Financial Information - Student Accounts
Student billing and other financial services are managed by the Business Office, located in Tate Hall. Regular office hours are 8:30 am – 5:00 pm Monday – Friday (summer hours may vary). The Business Office can be contacted at 478-757-5120 or at email@example.com.
The following information is organized in four sections:
TUITION AND FEES
After admission (or readmission) to the College, Day Program students must secure their spot with an enrollment deposit of $200 for commuter students or $300 for residential students. Enrollment deposit payments help offset the overall cost of student matriculation and are not applied to individual student accounts. The enrollment deposit is non-refundable after May 1st.
Nursing Program Deposit
Students who have been admitted to the nursing program are required to pay a $200 non-refundable nursing deposit which will be applied as a credit on their bill upon successful matriculation into the program.
Nursing students who wish to live on-campus for the first time must pay a $100 residential fee in addition to the nursing deposit. This fee is non-refundable after the first day of classes.
Tuition and Required Fee Rates
Tuition and institutional fee rates are set by the Wesleyan College Board of Trustees each year. Rates are subject to increase on an annual basis, though every effort is made to keep pricing as low as possible while continuing to employ quality faculty and provide solid student services. Institutional fees are required to help support access to services, technology, and programs available to Wesleyan students. Fee rates are not tailored or adjusted based on service usage.
Full-Time Day (12-18 credit hours):
* Can be waived with proof of valid health insurance; insurance charge for students who are full-time for one semester only will be pro-rated.
International Day (12-18 credit hours):
Includes tuition, institutional fees, international student fees, most course fees, double occupancy room & board, 19 meals per week, and health insurance
* Additional charges may apply depending on course and/or housing selection
Part-Time Day (1-11 credit hours):
Per Credit Hour Rates:
* Regular Wesleyan tuition rates plus applicable fees apply for Wesleyan students taking online College Consortium classes at outside institutions.
Room and Board
Room and board charges include the cost of campus housing and all meals for residential students during the fall and spring semesters. Rates are all-inclusive and not adjusted based on actual meal consumption.
Residence Hall - Double Occupancy:
Residence Hall - Private Room:
Commuter students may purchase meals on a per-meal basis or in blocks directly from the College’s dining services provider.
Additional charges may apply for housing and/or meals during breaks or summer terms.
Mandatory Health Insurance
Health insurance is required for all full-time day students. Enrollment in the College’s student health insurance plan is automatic and the full charge for coverage will show each year on the initial fall semester bill.
Students who already have valid health insurance coverage may submit a waiver for participation in the student health insurance program. The waiver application process is managed by the Office of Student Affairs. Upon approval, the health insurance charge will be reversed from the student’s bill and no payment will be required. Students who do not successfully complete the waiver application process will be required to pay the full insurance cost.
Certain academic departments may charge a fee for courses requiring extra materials or services of instruction. These include program fees, lab fees, testing fees, and/or travel fees as applicable. Fee rates are set by faculty and managed through the Office of Academic Affairs. A list of course fees is available on WesPortal.
A one-time $150 graduation fee is assessed to all students in or near their final term. This fee is required whether or not a student elects to participate in graduation activities. The graduation fee does not cover the cost of regalia. Regalia is available for separate purchase through the Campus Store.
All financial obligations to the College must be paid in full in order for a student to be cleared for graduation. No degree will be conferred to any student who owes an outstanding balance of any amount to the College. Degrees held due to financial obligations will be conferred in the next commencement ceremony after all obligations to the College have been met.
Other Student Fees (as applicable) *
Audit fee: $450
Career/life assessment fee: $125
Course challenge fee: $595
Course fees (detailed list on WesPortal): varies
Diploma replacement fee: $75
Equestrian team fee (per semester): $600
Late payment fee: $150 (per semester)
Late registration fee: $25
Overload fee: $596 per credit hour above 18 credits
Student ID replacement: $10
Student ID + key badge replacement: $15
Study abroad (non-direct exchange): $250
TB test: $15
Thesis binding: $28
Transcript copy (in house, paper delivery): $12
Transcript copy (online, electronic delivery): $5.90
1098-T copy: $10
W-2 copy: $10
* As circumstances arise, Wesleyan College reserves the right to assess additional fees (including increases, fines and penalties) that are not included in the list above.
