Office of Student Accounts (2024)

Office of Student Accounts (1) Office of Student Accounts (2)

The Office of Student Accounts is part of Financial Services, and is located on the second floor of Bresee Hall, next to the Financial Aid office. Our staff is available during the academic year Monday-Friday from 9:00 a.m. to 5:00 p.m. During the Summer, May 28-August 2, we are available Monday-Friday from 8:00 a.m. to 4:00 p.m.

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Understanding Your Hartwick Student Account

Billing

Hartwick College does its best to be kind to the environment. To that end our office uses electronic billing. Each month that there is a balance due on the student’s account, an invoice is uploaded to a our billing servicer.

All students need to activate their billing portal and authorize access to services available, such as making a payment, setting up a payment plan and viewing billing statements.

Financial Responsibility

All students that attend Hartwick College are required to have a completed Financial Responsibility Form on file.

This is a mandatory form for all incoming students at Hartwick College. It should be sent via fax to 607-431-4006 or via mail to PO Box 4020 Oneonta, NY 13820. The form is requested by our office by June 30th. To avoid a registration hold it must be received prior to arrival on campus.

Health Insurance

Health Insurance is required to be maintained by full time students. Students are automatically enrolled in Hartwick’s insurance unless they annually, electronically submit proof of coverage on the PyraMed portal.

New Hawks Billing Checklist

Financial Responsibility Form

TUITION & FEES

Most all of the answers you are looking for are found in this section. If you can not find the answer to your questions please reach out via email atstudentaccts@hartwick.eduor call us at 607-431-4300.

The current fee schedule is found here.

The tuition charge for matriculated students covers 12-18 credit hours for each semester, and 4 credit hours in January.

A full-time matriculated student who has been granted permission to overload will be charged an over-election fee for over 18 credit hours in Fall and Spring, and over 4 credit hours in January.

A student dropping below the 12 credit hours prior to the end of the Add/Drop period will be considered part-time and Financial Aid may be affected.

Fall Term charges include fall semester and one-half of January Term. Spring semester statements include charges for the second half of January Term and the spring semester.

Special billing concerns related to January Term:

There is no adjustment in room/board for students approved to study remotely, take an online course, or elect not to participate in J Term courses.

There is no tuition adjustment for students who do not participate in J Term classes.

Students returning to campus housing for J Term who were not charged room and board for the fall semester will be charged two additional weeks room/board.

Students returning to campus housing for J Term who were refunded room and board in the fall, will be charged two additional weeks room/board.

Students who enroll in J Term and decide to withdraw from classes after the start of the semester will not receive any adjustments for tuition.

Students who are off campus in an approved program or internship will receive a meal plan adjustment, for approved meal plans, the time not on campus. No adjustments are made for room charges.

View your e-billing statement, up to Spring 2024, with ECSI.

Fall Term is electronically billed on July 15 and payments are due August 5. Spring semester e-statements are posted on December 15 and payment is due January 5.

An e-bill statement will be generated for any month in which there are new or outstanding charges.

Checks should be made payable to Hartwick College in United States dollars. Tuition, room, board, and fees are payable in two payments; the first one on or before August 5 and the second payment on or before January 5. For each month, or part of a month that payments are delinquent, a fee of 1% will be charged for each month or fraction of a month throughout the duration of such delinquency. A charge of $25 will be accessed for any payments, personal or online, if such payments are not honored by the bank.

Mail your check, made payable to Hartwick College, to : Office of Student Accounts, Hartwick College, PO Box 4020, Oneonta, NY 13820-4020. Please note the student name/account number on your check.

Through an outside servicer, Hartwick College accepts online payments for payments by MasterCard, Visa, Discover, American Express and ACH from checking or savings.If you use this service there is a processing fee; 2.85% of the transaction when using a debit or credit card.

Make a payment withNelnet

The College has partnered with Flywire to offer an innovative and streamlined way to make international tuition payments. With Flywire, you can pay from any country and any bank. International students can make an online payment usingFlywire’s website.

Payment plans for the 2024-2025 academic year will be available in June.

