester. If VR does not pay the amount that was authorized, this will result in a chargeback of the unpaid amount to your student account which you would be responsible to pay.

The authorization that we received from your VR counselor did not cover the entire balance owed. The remainder that is due is your responsibility to pay as the student. If you believe that you should have received more VR support than what is reflected on your student account, you will need to contact your VR counselor.

Students can enroll in a payment plan through eServices. The payment plan is calculated based on the balance due at the time of enrollment in the plan. If you are expecting VR support, your plan will be adjusted once the authorization is received and posted to your student account.

Students must submit the appropriate paperwork to initiate, or continue VA support to the Office of Financial Aid and Scholarships (585-475-2186). Documents may be submitted electronically through www.rit.edu/aid/upload or dropped off to the Office of Financial Aid and Scholarships, located on the 2nd floor of the Bausch and Lomb building.

Refunds are administered through your eServices by clicking the Refunds/Transfer link.

This information can be found by viewing the 'Third Party Tuition' on the Term Activity Document in eServices.

Payment plans are administered through eServices by clicking on Payment Plans.

Sponsored students are those students that are registered and require Rochester Institute of Technology to bill an outside sponsor for their tuition, fees (tuition, technology fee, course fees, room/meal plan charges, and/or health insurance, etc.) while they attend the University. A letter of authorization is required from the sponsoring agency expressly authorizing Rochester Institute of Technology to bill the sponsor directly for the student's expenses. A third party credit is then applied to the student account each term for the covered expenses, which is then conditional upon the sponsor's payment.

It is the student’s responsibility to ensure that RIT is provided with a valid authorization letter (contract) from their sponsor, prior to the due date on the student account to avoid late payment fees and financial holds.
 
A sponsored student must monitor their student account status regularly. If the sponsor does not cover the total charges, it is the student’s responsibility to pay the balance owed.
 
Non-payment by the sponsor, for whatever reason, becomes an immediate liability to and the responsibility of the student.
 
It is the student’s responsibility to know the duration of the sponsorship as listed in the authorization letter. RIT will not notify a student when the sponsorship has expired.
 
Additional information required by the sponsor, including grades, transcripts, course(s) and other miscellaneous information, must be supplied by the student.
 
If questions arise concerning conditions of the sponsorship, the student should contact the sponsor, not RIT.

Provide a letter or contract to RIT prior to the term start date with the following information:

• Student’s name and University ID number
• Description of covered charges, which may include tuition, mandatory fee, room/meal plan charges, student legal services fee, and/or health insurance fees
• Any dollar limitations on the covered charges
• If the student's scholarship or grant awards should be deducted before invoicing
• Length of sponsorship – beginning and ending dates of period, specific term(s) and/or academic year(s), other
• Sponsor’s billing address
• Sponsor contact person information including name, telephone number, fax number and email address

Sponsor should only make payment from the University invoice, not the student’s bill.

The Student Financial Services Office will review authorization letters (contracts) upon receipt and will certify eligible students. When presented prior to deadlines, this process will apply a third party credit for the covered expenses and avoid student account late payment fees.
 
The Student Financial Services Office will invoice the sponsor for the authorized charges. The invoice will state the student’s name and the total allowable charges.
 
Any refund resulting from an adjustment to the student’s account after sponsor payment will be returned to the sponsor.
 
The Student Financial Services Office will charge back to the student’s account any charges resulting from non-payment of sponsored charges by the sponsor.

It is a document in which a sponsor commits to pay designated educational expenses for the student. The letter from the sponsor specifies what they will pay, the period of coverage and billing information. Sponsors usually send the letter directly to RIT, but some sponsors send the letter to the student.
 
If the letter is sent directly to you, complete any required information and submit it to the Student Financial Services Office before the due date to avoid late fees. We will then apply a conditional third party credit on your student account for the covered expenses as long as we receive it by the due date. Again, be aware that the balance owed is subject to late fees while it is outstanding.

The sooner the letter is received the better, since early notification prevents late fees from accruing. It also allows students better information about what they personally will be expected to pay and eliminates unnecessary follow-up by students.

By Mail:

Student Financial Services
Rochester Institute of Technology
25 Lomb Memorial Drive
Rochester, NY 14623-5603

By Fax: (585) 475-5307
By Email: asksfs@rit.edu

RIT will bill a sponsor for tuition, mandatory fee, room/meal plan charges, and/or health insurance, etc., as long as the fees are covered as specified in the authorization. Payments for other expenses should be coordinated between the student and their sponsor.

Additional questions concerning authorization letters and sponsor billings should be directed to the Student Financial Services Office as follows:

Rochester Institute of Technology
Student Financial Services Office
University Services Center, Bldg 87, 1st Floor
Rochester, NY 14623-5603
Telephone: (585) 475-6186
Fax: (585) 475-5307
email: asksfs@rit.edu

Sponsored students who do not submit their sponsor authorization letter prior to the term billing or do not pay their portion of the bill when due, may be responsible for any late payment fees assessed to their student account.

The Student Financial Services Office will invoice sponsors during the term after the drop and add period has passed. Invoices are sent to the contact person at the address provided in the authorization letter. Invoices are due upon receipt.

The Student Financial Services Office will invoice your sponsor based on your letter of authorization. Payment for any charges assessed to your student account that are not covered by your letter of authorization is due by the due date on your billing statement.