Third-Party Billing - Student Account Services | Hodges University
  • Learn more about third party billing options at Hodges University.
  • Third-Party Billing

    When an organization, not owned by you or a family member, makes a commitment to pay your education expenses, they are considered a third-party sponsor by Hodges University.  When payment is due on your student account, the sponsor is billed by the university.  This payment process is termed third-party billing.

    Sponsor’s payments are subject to the same federal reporting requirements as other financial aid.  Some sponsorships don’t require a billing invoice and are administered by the university through the Office of Student Account Services.

    Whether you are a student or a sponsor, you will find answers in the frequently asked questions (FAQs) about how the third party billing processes these payments.  If you have more questions or need further information, please contact the Office of Student Account Services at (239) 938-7760 or sas@hodges.edu 

  • Third-Party Billing FAQs for Sponsors

    The sponsor sends a billing authorization to notify the Office of Student Account Services of all currently sponsored students and any changes affecting their commitments.

    The sponsor must satisfy all prior commitments in a timely manner.

    The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA) and not to disclose student information to others without the expressed written consent from the students.

    A third-party authorization, which may be a letter on official letterhead, purchase order, or voucher, must be signed by an officer of the organization.  ANY restrictions or contingencies on the authorization are unacceptable. For instance, if the agency requires grade or transcript review before paying, the university will not authorize third-party billing. In such cases, the student must pay the original bill and be reimbursed by the sponsoring agency.

    The authorization should include the following information:

    • Sponsored student’s name and identification number.
    • Amount of the sponsorship.
    • Type of charges the sponsor will pay, such as tuition and mandatory student fees.
    • Other fees, such as the application fee and graduation fee, which are not authorized under the description “mandatory student fees”, must be listed individually.
    • Sponsorship period. If the term(s) or date(s) the authorization is in effect are not indicated, the effective period will be the current term. The university will not notify the student or sponsor when the authorization expires.
    • Sponsor’s name and billing address.
    • Contact name, phone number and email address.
    • Signature of the sponsor or other person authorized to make commitments on behalf of the sponsor.
    Both the agency and student are responsible to ensure the authorization is received before the first student bill due date, which is the first day of class for each semester.

    You may mail, fax, or bring the authorization document to the Office of Student Account Services at the following location:

    Office of Student Account Services
    Attn:  Noah B. Lamb
    Hodges University
    4501 Colonial Boulevard
    Fort Myers, FL 33966
    Phone: (800) 466-8019
    Fax: (239) 938-7897

    The process is initiated when the university receives authorization from the sponsor. Upon receipt of the authorization, the student’s account is credited conditionally for the expected amount of the sponsor’s payment.

    The credit on the student’s account does not reflect payment from the sponsor. This credit prevents holds being placed on a student’s account for sponsored funds.

    Third-party billing payments are due by the date indicated on the invoice that is sent to the sponsor. 

    If payment is not received within 60 days of the invoice sent, a second invoice will be sent to the sponsor and a hold will be placed on the student’s account that will prevent him or her from obtaining transcripts, grades and/or registration for the following semester.

    If payment is not received by the last week of said semester, the student will be billed for the unpaid amount. Any charges that are not paid by the sponsor are billed directly to the student. The student will also be charged and a hold placed immediately on his or her account if, at any time during the semester, the sponsor notifies the university that they will not pay any portion of a bill.

    Payment can be made either by check made payable to Hodges University or as an electronic funds transfer.

    NOTE: Please ensure that check payments are sent directly to Hodges University to avoid giving the student duplicate credit by mailing payments to the address given here:

    Office of Student Account Services
    Attn: Noah B. Lamb
    Hodges University
    4501 Colonial Boulevard
    Fort Myers, FL 33966

    Contact the Office of Student Account Services to obtain electronic funds transfer (EFT) bank instructions. Include any information that would help identify the payment in the text portion of the transfer. The customer number, billing statement number, student name or student ID number of the person expecting the money is particularly helpful.

