Frequently Asked Questions
Xavier publishes a monthly eBill, an electronic presentation of University invoices, for every registered student. Learn more by clicking on the links below.
- Can I learn more about my eBill?
- How do I make a payment on my bursar account?
- I'm the student, how do I create an Authorized User?
- When is interest assessed on my bursar account?
- Will I be able to view previous eBills?
- I want to change the payment plan I?m currently using. How do I do that?
- What do I do to get started?
- How do I access my eBill?
- What if I do not have access to the Internet or a computer?
- Can I authorize people other than myself to receive a copy of my eBill?
- When and how do I receive my eBill?
- Can I print a copy of my eBill?
- How can I change my personal information?
- What are eBills?
- What are the benefits of eBills?
- Why doesn't my bill show all of my financial aid or the payment I just made?
- How do I request a refund check?
- What is My eRefund?
- If I have a bursar hold on my account how do I get it removed?
- What is the Health Insurance charge?
- Where can I go online to see more detail on my bursar account?
- I previously enrolled in a Payment Plan, do I have to enroll each semester?
- How do I receive a paper bill?
- I am enrolled in the Employer Reimbursement Plan with a deferred due date, so why does my monthly statement reflect an earlier due date and an amount due that is more than the tuition?
- What Payment Plans are available and do I have to enroll each semester?
- What is the Instructional Technology Fee, Health and Counseling Fee, Student Activity Fee, and Graduate Student Association Fee?
- How can I forward my XU email to my preferred email address?
- What is class cancellation and how do I avoid it?
- What kind of payments can be applied to my payment plan?
- Why are the 5 payment plans for the Fall and Spring semesters and the 4 payment plan for the Summer semester changing to 3 payment plans?
- Why is the Employer Reimbursement Plan no longer available beginning with the Fall semester of 2014?
There are several different ways to make a payment on your bursar account and they are listed below. Before you read the rest of the answer to this question, however, keep in mind that in order to make a payment to a student's bursar account, you must either be the student or an Authorized User. Authorized Users are created by the student. For more information, see the Frequently Asked Question: I'm the student, how do I create an Authorized User?
Please note that we encourage all of our students/parents to pay online. Not only is this the most efficient and secure way to post a payment to your bursar account, but it also helps us hold down our processing costs. We appreciate your support of our online payment process.
Ways to pay:
Electronic Check: We accept electronic checks (eChecks). If you pay by eCheck, there are no additional fees associated with your transaction. You will need your bank's routing number and your checking/savings account number. Click here if you would like to pay by eCheck. [If the student's bursar account balance becomes a credit balance (over-paid) as a result of an eCheck payment being posted to the account, the overpayment will be refunded once 15 business days have elapsed from the posting date of the eCheck.]
Credit Card: We accept credit cards (VISA, MasterCard, American Express, and Discover). If you pay by credit card, there is a convenience fee associated with your transaction. You will be prompted, in advance of completing your transaction, with the amount of the convenience fee associated with your payment. This convenience fee will be reflected on your normal credit card invoice; it will appear as "CASHNet SmartPay - Xavier." You will need the information found on your credit card to complete this transaction. Click here if you would like to pay by credit card.
U.S. Mail and Overnight Delivery: Here are the steps to follow if you decide to pay your bursar account by check, money order, or Cashier's Check.
- Using your computer's printer, please print the remittance stub found on your eBill. You may have to scroll down to a subsequent page to see the stub.
- Detach the remittance stub as indicated by the dashed line.
- Make your check, money order, or Cashier's Check payable to Xavier University.
Place your remittance stub and your check, money order, or Cashier's Check
in an envelope.
- Prior to adding postage to your envelope or taking your payment to an overnight delivery service, are you sure that you don't want to pay online by electronic check (eCheck)? It's faster, efficient and more secure. There are no additional fees to pay by eCheck and it saves you the expense of postage. If you've changed your mind and do want to pay via eCheck, click here.
If you decided not to pay by eCheck, mail your check, money order, or Cashier's Check to:
3800 Victory Parkway
Cincinnati, OH 45207-3361
Domestic Bank Wire: Contact the Bursar's Office for wiring information. Our email address is email@example.com, our phone number is 513-745-3435, and we are located in the Musketeer Mezzanine in Fenwick Place.
