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Office of the Bursar

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.

How do I make a payment on my bursar account?

There are several different ways to make a payment on your bursar account. These are listed on Ways to Pay.

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How do I pay using a 529 Plan?

There are two potential ways to pay a bursar account when using a 529 Plan. The first way is logging into the ePayment site. A student can do this using their login credentials or an Authorized User can do this using their own credentials. Once logged in to the ePayment site, click on the link called Click here to make a payment or deposit. Then follow the prompts as you would if you were making a payment by eCheck or credit card. You will be given the option of making a 529 payment. If, and only if, your 529 Plan is on the list of authorized Plans will you be able to pay online in this manner. If you can pay online, there is a fee (currently $10.00) for paying in this way. The payment will post immediately to the student's bursar account but it may take a day or two to clear the 529 Plan account.

The second way is to contact the 529 Plan directly and have them issue a check to the Bursar's Office Xavier University 3800 Victory Parkway Cincinnati, OH 45207-3361. Be sure they put the student's name and student ID number on the check. Also, be sure to order this payment well in advance of the due date, usually 2-4 weeks prior. It can take that long for the Plan to issue the check and for the check to be received and processed. The Bursar's Office processes payments every day and never lets a payment sit until the next day.

I'm the student, how do I create an Authorized User?

Only the student can create an Authorized User. An Authorized User can be a:

  • parent,
  • both parents (individually: they need separate email addresses or collectively: they have a common email address they share),
  • grandparent(s),
  • employers, etc.

Learn more on Authorized Users.

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When is a late fee assessed on my bursar account?

A Late Fee will be assessed for payments that are past due. The payment due date is the 21st of each month. We have a grace period until the 28th of the month, at which time the Late Fee will be assessed at the rate of 1% on the amount that is due and unpaid. This means that the Late Fee will be assessed on the 28th so the payment has to be posted no later than the 27th of the month. If you mail your payment in or use an overnight service, we do not use any postmark or delivery date in calculating late fees. We simply use the date the payment is posted to the student's account. In short, to be safe, make your payment on or before the Due Date of the 21st of the month.

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Will I be able to view previous eBills?

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 xubursar@xavier.edu or call 513-745-3435.

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I want to change the payment plan I'm currently using. How do I do that?

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What do I do to get started?

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.

Learn more about Getting Started.

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How do I access my eBill?

Students can access their eBill through the "Pay Bill" icon on the Student Hub.

Learn more about Accessing Your eBill.

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How do I view my payment schedule?

Students can view their payment schedule by going to the Student Hub at www.xavier.edu/students, clicking on the "Pay Bill" icon, logging in, then clicking on the link under the section on the right side titled Payment Plans.

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What if I do not have access to the Internet or a computer?

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.

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Can I authorize people other than myself to receive a copy of my eBill?

Yes, students may authorize others to have access to their eBills. Learn more about setting up an Authorized User.

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When and how do I receive my eBill?

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.

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Can I print a copy of my eBill?

Yes, eBills can be printed as you would any document maintained on your computer.

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How can I change my personal information?

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.

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What are eBills?

eBills are online invoices that display the same information as traditional paper billing statements. Even if you pay your balance in full at the beginning of the semester, or at anytime, you should still view your eBill each month for any changes that may have taken place.

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What are the benefits of eBills?

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.

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Why doesn't my eBill show all of my financial aid or the payment I just made?

The Bursar's Office publishes eBills on or about the 1st of every month for accounts that have a balance due or any new account activity from the previous month. If the 1st falls on a weekend or holiday, it will be published on the next business day. If you make a payment, incur any new charges or if financial aid changes after the monthly bill is processed, read the "More Details" section of the All about eBill page. If your financial aid (loans, scholarships, or grants) still does not appear on your account, you should contact the Office of Student Financial Services at xufinaid@xavier.edu or 513-745-3142.

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How do I request a refund check?

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. Xavier has partnered with BankMobile to manage the refund process. For more information about BankMobile, visit this link: http://bankmobiledisbursements.com/refundchoices/. Students cannot pick up their refund check from the Bursar's Office.

Learn more about Refunds.

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How does the Refund process work?

Every week, Xavier processes refunds for students who have overpayments/a credit balance on their bursar account. Select your refund preference through BankMobile. For more information about BankMobile, visit this link: http://bankmobiledisbursements.com/refundchoices/.

Learn more about Refunds.

If I have a bursar hold on my account how do I get it removed?