    To ensure proper credit, EFT payment notification must be sent via email or U.S. Postal Service to the Office of Student Account Services and include the following:

    • Amount paid (please indicate if this is a partial payment)
    • Invoice number
    • Payment transfer date (approximate date is acceptable)
    • Academic term
    • Student’s name
    • Student’s ID number
    A sponsor may revoke current financial support for any student by sending the University an official notification by mail or email.  Revocation does not apply retroactively.  Upon notification, the student will be expected to pay outstanding charges.  Until the charges are paid, the student may be subject an inability to register for future terms, cancellation from current classes, and the inability to obtain transcripts.
    When a sponsored student withdraws before the end of the semester, the sponsor will be billed for sponsored expenses in accordance with the university’s withdrawal policy. The withdrawal policy can be found in the student handbook and/or university catalog.
    The student is responsible for providing the sponsor with required information. The sponsor agrees to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA) and to not disclose this information to others without expressed written consent from the student.

    Hodges University’s Federal Employer ID Number is 59-6605703.

    If there are any other questions, please contact the Office of Student Account Services at (800) 466-8017 or (800) 466-8019.

  • Third Party Billing FAQs for Students

    Find out what your sponsor’s requirements are to receive sponsored funds.

    Find out what the sponsor commits to pay on your behalf.

    You are responsible for paying your portion of the bill by the due date.  You also have the option of setting up a payment plan for the remaining balance, which must be set up by the due date. The due date for balances will be the first day of classes for each semester.

    The university bills the sponsor for sponsored expenses on your behalf.

    The sponsor provides a billing authorization that may be a letter, purchase order, or voucher to the Office of Student Account Services. Your student account is credited for the expected amount. This credit prevents holds being placed on your account for the sponsored amount only.

    After the drop/add period, Hodges University bills your sponsor on your behalf.  ANY restrictions or contingencies on the authorization are unacceptable.  For instance, if the agency requires grade or transcript review before payment can be received, the university will not authorize third-party billing for this sponsor.  In such cases, the student must pay the original bill and be reimbursed by the sponsoring agency.

    If the sponsor does not pay your bill, we remove the conditional credit from your account and bill you directly for the outstanding balance.  An unpaid bill may cause inability to obtain transcripts or register for the following term, cancellation from classes, or similar issues.

    A billing authorization is a document in which a sponsor commits to pay designated education expenses for you.  The authorization from the sponsor specifies what they will pay, the period of coverage and billing information. 

    Sponsors usually send the authorization directly to the university, but some sponsors send the authorization to the student. The Office of Student Account Services does NOT notify the student or sponsor when authorization expires at the end of the term(s) or effective date(s).

    The sponsor and student are responsible to ensure that authorization is received before the first student bill due date, which is the first day of classes per semester.

    Your online statement, which can be viewed through myHUgo, will show a detailed balance due (including tuition, fees and books) and the payment due date.  If the Office of Student Account Services has already received your sponsor authorization, the balance due will reflect the sponsor credit.
    If a credit balance shows on your account as the result of a third party billing credit, a refund will be given to the sponsor.  If a credit balance shows on your account as the result of a payment made by you, a refund will be obtained as outlined under refunds and credit balances.

    To view your account detail, go to your myHUgo > WebAdvisor > WebAdvisor for Students > Student Account Information.

    If you do not see the sponsor’s credit on your account, this means that we have not received the sponsor authorization.  You will need to contact your sponsor to see when the authorization will be sent to the university.

    You are legally responsible to pay the full cost of your educational expenses if your sponsor does not pay.

    If payment is not received from your sponsor within 60 days of the invoice sent, a second invoice will be sent to the sponsor and a hold will be placed on your account that will prevent you from obtaining transcripts, grades and/or registration for the following semester.

    If payment is not received from your sponsor by the last week of said semester, you will be billed for the unpaid amount.  Any charges that are not paid by the sponsor are billed directly to you.  You will be charged and a hold will be placed immediately on your account if, at any time during the semester, the sponsor notifies the university that they will not pay any portion of a bill.

    The relationship between the sponsor and the university involves billing and payment matters only.  You are responsible for providing all other information required by your sponsor.  At times, authorizations contain information that is not relevant to billing. We do not follow up on that information.  For example, if your sponsor requires grades to be shown after a semester is complete to see if you can receive a sponsorship for the following semester, it will be your responsibility to send that information to the sponsor.

    Student education records – other than publicly available directory information – are private and shall not be disclosed except as appropriate to the following:

    • Appropriate persons or agencies in connection with a student’s application for, or receipt of, financial aid to determine eligibility, amount or conditions of financial aid, and to enforce the terms and conditions of the aid.    
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