Business Office

A student’s billing account is the responsibility of the student, and all billing communications are addressed accordingly. It is important to review and understand the information that appears on your student billing statement to make accurate, on-time payments. There are two ways to view your student billing statement:

When monthly statements are ready to view, students and their authorized users will receive an email, usually around the 15th of the month. These statements will include Fall Term in July and Winter/May terms in December. 

Students will receive an electronic billing statement before the beginning of each term. Full-time student tuition, housing, food, and fees are billed in both Fall and Winter terms. Additional tuition, housing, and/or food charges for May term will be based on the student’s status during Winter term. All student billing account activity is reflected as received. Some financial aid, loans in process, outside scholarships, and/or additional charges may not display immediately at the beginning of a term. Federal loans, including Direct and PLUS loans, cannot be dispersed to the student account until the appropriate paperwork is complete. If an outside scholarship is anticipated, please make sure it is forwarded to the Financial Aid Office by the first day of classes. Student employment wages and future monthly payment plan amounts will be reflected on student billing accounts as earned/received.

The net balance due (i.e. the charges less financial aid) should be paid by the due date of each term or it will be subject to finance charges. Any new charges added throughout the term are due by the 10th of the following month. Finance charges of 1.5% per month (18% annual percentage rate) are assessed on balances older than 30 days.

If students’ billing account balances are not paid in a timely manner, the students will be placed on financial hold, and their current and/or future class registration may be cancelled. Wartburg College also retains the right to turn any past due student billing account balances over to a collection agency. Students will be charged for all costs and expenses incurred by Wartburg College in enforcing or protecting its rights and remedies, including, but not limited to, reasonable interest fees, collection costs, attorney’s fees, and legal expenses on any defaulted account.

Student Billing Account Policies

Student Financial Agreement (SFA) (login required)
The Student Financial Agreement is currently being updated. Students will be notified via their Wartburg email when this agreement is ready to review and sign. Wartburg College requires each student to sign a Student Financial Agreement (SFA). Registration for classes and this agreement constitutes a legal contract between the student and Wartburg College. The SFA explains the terms and conditions of the student’s financial responsibilities, including Wartburg College’s terms of payment, policies related to delinquent and defaulted accounts, communications, and other important terms. The College asks the student to carefully read the disclosures, terms, and conditions before signing the agreement.

Refund and Credit Balance Policy
Wartburg College adheres to the policy for Title IV credit balances found in the Federal Student Aid (FSA) Handbook*. These federal regulations require credit balances created by Title IV funds to be refunded to the student within 14 days unless the institution receives authorization to hold such a balance. To determine if FSA funds create the credit, Wartburg College uses the FSA assumption that federal funds are used to pay allowable institutional charges ahead of all other funds. To request a refund of a credit balance not created by Title IV funds, a student must make a request from the Wartburg College Business Office by Wednesday at noon to receive the funds by that Friday.*Federal Student Aid Handbook, Chapter 3 Disbursing FSA Funds pages (5-45, 5-46, 5-53, 5-54)

Financial Holds Policy
If a student owes any amount to the college, have not completed the appropriate paperwork related to loans, or needs to sign a Student Payment Agreement (SPA), the student will be on financial hold. When a student is on financial hold, the college reserves the right to withhold registration and diplomas until the hold is removed. Official transcripts will be released when all balances are paid in full except when the Department of Education regulations and/or state laws provide other guidance. A student on financial hold may be subject to having an upcoming term’s class registration cancelled.

Withdrawal from College Policy
When a student withdraws from Wartburg College, a withdrawal form needs to be completed in the Dean’s Office. If a student withdraws from classes during the current term before 60 percent of the term is completed, financial aid and charges will be adjusted according to the refund policy. If a student withdraws from classes after 60 percent of the term is completed, adjustments will not be made according to the Financial Aid and Business Office policies. For further information about these policies, click here.