International Bank Wire: Xavier University has partnered with peerTransfer in order to streamline international payments. peerTransfer allows you to pay securely from any country and any bank, generally in your home currency. By making your payment with peerTransfer you can:
Note: You must have your Xavier University issued student ID number to make a payment.
- Track your payments from start to finish
- Save on bank fees and exchange rates in over 48 countries
- Access multilingual support team with any questions, day or night
- In Person: Payments are received in the Bursar's Office, located in the Musketeer Mezzanine in Fenwick Place. Our office hours are Monday through Friday, excluding holidays, from 8:30a.m. until 5:00p.m.
Be sure to put your student ID number on your check or money order and include the remittance stub from the eBill.
Please note: If the student's bursar account balance becomes a credit balance (over-paid) as a result of a check or eCheck payment being posted to the account, the overpayment will be refunded once 15 business days have elapsed from the posting date of the check or eCheck.
Only the student can create an Authorized User. An Authorized User can be a:
- both parents (individually: they need separate email addresses or collectively: they have a common email address they share),
- employers, etc.
You, the student, might want to keep in mind that your Authorized User(s) will have access to information that is located on your My Bursar Account page i.e. your account balance, your payment plan, your recent payments, your eBills, and saved banking or credit card information. Your Authorized User(s) will have the ability to make online payments to your bursar account through an electronic check (eCheck) or credit card. For more information on how to make payments on your bursar account, see the Frequently Asked Question: How do I make a payment on my bursar account?
Okay, back to the question at hand, I'm the student, how do I create an Authorized User(s)? To do so, the student must login to the MyXU Portal, click on the Student Services tab along the top, look in the My Academic Records channel and click on the link called My Bursar Account. This will take the student to a screen that allows the student to, among other things, create an Authorized User(s). In the channel called Your Authorized Users, click on Add New. Enter the requested information. Once you submit the information, the Authorized User will receive an email. If the email doesn't arrive promptly, the intended recipient should check their spam or junk mail folder since the email comes from either DoNotReply or NoReply. Once the email is received, there are instructions for the Authorized User.
A 1% interest charge will be assessed on the last business day of the month on any unpaid balance. Interest is only charged on the balance that remains on the account. If you participate in any payment plan, interest will be charged monthly on the total unpaid balance. You can avoid interest by paying the account balance in full by the due date of each monthly bill. Interest will not be assessed on new Fall semester charges or new Spring semester charges at the end of July and December respectively. Note: Beginning with the Fall 2014 semester, our billing cycle and therefore the date we assess interest will change. We will publish eBills on the 15th of each month or the last business day prior to the 15th if it lands on a weekend or holiday. As a result, interest will be assessed on the 14th of each month or the last business day prior to the 14th if it lands on a weekend or holiday.
Yes. Beginning with the August 2010 eBill, all eBills from that point forward are available for viewing. If an invoice from a month prior to August 2010 is needed, please contact the Bursar's Office at firstname.lastname@example.org or call 513-745-3435.
Registered students are automatically set up to receive their eBill notification. However, students will need to check their Xavier University email account for the email notification telling them that an eBill is ready to be viewed.
If the student wants a parent(s), a guardian, and/or some other person(s) to become an Authorized User, the student will be able to set them up as such. Here are the steps the student needs to follow:
- Login to the MyXU Portal.
- Click on the Student Services tab along the top.
- In the My Academic Records channel, click on My Bursar Account.
- Once the student arrives at the My Bursar Account home page, they can easily add an Authorized User. The Authorized User(s), like the student, will receive an email notification when the student's eBill is available each month.
Students can access their eBill through the MyXU Portal. After logging in, they should click on the Student Services tab, go to the My Academic Records channel, and click on the My Bursar Account link.
For Authorized Users: When the student first creates an Authorized User(s), a Username and temporary Password will be sent to each Authorized User(s) (e.g. parent(s), guardian, employer, etc.). When the Authorized User(s) logs in for the first time, they will be prompted to change their temporary Password and answer a security question. From that point forward, when an eBill is available, the Authorized User will receive an email notification that includes a link which will allow them to log in using their personalized Username and Password.
Remember, if an Authorized User cannot gain access or is no longer receiving the eBill notifications, they should first check with the student to make sure that their access rights have not been revoked.
