Student Responsibilities in Third Party Payment
Who should be aware of this information?
Any student with payment authorization from a third party.
Who are considered "third parties"?
An employer, a military unit, a service organization, or a state agency agreeing to pay tuition and fees on your behalf and request that Old Dominion bill them for these debts. Scholarships are not considered for third party billing. Employee reimbursement programs are not eligible.
Examples: Military Tuition Assistance (TA), Commonwealth Vocational Rehabilitation, public school systems, Navy College, AMIDEAST, Embassy of Botswana, Ford UAW, Greater Peninsula Private Industry Council, etc.
Special Note: Employer to employee reimbursement programs are not recognized. Participants in employer reimbursement programs are advised to make payment to ODU by the tuition deadline and follow employer guidelines to be personally reimbursed at the end of the course. Delinquent accounts are referred for formal collection efforts prior to the posting of grades. There will be an account hold placed and students will be unable to access grade reports. We strongly advise students against trying to finish the course without payment on the risk that the student can be reimbursed before ODU withholds your records.
What is a "third party" payment agreement?
A third party payment agreement is a written authorization from an employer, a military unit, a service organization, or a state agency that gives Old Dominion University permission to shift the payment liability from the student to the employer for a specific term. The authorization should clearly state the total amount to be paid, including fees, the term, and specific courses (if applicable).
Please note that student accounts are subject to the financial policies of Old Dominion University, as specified in the University Catalog and other relevant publications. Please encourage your students to become knowledgeable about these policies.
Unless otherwise specified in a Special Arrangements Contract, rates are determined by the student's domicile classification and the location of the course.
Students are responsible for fees if they are not specifically covered by the third party in the authorization.
In cases where the third party pays a portion, but not all of the term's debt, the student is responsible for the remainder by the tuition deadline.
The University will not allow a student to register, add classes, receive a degree, a transcript of grades/grade report, or other student services until all outstanding University debts are paid in full.
Submitting Billing Documents
It is the student's responsibility to assure that appropriate letters, authorizations, or other payment documents have been sent to the Office of Finance. We require the submission of a document once a term, even in cases of dual semester contracts. Students who receive billing statements for courses paid by a third party should notify our office at once. Contracts should be submitted by the tuition deadline. We encourage early submission of documents. However, contracts will not be honored after these dates:
Last day to submit documents for Fall - December 1
Last day to submit documents for Spring - May 1
Last day to submit documents for Summer - August 15
Tuition Assistance Authorizations for Navy and Marine Service Members
Per new military policy, Social Security Numbers will no longer be printed on Navy and Marine tuition assistance (TA) authorizations. There will be blanks for service members to supply either a SSN (Social Security Number) or Old Dominion University's UIN (University Identification Number). If a student fails to provide an identification number (SSN or UIN) on the tuition assistance form, Old Dominion University will be unable to process the tuition assistance document. This will cause students to receive billing notices and could result in late fees, holds on student accounts, and collection fees. It is imperative that students include an identification number on all tuition assistance documents.
Modifications and amendments
Contracts may be modified or amended during the term. However, students who add classes and increase their charges must submit a new authorization form. It is the student's responsibility to contact the sponsor to obtain additional authorization.
Release of Grades
Students are responsible for submitting academic transcripts if required by the sponsor.
Refunds are not released to the student unless specifically authorized by the third party.
Contact the Third Party Billing Coordinator in Accounts Receivable if you have discovered an error or have a question about your billing statement.
- Telephone Dialing 757-683-3030 will connect you to our automated telephone system. To reach Third Party, press selection 2 (Billing and Refund Information), then press selection 5 (Third Party).
- FAX- 757-683-4963
Office hours are Monday through Friday 8:00 a.m. to 5:00 p.m. The office is closed on University holidays.