BILLING AND PAYMENTS
Students are expected to meet all financial obligations when they are due. Wesleyan College reserves the right to withhold transcripts, diplomas, and other educational records, to deny readmission or to cancel the registration or on-campus housing of any student who fails to meet financial obligations promptly. It is each student’s responsibility to keep informed of all payment deadlines and financial requirements which are communicated primarily through Wesleyan College email and via WesPortal.
Parent/Guest Access to Student Financial Records
In accordance with The Family Educational Rights and Privacy Act of 1974, as amended (FERPA), the Business Office is prohibited from discussing a student’s specific financial information with a parent, relative, or other party without the express written consent of the student -- even if the parent, relative, or other party is responsible for paying the student’s account. A student can grant permission for a parent or guest to speak with the Business Office concerning specific account, billing and other financial information by completing a FERPA form (available through the Registrar’s Office). A student may revoke this permission at any time.
Billing typically begins by mid-July for the fall semester, by mid-November for the spring semester, and by early May for the summer terms. No paper bills are mailed. Billing notifications are sent to Wesleyan College student email addresses only.
After billing, students will have 24-hour access to their account statements on WesPortal. Students are responsible for checking their account balance, monitoring any changes in account activity, and ensuring payment by the due dates.
Charges are billed by semester. Financial aid awards are typically allocated between the two semesters (for example, a student who is awarded a $6,000 scholarship can expect to receive $3,000 in the fall and $3,000 in the spring).
The Business Office accepts the following methods of payment:
Payments can be made in person by visiting Tate Hall. Payments by mail should be sent to the attention of the Business Office at the College’s address. Online payments can be made via WesPortal.
Payment due dates are published on the WesPortal Student Financial Information page. Charges resulting from actions taken after the payment deadline (e.g. registration for additional courses, enrollment in housing, etc.) are due at the time the charge is incurred.
Students who have not paid all outstanding charges in full by the payment deadline may be subject to a semester late fee of $150. Students who have not paid by the close of business on the first day of classes may incur penalties including, but not limited to, additional late fees, network/meal access suspension, or prevention from future registration and authorization to live on campus.
In cases where outstanding balances are deemed unreasonably excessive, as determined by Administration or by the Office of the Controller, students may be immediately removed from all registered courses and campus housing.
Wesleyan contracts with a third party service to offer interest free monthly payment plans each semester. Payment plans require an initial setup fee and must be paid in full by the end of the semester. If a plan is canceled or terminated for any reason, students are still responsible for payment of any outstanding balance due to the College.
Third Party Payments
It is the student’s responsibility to inform the Business Office each semester of any payments that will be sent by a third party, especially if payment is not expected to be received by the payment deadline. If the Business Office is required to invoice or provide other certifications to the third party in order to obtain payment, such action will only be taken in accordance with the conditions authorized by the third party and up to a student’s cost of attendance.
In cases where a student has received a Wesleyan scholarship or grant and also qualifies for a third party payment designated solely for tuition, the Business Office will consult with the Financial Aid Office to determine if the Wesleyan scholarship or grant must be adjusted for the term(s) in which the student receives payments.
If the third party ultimately fails to send payment, students remain responsible for any outstanding balance due to the College.
Students who are eligible for tuition reimbursement by an employer may contact the Business Office for assistance with obtaining any required documentation for participation in employer tuition reimbursement programs. In some cases, Wesleyan may permit students to defer payment for a term or other reasonable period until employer reimbursement funds are received. Should an employer fail to approve reimbursement, students remain responsible for payment of all outstanding charges.
Refunds are monies returned by the College to a student and/or to the financial aid source from which payment originated. The Business Office typically processes refunds once per week (pending no system downtime or conflicts such as holidays).
Credit Balances Guidelines
The term “credit balance” refers to excess money left on a student’s account after all charges have been paid. The Business office will issue refunds within 14 days of the date that a refund-eligible credit balance is generated. A refund-eligible credit balance does NOT include financial aid awards in a “pending” status.