Students, who have no other access to the Internet, can do so via the on-campus computer labs. Parents, guardians, and other Authorized User(s) can access the Internet from home, work or anywhere a computer is available. Recipients of an eBill may also print a copy of their bill and send it to their parent/guardian/other via the U.S. Postal Service, if necessary.
Well, we don't send out eBills but students can authorize others to have access to their eBills. Students can do this by setting up their parent(s)/guardian/others as Authorized Users from the My Bursar Account home page. See the Frequently Asked Question: I'm the student, how do I create an Authorized User?
The student and any Authorized User(s), created by the student, will receive an email message. The email will be sent to the student at their official Xavier University email address while the Authorized User(s) will receive the email at their preferred email address. The email will alert the student and any Authorized User(s) that their eBill is available to view and pay. Once they click on the link provided in the email and login, the eBill can be viewed. View Xavier's billing schedule so you know when to expect future eBills.
Yes, eBills can be printed as you would any document maintained on your computer.
If you are a student, you can change your address at the Registrar's Office by filling out the yellow Bio/Demographic Data Update form. If you need to change your name, you should take your Social Security card reflecting your new name, to the Registrar's Office to have your name changed. The Registrar's Office also handles student verification forms that acknowledge you are a student at Xavier University. If you are an employee of Xavier University, you must contact Human Resources to make the appropriate changes.
eBills are online invoices that display the same information as traditional paper billing statements.
eBills provide convenient access from any computer with an Internet connection. Information is secure and confidential. The eBill can only be viewed by the student and any Authorized User(s). There are no mailing and postal delays.
The Bursar's Office publishes eBills at the beginning of every month for accounts that have a balance due or any new account activity from the previous month. If you make a payment, incur any new charges or if financial aid changes after the monthly bill is processed, read the Frequently Asked Question: Where can I go online to see more detail on my bursar account? If your financial aid (loans, scholarships, or grants) still does not appear on your account, you should contact the Financial Aid Office at email@example.com or 513-745-3142.
There is no need to request a refund check for a credit balance that appears on your bursar account. The Bursar's Office performs a refund process each week. Refund checks can be electronically deposited to the checking account or savings account of your choice by enrolling in eRefund. See What is My eRefund? If you choose not to enroll in My eRefund, your refund check will be mailed to your local address on file. If no local address exists in our files, the check will be mailed to your home address. Students can no longer pick their refund check up from the Bursar's Office.
Every week, Xavier processes refunds for students who have overpayments on their bursar account. For more information, read How do I request a refund check?
My eRefund is a secure and convenient way to have any overage on a student's bursar account directly deposited to the bank account of their choice (domestic banks only).
To enroll in My eRefund:
- Login to the Portal at http://portal.xavier.edu/
- Click on the Student Services tab along the top of the page
- Look in the My Academic Records channel
- Click on the My eRefund link
- Enter your banking information
Important Information about My eRefund:
- Once you enroll in My eRefund, your choice becomes effective immediately.
- Your enrollment in My eRefund remains in effect until you deactivate the service.
- Xavier will use My eRefund to process both the refund of overpayemnts on a student's bursar account and any student reimbursement payments for which they might be eligible.
- My eRefund is not related to payroll direct deposit. Those preferences must be coordinated through the payroll department.
- Students can only have one active bank account associated with the My eRefund process.
- Students can enter their checking or savings account information or that of a parent or guardian if the student wants someone else to receive any overpayment from their student bursar account.
- Xavier no longer issues refund checks for pick-up. Refund checks will be mailed after the refunds have been processed each week. Allow 3-7 days for the check to reach its destination.
- With My eRefund, the refund is deposited within 1-2 business days after processing.
If your hold is based on the fact that you have not enrolled in a payment plan for the semester, you can complete the process by going to the MyXU Portal and logging in using your Username and Password. Then click on the Student Services tab. Under the My Academic Records channel, click on the My Bursar Account link. Choose your payment plan from the options listed. Be sure to read the Terms and Conditions. Complete the process by submitting your information. The hold will be removed from your account within minutes.
