Accounts Receivable

Third-Party Payments

Western Michigan University participates in Third-Party Billing to companies, embassies, or other organizations that have agreed to sponsor a student’s tuition and fees. Any student who is sponsored by a Third-Party must submit a letter of authorization on the company/organization letterhead or have the Third-Party complete the Third-Party Authorization for Payment form.   

The Family Educational Rights and Privacy Act (FERPA) prohibits an educational institution from releasing confidential, non-directory information about a student without the student's consent. The student must complete and sign a Student Information Release Authorization for information to be released to a Third Party. The specified information will be made available only if, and when requested by the authorized Third-Party.

Financial Aid and Third-Party Billing

A third-party sponsorship counts as a resource when calculating financial aid, which could reduce the amount of financial aid the student may be eligible for. Any financial aid you receive will first pay toward your outstanding balance for the term. Therefore, your third-party sponsorship could adjust or reduce your financial aid awards, even if your financial aid has already been paid. If you have any questions regarding the impact on your financial aid, please reach out to Bronco Express at (269) 387-6000 or email finaid-info@wmich.edu.
 
Third-party authorizations are posted to student accounts upon receipt of a fully completed authorization. Accounts Receivable will send an invoice to the third party after the drop/add period, and payment is due 45 days from the date billed. If no payment is received by day 30, the student will be notified to allow time for follow-up directly with their third-party sponsor. If payment is received within 45 days, no further action is needed. However, if payment is not received by day 45, the third-party authorization will be removed from the student’s account, and the authorized amount will become the student’s responsibility. Once removed, the authorization will not be reposted until payment is received. 

Who can participate?

Students for which a company, embassy, or other organization has agreed to pay all or a portion of the student’s tuition, meals, room, and/or fees that are not contingent upon a grade received by the student at the end of the term. 

How do I participate?

Any student sponsored by a Third Party must submit a letter of authorization on the organization's letterhead, or complete WMU’s Third-Party Authorization form. Letters of authorization must include:
  1. Student's Name
  2. Western Identification Number (WIN #)
  3. Semester/Year(s) Covered
  4. Specific Classes Covered (or the amount or maximum credit hours they will pay)
  5. Address and Phone Number of the Third-Party Payer
The letter of authorization or completed Third-Party Authorization form should be submitted to: Western Michigan University, Accounts Receivable, 1903 W Michigan Ave, Kalamazoo, MI 49008-5210, fax the form to (269) 387-4227, or email the form to acnr-thirdparty@wmich.edu.   We strongly recommend emailing the authorization forms to ensure receipt.

Any charges not authorized by the Third Party are the responsibility of the student and must be paid by the semester due date.  Accounts Receivable will send an invoice to the Third-Party after the last day to drop/add classes. Payment from the third party is due upon receipt of the invoice. Any authorized or non-authorized charges not paid for by the third party will be the responsibility of the student.  Any outstanding charges may result in a hold being placed on the student’s account, which may prevent the student from registering for classes. Third-party payments not received as invoiced may result in service charges of 1.5% monthly (18% annually) on the student’s account.
Deadlines and Due Dates
To avoid incurring service charges of 1.5% monthly (18% annually), students are strongly encouraged to ensure that all third-party authorizations are submitted as far in advance of the tuition due date as possible.
529 College Savings Plans

Students with 529 College Savings Plans should contact their plan administrators for information on making withdrawals as far in advance of the tuition due date as possible.  

Michigan Education Trust (MET)

Students with MET contracts should initially contact MET at (800) 638-4543 and inform MET that Western Michigan University is their school of choice. Western Michigan University will invoice MET after the semester drop/add date. Students must have their Social Security Number on file with Western Michigan University to invoice MET. This can be done through the Registrar's office. Students are responsible for all tuition and fees not covered by the contract. MET generally covers tuition, differential tuition and mandatory fees (orientation fee, fall welcome fee, student assessment fee, sustainability fee, and graduation audit fee). 

Other State Prepaid Programs

Western Michigan University participates with other state prepaid programs such as College of Illinois and Florida Prepaid.  Students should contact their plan administrator to inform them that Western Michigan University is their school of choice. 

Third-party sponsors should issue checks to Western Michigan University and mail them to:
 
Accounts Receivable 
Attn: Third-Party Billing
Western Michigan University
1903 W Michigan Ave
Kalamazoo, MI 49008-5282
 
Please include the student’s name and Western Identification Number (WIN) on all checks.  Western Michigan University is not able to accept ACH transfers from business accounts.  ACH transfers from 529 plans will not be successful.
Additional Questions

Please contact the Accounts Receivable Office at (269) 387-4141 or via email at acnr-thirdparty@wmich.edu.