Gettysburg College Student Account Payment Policy

Gettysburg College Student Account Payment Policy

Purpose of Policy

The purpose of this policy is to provide clear expectations for all students regarding the timely payment of tuition and other fees, to reduce financial holds, minimize administrative burden, and strengthen support for student retention and success.

Scope of Policy

This policy applies to all undergraduate and graduate students enrolled at Gettysburg College.

Definitions

Authorized Payer: An individual other than the student who has been given permission by the student to access billing information, make payments on the student’s account, and receive billing statements and communications from the College. Authorized payers are often a parent or guardian.

BulletBuck$: A declining balance account linked to a student’s ID card that allows cashless purchases at campus dining facilities and vending machines.

Communication Email: An email sent to a student that outlines payment options, financial aid resources, and relevant policy procedures and consequences for non-payment, as defined by the timelines set below.  

eCampus: The College’s online portal for purchasing course materials, textbooks, and digital resources.

Enrollment Deposit: A non-interest-bearing deposit payable by all students prior to enrollment or readmission following a withdrawal. This deposit remains with the College throughout a student’s enrollment and is generally refundable upon graduation or withdrawal.

Financial Leave of Absence (FLOA): A College-initiated status due to unresolved financial obligations. Students on FLOA are placed on leave until their outstanding balance is resolved. Students on FLOA may not reside in campus housing, be on campus, enroll in or attend classes, or participate in college activities until financial obligations are resolved. Students are not considered matriculated, and repayment of Federal and institutional loans will be initiated.

Financial Arrangements: The enrollment in and continued timely payments on an approved payment plan, an approved or pending loan, and/or confirmed financial aid, satisfactory to the College.

Financial Registration Hold: A hold that restricts the ability to add, drop, or modify course registration.

Student Account Due Dates: Payment due dates are established for each academic semester and posted on the Financial Services - Student Accounts website. These dates are also displayed on each student’s monthly billing statement. 

Student Account Statement: An itemized record of charges, credits, and payments posted on the student’s account that is maintained by the Financial Services - Student Accounts department.

Policy Description

Gettysburg College Undergraduate Student Accounts Payment Responsibilities:

Undergraduate students are responsible for the timely payment of tuition, room and board, fees, and other charges posted on their Student Account. Payment must be received by the due date stated on their billing statement. 

Failure to make satisfactory Financial Arrangements will result in escalating consequences, including Financial Registration Holds, loss of charging privileges for course materials and BulletBuck$ to the Student Account, unenrollment from courses, housing and meal plan ineligibility, Financial Leave of Absence, and diploma and/or transcript hold where applicable.

Reminder emails and phone calls are sent/made to the student and their authorized payers with outstanding balances.

Enrollment deposits are carried over semester to semester and year to year and are not applied to the students account balance.

Restrictions are lifted when past due amounts are paid or satisfactory Financial Arrangements have been established.

Undergraduate unpaid balances over $1,000 are subject to the procedures outlined in Exhibit A – Undergraduate Student Accounts Payment Procedures

Undergraduate Student Account Due Dates: 

Monthly billing statements are issued for miscellaneous charges incurred throughout the academic year, including but not limited to parking fines, textbook and course related charges, BulletBuck$, meal plan changes, ID card replacement, and damages. 

Payments are applied to the student’s oldest outstanding charge first.

Fall Semester Tuition and Fees: Payment due by August 1^st
Spring Semester Tuition and Fees: Payment due by January 1^st
Summer Semester Tuition and Fees: Depending on the course, payment due by Mid-May 

Gettysburg College Graduate Student Account Payment Responsibilities:

Graduate students are responsible for the timely payment of tuition, fees and other charges as posted on their Graduate Student Account. Payment must be received by the due date stated on their billing statement.

Failure to meet the payment deadline will result in unenrollment from registered course(s). Students have one week to submit payment and re-enroll before classes start.