Credit balances are refunded to students via direct deposit. Students can complete a direct deposit form on WesPortal in order to provide required banking information.
Financial Aid Refunds
All financial aid will remain in a “pending” status on a student’s account prior to the end of the drop/add period each term. No financial aid refunds will be processed prior to the end of the drop/add period. After the drop/add period, the Financial Aid Office will begin to disburse all aid for which a student is eligible.
If a student has not completed required documentation for a financial aid award, the award will remain in a “pending” status until the required documentation is submitted to the Financial Aid Office or the award is canceled. Students are responsible for payment of any outstanding balance resulting from a canceled financial aid award.
If a student is subsequently found to be ineligible for one or more financial aid awards after the funds have disbursed, these awards will be reversed from a student’s account and the student will be responsible for payment of any resulting balance.
If a credit balance results from the disbursement of financial aid funds, a refund will be issued to the student in accordance with credit balance guidelines.
Adding/Dropping Courses (During the Drop/Add Period)
The drop/add period is a short period at the beginning of each term when students can make schedule changes by dropping and/or adding courses. Students should exercise caution in making changes to their overall course loads (i.e. part time to full-time, full-time to part-time, overloads, etc.) during the drop/add period. Changes to course loads could affect both tuition charges and eligibility for financial aid.
If new charges result from schedule changes made during the drop/add period, the student will be responsible for payment of any outstanding balance.
If a credit balance results from schedule changes made during the drop/add period, a refund will be issued to the student in accordance with the credit balance guidelines above.
Withdrawing from a Course (After the Drop/Add Period)
All course charges on a student’s account are final after the drop/add period. Students who withdraw from one or more courses after the drop/add period – but remain enrolled at Wesleyan – will not receive a refund of tuition for the withdrawn course(s).
Withdrawing from the College
Students who wish to withdraw from the College entirely are strongly encouraged to speak with Business Office and Financial Aid Office staff about the potential financial implications for a full withdrawal. Depending upon the withdrawal date, the College may make the following adjustments to charges and/or financial aid:
Reversal of Charges: In the case of a full withdrawal from the College, no charges will be reversed after the second week of classes. During the first two weeks of classes, the following refund policy applies:
Withdrawal before first day of classes:
Withdrawal during the first week of classes:
Withdrawal during the second week of classes:
The administration may adjust institutional refund percentages in special circumstances evaluated on a case by case basis.
Return of Unearned Federal Financial Aid Funds: Federal regulations require a return of federal financial aid funds for students who withdraw from the College on or before completing 60% of the term. The portion of federal aid earned is calculated using a statutory pro rata return policy set forth by the United States Department of Education. Unearned federal aid must be removed from a student’s account and returned to the government as prescribed by federal law.
Return of other financial aid funds (if required): Financial assistance received from state, institutional, or outside agencies will be returned to those sources in accordance with each originator’s policy.
Students remain responsible for payment of all outstanding charges that may result from a full withdrawal from the College.
If a credit balance results from account adjustments made as a result of withdrawal from the College, a refund will be issued to the student in accordance with the credit balance guidelines above.
OTHER FINANCIAL INFORMATION
In accordance with IRS guidelines, the Business Office will issue a Form 1098-T for each enrolled student who pays “qualified educational expenses.” Qualified expenses generally include tuition and required fees. 1098-T forms are mailed to the student’s address of record by January 31st of each tax year.
IMPORTANT: In most cases, students with significant "gift" aid (scholarships and grants that exceed tuition) should not expect to receive a 1098-T. In accordance with IRS guidelines, Wesleyan College is not required to issue 1098-T statements to students whose “qualified educational expenses” are entirely waived or paid entirely with scholarships and grants.
The Business Office does not provide tax advice and students are encouraged to consult with their personal tax advisor about use of this form for income tax purposes.
Wesleyan will submit past-due accounts for former students to an outside collection agency and use the full extent of the law to pursue collection of any delinquent account or defaulted institutional loan. The student will be responsible for all fees associated with the collection of this debt.
In accordance with Wesleyan’s payment policy, students with past-due accounts or defaulted institutional loans are not eligible to receive an official transcript.
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