Students employed on campus through the federal work-study program will be paid by check semi-monthly, and may request to have all or part of their earnings applied directly to the tuition account. To request the deduction, the student must complete a Payroll Deduction Authorization form with the Office of Student Accounts on a yearly basis. The form can be found here,completed electronically and submitted via email tostudentaccts@hartwick.edu. Parents of students receiving work-study as part of their financial aid award package should not deduct their student’s work-study award amount from the tuition account. Paychecks are available to be picked up in the student accounts office on paydays. Direct deposit is preferred and can be set up through paycom.

Students and staff may cash personal checks for up to $40 per day at the cashier’s window in Bresee Hall, Monday through Friday. Parents’ checks made payable to the student for $75 or less also may be cashed. An ATM provided by Community Bank, N.A. is located on the third floor of Dewar Hall.

If an emergency arises and a student needs to return home immediately, the Office of Student Accounts will advance the student the cash amount required. Should this need arise, parents must contact the Director and request the amount needed. Once approved, the advance amount will be added to the student’s tuition account.

If total payments and/or financial aid result in an overpayment, a refund must be requested. The student will be the recipient of the refund unless a parent loan generates the credit balance. Credit balances from parent loans are refunded to the parent borrower. Financial aid must be posted and verified before any refund can occur. Refund requests are processed within five to seven days. Any authorization obtained for disbursing financial aid funds continues to be valid in subsequent years unless rescinded in writing. Upon separation from the college, we will refund credit balances of $10.00 or more to the student or parent.

All full time Hartwick College students will be automatically enrolled into the Tuition Insurance Plan, through an outside servicer, A.W.G. Dewar Inc., to provide coverage if a student must leave the College mid-semester due to a medical reason. As with the health insurance plan, there is an option to opt out of the coverage. However, we encourage you to review the coverage prior to taking any action. The cost of the plan is $344 a year, billed $172 each semester for a traditional student or prorated for a Hartland student. The 75% coverage applies after the refund policy outlined in the next section. The waiver and other important information is found at tuitionprotection.com/hartwick.

There may be an occasion during the academic year when a student decides to withdraw from the College after classes have begun. Refunds of tuition will be made according to the following schedule. The Fall billing period includes all of Fall Term and one-half of January Term. The Spring billing period includes the second half of January Term and all of Spring Term.

Second Week of Billing Cycle80%
Third Week of Billing Cycle70%
Fourth Week of Billing Cycle60%
Fifth Week of Billing Cycle50%
Sixth Week of Billing Cycle40%
Seventh Week of Billing Cycle30%
No adjustments after week seven of the semester.
  • For students voluntarily taking a general or medical leave or withdrawing from the college:

After the seventh week of the billing period, no refund of tuition will be made.

Financial Aid will be recalculated according to institutional, state and federal policies/regulations.

Room charges are prorated for the first two weeks of the billing period only. After two weeks, no refund is given.

Board charges for the board/meal plan will be prorated on a weekly basis for the first seven weeks of the billing period, after that there will be no refund of board.

Comprehensive Fee is non-refundable after the start of the semester.

Course fees, such as Art, Music, Nursing, PE, etc., are non-refundable after the start of the semester.

The optional health insurance fee is non-refundable after the start of the semester.

SeeTuition Insurancefor further information on medical leaves.

  • Administrative Leave, Suspension or Expulsion:

Administrative leave, suspension, interim suspension or expulsion – no adjustments for Tuition, Fees, Room or Board.

  • Quarantine or isolation:

For those who quarantine or isolate off campus, there is no refund of room and board for the time they are not on campus.

  • Mandatory campus closure:

If for any reason the campus must be closed to residential living, room and board charges will be refunded on a prorated weekly basis. No room or board charges will be refunded after the seventh week of the billing period.

If for any reason the campus must be closed to residential living, and remote instruction is not possible, tuition will be reimbursed on a pro-rated basis. Please refer to the tuition refund chart above. All adjustments will be predicated on a recalculation of financial aid.

  • Temporary college-wide remote study:

If for any reason the College must revert to remote study only for a temporary period, there will be no refunds of room, board or tuition and fee charges.