If your hold is due to an outstanding account balance, you can make a payment online. The hold will be removed from your account the next business day if you paid by credit card. If you paid by check or eCheck, the hold will be removed after 15 business days have elapsed. For online payment information, see the Frequently Asked Question: How do I make a payment on my bursar account?
Health insurance is automatically charged to all full-time undergraduates' bursar accounts in the Fall semester. All full-time undergraduates must be covered by a major medical health insurance policy. If the student is covered by their own/parent?s insurance, then this charge can be waived by proof of insurance, which can be done online here after July 1st. If the student is unable to prove that they have health insurance, then the Xavier insurance will cover the student for the school year.
There are some other important dates and deadlines related to the Health Insurance waiver process so for more information, click here.
Account Summary and Account Summary by Term are two links that are located inside your MyXU Portal on the Student Services tab within the My Academic Records channel. There you will find more detailed account information.
Yes. All registered Xavier students must enroll in a payment plan each semester. Visit the payment plan website to learn more about how to enroll.
I am enrolled in the Employer Reimbursement Plan with a deferred due date, so why does my monthly statement reflect an earlier due date and an amount due that is more than the tuition?
Notice: Due to a change in federal regulations regarding Truth-in-Lending, Xavier University will no longer offer the Employer Reimbursement Plan beginning with the Fall semester 2014. Students who have used this Plan in the past are encouraged to fund the first semester yourself through whatever means you have available. It might be financial aid, personal savings, financial gifts from relatives or any combination of the three or other means the student may have at their disposal. Then, once the student receives reimbursement from their employer after their first semester, they can use that money to pay for their second semester and keep using the employer reimbursement to pay for their subsequent semesters. The reimbursement the student would receive from their employer after their last semester would go to reimburse them for the initial investment they made at the beginning of their program.
The Employer Reimbursement Plan is meant to assist students by deferring their balance due date for tuition charges until approximately one month after classes have ended for a given semester. During this deferment period, interest is still charged to the student's account. This charge is assessed on the last business day of each month and calculated on the total unpaid balance. Therefore, you are being billed monthly for interest and any other fees that have been added during the previous month. You are required to pay the accrued interest each month along with any additional charges above your tuition cost. You can easily calculate what's currently due by taking the Current Balance on your statement and subtracting the cost of tuition. Please review the Terms and Conditions of your payment plan to view your semester due date. Interest and other charges are due as incurred and are billed monthly.
What is the Instructional Technology Fee, Health and Counseling Fee, Student Activity Fee, and Graduate Student Association Fee?
All four fees are mandatory in that they are charged to every full-time and part-time undergraduate or graduate student. Full-time undergraduate students will see these charges, with the exception of the Graduate Student Association Fee, detailed as separate line items on their semester eBill. Part-time undergraduate students will see only the Student Activity Fee as a separate line item on their semester eBill while the Instructional Technology Fee and the Health and Counseling Fee are included in the tuition charge. Part-time and full-time graduate students are assessed a Graduate Student Association Fee but the Instructional Technology Fee and the Health and Counseling Fee are included in their tuition charge.
The Instructional Technology Fee and the Health and Counseling Fee are not fees for service but rather fees to support the infrastructure of these two areas. The Instructional Technology Fee makes it possible for students, both on- and off-campus, to access Blackboard, the library, and other areas of the University that are online. The Health and Counseling Fee supports the McGrath Health and Wellness Center which is available to all registered Xavier students.
The Student Activity Fee which funds the Student Government Association (SGA) has historically been funded at 1% of undergraduate tuition. In the Fall Semester of 2010, the SGA worked with administration to develop a fee-based structure, which is the norm for funding Student Government Organizations across the nation. The fee was proposed by representatives from Xavier?s SGA and agreed upon by the University Planning and Resourcing Council. While the fee is now clearly outlined in the cost of tuition, as a separate line item, the implementation of a fee-based structure does not add to the cost of attendance since a corresponding offset in tuition was made.
This fee will be used to fund all organizations under the SGA. This includes the Student Activities Council which organizes over 100 on- and off-campus opportunities for students annually, over 120 clubs, and 6 subordinate bodies (including Club Sports Council, the National Pan-Hellenic Council and Resident Student Association). Other initiatives sponsored by the SGA include the free Legal Counsel for all enrolled students, a Campus Readership Program that provides free USA Today and New York Times, the Commuter Council, the Commuter Lounge in the Gallagher Student Center (GSC), and a computer kiosk for quick printing in the GSC.