Graduate Student Account billing due dates are based on the graduate program and posted on the graduate program website.

Policy Management

Financial Services – Student Accounts is responsible for monitoring outstanding balances and communicating relevant information to students and appropriate campus departments. The Financial Leave of Absence will follow the same protocol as the College-Initiated Leave of Absence.

Related Materials

Academic catalog; Transcript Policy; Student Handbook; Graduate Student Handbook; Suspensions, Leaves of Absence and Reinstatement

Exhibit A – Undergraduate Student Accounts Payment Procedures

The following information outlines the institutional procedures related to undergraduate Student Account balances that are greater than $1,000 and that remain unpaid.

Outstanding Balance by Due Date
(Fall - August 1^st; Spring - January 1^st)

• Communication Email will be sent to the student and authorized payer.
• Financial Registration Hold will be placed on the student’s account. 
• Students will lose the ability to charge textbook and course-related purchases through eCampus to their student account.
• Student is removed from the Global Studies program for the current semester (if applicable).

Outstanding Balance - 30 Days after Due Date
(Fall - September 1^st; Spring - February 1^st)

• Communication Email will be sent to the student and authorized payer.
• Late fee of 1% of the outstanding balance will be applied to the student’s account.
• Financial Registration Hold remains in place on the student’s account. 
• Continued loss of ability to charge textbook and course related purchases through eCampus to their Student Account.
• Students will lose the ability to charge BulletBuck$ to their Student Account.

Outstanding Balance - 60 Days after Due Date
(Fall - October 1^st; Spring - March 1^st)

• Communication Email will be sent to the student and authorized payer.
• An additional late fee equal to 1% of the remaining outstanding balance will be applied to the student’s account.
• Financial Registration Hold remains in place on the student’s account.
• Continued loss of ability to charge textbook and course related purchases through eCampus to their Student Account.
• Continued loss of ability to charge BulletBuck$ to their Student Account.

Outstanding Balance - 90 Days after Due Date 
(Fall - November 1^st; Spring - April 1^st)

• Communication Email will be sent to the student and authorized payer.
• Additional late fee equal to 1% of the outstanding balance will be applied to the student’s account.
• Financial Registration Hold remains in place on the student’s account. 
• Continued loss of ability to charge textbook and course related purchases through eCampus to their Student Account.
• Continued loss of ability to charge BulletBuck$ to their Student Account.
• Student is removed from their Global Studies program for the FOLLOWING semester and will not receive a flight credit (if applicable).
• Student is unenrolled from all registered courses for the FOLLOWING semester and housing and meal plan eligibility for the FOLLOWING semester is placed on hold
• Diploma and/or transcript will not be released if applicable. (Student may still graduate and be able to walk with class.)

Outstanding Balance - 120 Days after Due Date
(Fall - December 1^st; Spring May 1^st)

• Communication Email will be sent to the student and authorized payer.
• Additional late fee equal to 1% of the remaining outstanding balance will be applied to the student’s account
• Student is placed on a Financial Leave of Absence status.
• Student’s account is referred to collections which are subject to applicable federal and state regulations.

Outstanding Balance from Prior Semester

• Consequences noted above for 30-120 days past due remain in effect.
• Housing and meal plan access denied for upcoming semester.
• Ineligible for student housing during semester breaks, including summer.

Preventing a Student Account Hold:

To avoid late fees and account holds, students should take one or more of the following actions:

• Pay tuition, room and board, and fees in full by published due dates.Complete and submit all financial aid requirements by published deadlines.
• Establish and maintain a monthly Payment Plan to cover the semester’s tuition and fees charged.
• Apply for and receive approval for Federal and/or private loans

Communication Campaigns:

Students and their authorized payers receive regular communication and reminders about upcoming and past due balances. The Financial Services - Student Accounts Office responds promptly to emails and phone calls regarding billing questions. Students and their authorized payers will receive written notice prior to major administrative actions, including unenrollment and administrative withdrawal.