IMPORTANT TUITION & FEE POLICIES

There are some important policies that relate to tuition and fees and how they impact your student account.

Full-Time Rate Billing

For most students, tuition is billed at the full-time status rate. Full-time is 12-18 credit hours per semester. You must maintain a minimum of 12 credit hours per semester to remain full-time.

Part-Time Students

If a student should drop below 12 credits per semester prior to the Add/Drop date, they will be considered part-time for billing and financial aid will be affected. The student will need to complete the form found on the Registrar’s page here. Prior to making the decision to become a part-time student a discussion should take place with Financial Aid and/or Student Accounts to determine the impact on the balance.

Over Election Fees

There is an over-election fee for each credit hour over 18 credits fall and spring semester, or over 4 credit hours in January, unless the student is declared in the Three Year Degree program. For those in the Three Year Degree program, the over-election fee is charged for credits over 20 in fall and spring semester, or over 4 credit hours in January. If the over-election course is dropped by the end of the Add/Drop period, the charge will be refunded. There is no refund of the charge if dropped after the Add/Drop period.

Holds

If an enrolled student does not address holds issued by the student accounts office in a timely manner their WICKit card may be frozen. If the hold/freeze is again not addressed the student may be dropped from their courses and placed on a leave of absence.

Students with past-due balances will not be permitted to pre-register for the subsequent semester. If you receive notice of a restriction, please visit the Office of Student Accounts as soon as possible. We are here to help you and can offer guidance.

Refunds

Refunds cannot be issued prior to the second Friday of Fall and Spring semester. Credits cannot be refunded if there are payments due on the tuition payment plan, or if the credit is created through pending financial aid.Upon separation from the college, we will refund credit balances of $10.00 or more to the student or parent. Refund request forms can be found here.

Student Account Forms

Financial Responsibility

Student Payroll Tuition Deduction

Refund Request

Student Accounts FAQ

Our staff is here to assist parents and students with any questions you may have. However, many of our families have asked these questions of us in the past. If your question/answer is not found here, please email us at studentaccts@hartwick.eduor call us at 607-431-4300.

In July and in December, you will be billed in two equal installments.

The July bill reflects charges for the first half of the academic year, which includes all of Fall Term and the first two weeks of January Term.

Payment is due August 5. The second billing includes the last two weeks of January Term and all of Spring Term and is sent on December 15. Payment is due January 5.

There is no adjustment in room/board for students approved to study remotely, take an online course, or elect not to participate in J Term courses.

There is no tuition adjustment for students who do not participate in J Term classes.
Students returning to campus housing for J Term who were not charged room and board for the fall semester will be charged two additional weeks room/board.

Students returning to campus housing for J Term who were refunded room and board in the fall, will be charged two additional weeks room/board.

Students who enroll in J Term and decide to withdraw from classes after the start of the semester will not receive any adjustments for tuition.

Students who are off campus in an approved program or internship will receive a meal plan adjustment for the time not on campus. No adjustments are made for room charges.

Yes. As balances are due in full prior to the start of the semester, for each month or any part of a month that payments are delinquent, a fee of 1% will be charged. This fee will be charged for each month or a fraction of a month throughout the duration of such delinquency.

Yes.

Payment plans are offered through your online billing portal.

The enrollment deposit is credited to the student’s entering semester billing statement. The deposit is used to cover the matriculation fee that is charged to the student’s account the semester they enter Hartwick College.

Hartwick College requires all students to have health insurance coverage. For students who are U.S. citizens and covered under their own or a family policy, Hartwick College Health Insurance is optional.

If the student has no family insurance coverage, they are required to purchase the Twelve-Month Hartwick College Health Insurance. International students are required to purchase the Twelve-Month Hartwick Health Insurance.

Hartwick is partnered with CDPHP, those students that elect to be covered by the plan have a dedicated website that provides resources and answers at theclick of your mouse.

A summary of the benefits for the 2023-2024 plan year can be found by clickinghere.

Your student will remain enrolled in the Hartwick College Health Insurance until the Office of Student Accounts has received the electronic form indicating the student has other insurance coverage.

The form must be completed by the student in the PyraMed portal.