The Student Activity Fee is charged to regular undergraduate students only in the Fall and Spring semesters. CAPS, Weekend Degree, Rad Tech and other non-degree students are assessed this fee. ESL, High School and Senior Citizen students are not assessed the Student Activity Fee.
For more information on the Student Government Association please see http://www.xavier.edu/sga.
The Graduate Student Association (GSA) represents the students of the various graduate programs in relation to any office or organization within or outside of the university, disseminates information to the graduate student community, provides support not available elsewhere to enhance the educational and professional development of its members, and improves the quality of life for graduate students at Xavier University. GSA needs to be funded in order to fulfill its mission and achieve its purpose. This fee will be used to provide graduate student focused academic experiences in order to supplement the Xavier University graduate student experience, host networking events to encourage cross-departmental collaboration and interaction, promote GSA to raise awareness, host various speakers of interest to graduate students, as well as to fulfill any other needs of the Xavier University graduate community. This fee will also indirectly help to maintain a body that will lobby, work, and advocate to address graduate student concerns and ensure that the needs of graduate student community are being considered by the University in all decisions and areas of operations.
Please Note: eBills are in a PDF format. Therefore, they will not change as payments are made or charges are assessed. In other words, the eBill is not dynamic, it is static. All activity that takes place on a student's account after an eBill has been published will appear on the next month's eBill.
Important Note: Due to a change in federal regulations, beginning with the Fall 2014 semester, we will be changing our billing cycle, the due date, the date interest is assessed, and eliminating the Employer Reimbursement Plan. The publishing of eBills will move to the 15th of the month or the last business day prior to the 15th if it were to land on a weekend or holiday. The due date will be the 1st of each month and interest will be assessed on the 14th of each month or the last business day prior to the 14th if it were to land on a weekend or holiday. The Employer Reimbursement Plan will no longer be available.
Your eBill reflects your previous balance, all charges and credits (payments), and your Total Balance. The Due Date and the minimum amount due are not shown on the eBill. The Due Date is always the 20th of every month and is displayed in the payment schedule along with the minimum amount due. Read the link Where do I go to view my Payment Schedule including Due Dates and Installment Amounts? for more information.
Here's how it works: Xavier publishes an eBill every month for which there are charges or payments that have not previously been invoiced.
The first eBill for the Fall semester will be published during the first several days of July. While we do not charge interest on Fall semester charges at the end of July, we do charge interest at the end of July on any outstanding balance from previous semesters. It is important to note that you must pay at least your minimum amount due (as shown in your Payment Schedule) on or before July 20th. This confirms your intention to attend in Fall and it will avoid having your classes cancelled for non-payment. In other words, it is important that at least the minimum payment is made on or before July 20th. There is no penalty for paying more.
The August eBill will be published during the first several days of August and it has a Due Date of August 20th. If it is your intention to avoid interest charges for the Fall semester, then not only do you have to pay at least the minimum amount on or before the due date of July 20th but you must also pay the Total Balance on or before August 20th. Interest will be assessed on the last business day of August for ALL semesters (current and past) based on the remaining balance on the student's bursar account.
Xavier will also publish an eBill for the Fall semester in September, October, and November as long as there are charges and/or payments that have not previously been itemized on an eBill. All balances for the Fall semester should be paid in full by November 20th. For each eBill, interest will be assessed on the last business day of the month based on the remaining balance on the student's bursar account.
The minimum payment that is shown on the Payment Schedule is not adjusted upward as a result of interest charges for the Employer Reimbursement (ER) Payment Plan but it is for those students on the X-Flex Payment Plan.
The Spring semester billing works the same way as Fall. The first eBill for the Spring semester will be published during the first several days of December. While we do not charge interest on Spring semester charges at the end of December, we do charge interest at the end of December on any outstanding balance from previous semesters. It is important to note that you must pay at least your minimum amount due (as shown in your Payment Schedule) on or before the due date of December 20th. This confirms your intention to attend in Spring and it will avoid the possibility of your classes being cancelled for non-payment. In other words, it is important that at least the minimum payment is made on or before December 20th. There is no penalty for paying more.
