Third Party Sponsored Billing
Student Business Services
Third Party Process
Purpose: To set an efficient and proper process for Third Party Sponsorships in order to successfully meet state mandates and educational codes for tuition and fee payments.
See Operating Policy 62.13
Third Parties are individuals or sponsors taking responsibility for a student’s tuition and fee account. Third parties do not include parents or other family members.
In order for a student to be claimed for formula funding purposes they must meet one of the following criteria:
1. Paid in full (matriculated) to the percentage mandated by Texas Educational Code 54.007
2. Have confirmed financial aid in sufficient amount so as to allow a flag to be placed on their tuition and fee account
3. Have a valid third party contract in place between the responsible agencies on behalf of the student and TTU certifying that payment will be forthcoming in a sufficient amount so as to pay the student account as required by the statutes
The academic record, and subsequently the tuition and fee record, is the property of the student, and the student, by state definition, is responsible to ensure payment is made in accordance with the rules and regulations set forth in the Education Code. In the case of a third party student, they cannot remove themselves from the responsibility of payment of their tuition and fees. Using a third party to pay does not extend the tuition and fee payment time as far as statute is concerned. Therefore, the necessary information must be provided to SBS prior to the first due date of each term. Student Business Services reserves the right not to accept Third Party contracts after the 12th class day for fall/spring or 4th class day for summer. The student must provide Student Business Services with the following information:
1. Voucher specifying what is going to be paid
2. Contact person for third party
3. Billing address, email and phone number
4. Billing requirements of third party
5. Signed third party contract by student and third party sponsor. (*if third party provides voucher or P.O. they will not have to sign TTU contract, just student)
6. TGTP students sign one time contract for fall and spring terms (duration at TTU), must email firstname.lastname@example.org for summer sessions to be billed
7. Payment for fees not covered by third party (**only balance remaining on account should be what student anticipates third party will pay**)
For audit, funding and cancellation purposes this information must be on file in Student Business Services.
Students identified as having a valid third party will be coded accordingly in the student billing system. This code allows SBS to separate those students from the general population.
SBS will only apply “No Cancel” codes to students that are paid 100% by the Third Party in order. Those with third parties that do not cover 100% of tuition and fees must make payment arrangements for the remaining balance in order to avoid cancellation. Students may pay all other balances, leaving only the balance that will be covered by the third party, or enroll in a payment plan. Students who do not turn in third party sponsorship requirements will be considered general population and will be responsible for all their balances. It is the student’s responsibility to be certain their account is paid according to state statute.
Student accounts coded with a third party will be billed after the 12th class day in fall and spring and the 4th class day in summer. This provides the student the option to add/drop as necessary for the semester. This also allows a single and concise bill to be sent to the third party agencies. There will be no early bills processed to avoid scholarships, financial aid, or graduate fee waivers from appearing on the statement.
Each third party on file in SBS will be billed by the Third Party Analyst. The requirements of a third party will be included in a cover letter that will accompany the detailed bills or vouchers for the TTU student. If a third party requires a copy of the student schedule, Texas Tech University is allowed to release this information according to the TTU third party agreement signed by the student. If a third party requires grades, the student will be responsible for releasing the grades to their third party.
If a student has turned in a third party contract, we ask that they do not bill their third party themselves. For sound auditing purposes the bills must be sent by SBS. Also, sending more than one invoice to the third party increases the potential for errors and may delay payment to the university.
Once billed, most third parties take 4 to 8 weeks to process payments. Students may check their accounts on the eBill website to view the status of their account. If SBS is notified by a sponsor of exact charges that will be paid, the credit will be placed on student account before payment is actually received. If the actual payment received from the sponsor does not match the posted credits, the student account will be adjusted accordingly, and the student will be responsible for any balance due. Students will be notified by eBill of any outstanding balances. Third party sponsored students not paid in full will be subject to late fees and registration/transcript holds.
It is understood that third party payments may not be received by the end of the academic term, however all statutes still remain in effect for these accounts. SBS will work with holds and late fees on a case-by-case basis. No third party students will be sent to outside collections unless multiple attempts have been made to collect funds. Third party sponsored students who are no longer enrolled at TTU will be sent to collections. It is at the discretion of SBS to hold a student from going to collections. The student and third party must provide confirmation that payment will be processed.
E-Bill authorized user (RECOMMENDED):
Students should ask their third party sponsor if they will allow the student to set them up as an authorized user on the student’s eBill account. The student will need to get permission from the third party and obtain the email address that is to be used as the user contact. The third party would receive emails at the time SBS does all other billing. With the third party sponsor set up as an authorized user, they will have access to the bill and access to pay on line. SBS hopes this will encourage more timely payments and make the paying of a sponsored student account less complicated. SBS cannot set up the third party on the student’s eBill; it is the student’s responsibility to do so.
All refunds are direct deposited to the student’s bank account or mailed to the student’s local address on file. No refunds are allowed to be picked up in the SBS office. Refunds for third party sponsored students will not be available until actual payment is received from the third party. If a student withdraws or drops classes after a third party pays, the refund will be sent back to the third party sponsor as required in the third party contract.
Texas Guaranteed Tuition Plan (Texas Tomorrow Fund/TGTP):
Students utilizing the TGTP program are required to sign a one time TGTP third party agreement for the duration of their continuous enrollment here at Texas Tech. If more than one term is missed a new agreement will be required. With this agreement SBS will automatically bill for each fall and spring term for which the student is enrolled. The student is required to pay course fees; housing and any other additional fees not covered by TGTP or enroll in a payment plan by the due date each semester.
Students who wish to use TGTP for summer sessions must submit an email request to Student Business Services before the first due date of each summer term. You may email SBS at email@example.com. The email must include your student ID, name and Texas Guaranteed Tuition Plan contract number (this is found on your TGTP ID Card). SBS will not bill student accounts in the summer without an email request and the contract number. The student is required to pay course fees, housing/hospitality charges and any other additional fees not covered by TGTP or enroll in a payment plan by the due dates each semester.
If the above measures are not met by the student by the due dates specified for each term, the student will be subject to the normal cancellation process. The contracts are available on the SBS website at www.sbs.ttu.edu. Completed contracts may be faxed to (806) 742-5910, emailed to firstname.lastname@example.org, dropped off in West Hall room 301 or mailed to our office at Student Business Services, Box 41099 Lubbock, TX, 79409 Attention: Third Party Analyst. If you have any questions please call 806-742-3272.
**It is the student’s responsibility to notify SBS of remaining hours or depleted TGTP accounts. Otherwise, SBS will automatically bill for the full amount of hours on the student tuition account.**
Example of third party sponsors:
Texas Guaranteed Tuition Plan (Formerly Texas Tomorrow Fund)
Army Reserves Continuing Education Services
Texas National Guard
New Mexico National Guard
Air force ROTC
Air Force Education Services
Veteran Administration Chapter 31
Veteran Administration Chapter 33 Post 9/11 GI BILL
Department of Rehabilitative Services (DARS)
Foreign Governments and Agencies
Work Source of the South Plains