Tuition protection insurance enhances the college refund schedule and provides more generous refunds throughout the entire term. Subject to the program terms and conditions, the Tuition Refund Plan offers a refund of term tuition and fees when you are forced to withdraw for medical reasons. Information regarding the plan can be foundhere.

Tuition Protection Insurance is optional, the completion of the opt-out form can be foundhere; there is a limited time during each semester when the option to waive the insurance is available.

The Office of Student Accounts answers a large number of calls at the beginning of each semester questioning the status of a student’s Federal Direct loans.

Specifically the question is why are the loans not listed on the bill. For new students this would be because the two step process to accept the loans has not been completed. The instructions to complete the process are located on the Financial Aid website foundhere.

For returning students, the reason Federal Direct loans are not appearing on your bill is usually one of two reasons; either a FAFSA was not filed, or there is an issue with eligibility for financial aid. In either case this is a question for Financial Aid and can be addressed with them via telephone at 607-431-4130 or via email at finaid@hartwick.edu

Students awarded Federal workstudy are paid semi-monthly. Payroll checks are available to be picked up in the Student Accounts office on the 7th and 22nd of the month.

Direct deposit is available and encouraged. Please set up in paycom.

Work study awards are not applied to the billing statement unless the student authorizes the College to do so. See the forms section of the webpage for this form.

Meal plan dollars are declining balance. Funds may be used separate from a meal plan.

There are a number of ways to add funds to your declining balance. The easiest way is to use theWICKit eAccounts site. Parents or students can make an online deposit to a student’smeal plan dollarsusing Visa, MasterCard, American Express or Discover. These funds areimmediatelyloaded to the students WICKit and available to them without delay.

When using this option be sure to selectMeal Plan Dollarsas the account you are depositing to.

If you wish to deposit by cash or check, the payment needs to be brought to the cashier in the Student Accounts Office on the second floor of Bresee Hall, during regular business hours, Monday-Friday.

If a student’s account is in good standing, funds can be charged to their student account by their parent. A parent can completethis form, and receive a statement for the charge that is due the following month. Any requests to charge to the student’s account are subject to review of the account balance prior to posting. These requests are posted during normal business hours Monday-Friday.

Aside from charging to the student account, another benefit is that no sales tax is added to purchases when using the Meal Plan Dollars.

This declining balance is available for use in the Commons, Table Rock Café and Convenience Store and John Christopher Café. The Meal Plan Dollars carry over to Spring Semester, but the account is closedat the end of the academic year.Any balance remaining on the account is non-refundable.You can check your meal plan dollar balance at any timehere.

The Hawks Book Bundle is a program where students rent their books and return them at the end of the semester. The books will correspond to your course schedule. The Hartwick Bookstore will box all of your course materials for you and you just pick it up. The Hawks Book Bundle charge of $360 for full-time students and $180 for part-time students will be charged to your student account. All students must take action on this program and opt-in or opt-out.

Textbooks and any academic supplies purchased at the Barnes & Noble textbook store and bookstore can be charged to your student tuition account. This will result in a bill being generated and sent to you the following month for payment in full.

The Comprehensive Fee listed separately on your statement includes, but is not limited to, student activities, Pine Lake, WICKit card, technology, and lab use. It is charged to all students enrolled in 8 credits or more and is charged each semester.

Meet the Student Accounts Staff

Janice Murray

Director of Student Accounts

murrayj2@hartwick.edu

607-431-4304

Stacey Smith

Assistant Director of Student Accounts

smiths5@hartwick.edu

607-431-4310

Tammy Sousa

Student Accounts Specialist

sousat@hartwick.edu

607-431-4307

OFFICES, WEBSITES, RESOURCES & PARTNERS

FINANCIAL AID OFFICE
Registrar's Office
Pay Your Enrollment Deposit
Technology Resource Center
FlightPath

FlightPath

FINANCIAL AID OFFICE
Registrar's Office
Pay Your Enrollment Deposit
Technology Resource Center
FlightPath

Office of Student Accounts

Bresee Hall, 2nd Floor
607-431-4300
Fax: 607-431-4006
studentaccts@hartwick.edu

Office of Student Accounts (2024)
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