The January eBill will be published during the first several days of January and it has a Due Date of January 20th. If it is your intention to avoid interest charges for the Spring semester, then not only do you have to pay at least the minimum amount on or before December 20th but you must pay the Total Balance on or before January 20th. Interest will be assessed on the last business day of January for ALL semesters (current and past) based on the remaining balance on the student's bursar account.
Xavier will also publish an eBill for the Spring semester in February, March, and April as long as there are charges and/or payments that have not previously been itemized on an invoice. All balances for the Spring semester should be paid in full by April 20th. For each eBill, interest will be assessed on the last business day of the month based on the remaining balance on the student's bursar account.
Remember, your Due Date and your scheduled monthly payment is accessed by logging into the Xavier University ePayment site. See Where do I go to view my Payment Schedule including Due Dates and Installment Amounts?
The Bursar's Office communicates with students via students' Xavier email addresses. In fact, the student's Xavier email address is the official address for all Xavier communications. Students are advised to check that account regularly or have all their Xavier email forwarded to the email address they access most regularly by following the directions found at http://www.xavier.edu/ds/live/.
Class cancellation is a process that cancels a student's class registration for a particular semester. This process takes place for several reasons. First, some students will apply to Xavier, enroll in classes, and then decide to attend school elsewhere or not attend at all. Some of these prospective students don't notify Xavier that they won't be attending. Therefore, the only way to identify these students and to free-up classroom seats for students who are attending Xavier is to cancel the class registrations for students who have not made any attempt to pay their student account balance. Secondly, class cancellation can act as a motivator for students to enroll in a payment plan and make their first payment or pay their balance in full. The cancellation process typically occurs twice in the Fall and Spring semesters. If your classes do get cancelled, once you take care of your financial situation, you can re-register for classes but there is no guarantee that you will be able to get the same schedule of classes that you had prior to cancellation.
To avoid being cancelled, be sure to enroll in the X-Flex Payment Plan (Executive MBA and Off-site MBAs are exempt) and make on-time payments as they are outlined in the payment schedule. You can always accelerate your payment plan by paying it off faster with no penalty. If you don't enroll in a payment plan, then you're expected to pay your monthly balance in full by the 20th of each month.
Only direct payments can be applied to payment plans. Direct payments are defined as checks (personal or business), cash, credit card, and 529 plan payments that are sent to Xavier from the plan and aren't established as a contract account (3rd party billing account). Types of payments that cannot be applied to the payment plan include any type of financial aid (loans, outside scholarships, grants, awards, scholarships) and contract payments (3rd party billing accounts).
Why are the 5 payment plans for the Fall and Spring semesters and the 4 payment plan for the Summer semester changing to 3 pay payment plans?
In order to comply with federal regulations surrounding Truth-in-Lending disclosures, an updated X-Flex payment plan will be in place beginning with the Fall 2014 semester. It will include 3 payments per semester rather than the current 5 payments for the Fall semester, 5 payments for the Spring semester, and 4 payments for the Summer semester. Interest will still be charged on the last business day of the month, as we do today. The rate will remain at 1% (subject to change) and it will be calculated based on the remaining balance. We will also be changing our billing date and due date to accommodate this switch to a 3 pay plan. Beginning in July, we will publish eBills on the 15th of each month with the due date being the 1st of each month.
Why is the Employer Reimbursement Plan no longer available beginning with the Fall semester of 2014?
In order to comply with federal regulations surrounding Truth-in-Lending disclosures, the Employer Reimbursement Plan will no longer be an option beginning with the Fall 2014 semester. Students who have used this Plan in the past and aren't financially able to pay their balance in full, can enroll in the X-Flex Payment Plan. Students who do have educational reimbursement as an employee benefit from their employer can, if they so choose, fund their first semester through a variety of options i.e. government loans by filing the FAFSA, alternative loans, savings, etc. or any combination of these and other financial resources. Once they complete their first semester, they can use the reimbursement that they receive from their employer to pay for the next semester, and do it again for subsequent semesters until the final employer reimbursement is made, at which time those funds can go to pay off any loans that were taken out and/or replenish any savings that were depleted to fund the first semester. Be sure to familiarize yourself with the X-Flex Payment Plan by reviewing other answers to Frequently Asked Questions.