If your hold is due to an outstanding account balance, you can make a payment online.

Learn more about Holds and Cancellations.

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What is the Health Insurance charge?

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. 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 click here so for more information.

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What is the Tuition Insurance charge?

A college education represents a substantial investment of both time and money. At Xavier, we are concerned for any student who might suffer a serious illness or accident and has the need to take a medical leave before the semester is completed. Xavier has made available a Tuition Refund Plan (TRP), a tuition insurance policy, to minimize the risk of financial loss in the case of withdrawal for medical or mental health reasons. The insurance will cover up to 85% of the tuition and mandatory fees (the insurance does not cover room or board). Every undergraduate and graduate student will be charged for this insurance prior to the start of the Fall and Spring semesters. If the student doesn't want this coverage, they must visit www.tuitionprotection.com/xavier before midnight on the Sunday following the first day of classes for that semester or the charge will remain on the student's bursar account. The insurance is offered through Dewar, LLC.  For more information, contact Dewar at 617-774-1555.

 

It is important to note that all claim checks that are issued by Dewar will be sent to Xavier University and made payable to Xavier University so the payment can be posted to the student's bursar account. Prior to the student receiving the proceeds of that check, adjustments need to be made to the student's bursar account due to their withdrawal. As a result, it is likely that the student will not receive the full amount of the Dewar refund check because there are still charges the student may be obligated to pay. When Xavier receives a refund check from Dewar, Xavier will reverse any merit scholarship(s) and any unearned federal aid in keeping with federal regulations. So, while the student is receiving 85% of tuition and fees from Dewar, the student is also losing other aid that went toward their tuition and fee charges. In short, Xavier is reclaiming its contributions i.e. merit scholarships and the federal government requires Xavier to refund to them all or part of their (the government's) contribution(s) i.e. Unsubsidized/Subsidized Loans, PELL Grants, Parent PLUS Loans, etc. By the time all of the adjustments are made, the student may have only a fraction of their payout refunded to them as actual cash or they may still have a balance due since much of the claim money could go toward paying the student's remaining costs after other aid is removed, however, without Tuition Insurance it is possible the student would owe money to Xavier University to compensate for the loss of other aid due to withdrawal.

Where can I go online to see more detail on my bursar account?

Bursar account information is located on the "Pay Bill" section of the Student Hub. There you will find more detailed account information.

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I previously enrolled in a Payment Plan, do I have to enroll each semester?

Yes, if you want to make monthly installments towards paying your balance. Visit the payment plan website to learn more about how to enroll.

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How do I receive a paper bill?

Read the Frequently Asked Question: Can I print a copy of my eBill?

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Does Xavier offer an Employer Reimbursement Plan with a deferred due date?

Due to a change in federal regulations regarding Truth-in-Lending, Xavier University is no longer offering 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.

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What Payment Plans are available and do I have to enroll each semester?

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What is the Student Activity Fee and Graduate Student Association Fee?

These fees are mandatory in that they are charged to every full-time and part-time undergraduate or graduate student whether or not they are on campus or studying abroad. Full-time undergraduate students will see the Student Activity fee detailed as a separate line item on their semester eBill. Part-time and full-time graduate students are assessed a Graduate Student Association Fee.

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. APEX, 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.

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Can I learn more about my eBill?

Your eBill reflects your previous balance, all charges and credits (payments), and your Total Balance. Learn more about your eBill.

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How can I forward my XU email to my preferred email address?

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 https://services.xavier.edu/TDClient/KB/ArticleDet?ID=24.

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What is class cancellation and how do I avoid it?

Class cancellation is a process that cancels a student's class registration for a particular semester.

Learn all about Holds and Cancellations.

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What kind of payments can be applied to my payment plan?

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 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.

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I received a scholarship from an organization outside of Xavier. What do I do now?

If you received an outside scholarship, that being a scholarship from an organization that is outside of Xavier University, please send the award letter and check to:

Xavier University
Office of Student Financial Services
Walter Schott Hall 1st Floor
3800 Victory Parkway
Cincinnati, OH 45207-5111

If the check is made payable to the student and to Xavier University, the student should endorse the check prior to sending it to the University. Be sure the student's name and student ID number are clearly indicated on the check.

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Why do I have Day One Book Program Charges on my account? 

The Day One Book Program is managed by the ConneX Office. For more information about how the program works, policies, how to return materials, and how to appeal a charge visit their website.  

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