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FAQ About Billing

Accounts

Add/Drop

Bills

General

Holds

 Housing and Dining

Payments

Refunds

Withdrawal


 

Accounts

How do I check my account/refund online?

Go to www.calu.edu and click on Vulcan Information Portal in the left navigation. Log into VIP with your CWID and password.  For all billing information, go to the Billing Tab and choose from the list of categories.

Add/Drop 

Where do I go to add or drop a class?

Students can drop courses online through the sixth day of a normal academic term. 

Students cannot withdraw from courses online after the add/drop period ends.  Also, students cannot drop their last class via the web.  This function must be completed for Undergraduates through the Academic Records office in Dixon Hall and for Graduate students through the School of Graduate Studies and Research in Eberly Hall. Global Online students should contact Global Online at 724-938-5958.

I dropped a course and added another course. Why did my charges increase?

For Undergraduate students, the dropped course was not within the time period for an adjustment to the tuition charges if attempted hours are less than 12. If attempted hours are between 12-18 credits, the flat, full-time tuition charge remains unchanged. Adding a course increases the charges if the number of attempted credits for full-time student exceeded 18 for one semester.

Bills

Why haven't I received a bill?

A paper bill is mailed ONLY ONCE per semester to the student's PERMANENT address at least two weeks prior to the first payment due date. If an address correction is required, complete the "change of address" form and send it to Academic Records.  All other bills during a term are E-Bills and notifications are sent to the student's Cal U email address.

Where will my tuition bill be mailed?

Bills are mailed to the permanent billing address you provide at the time of registration.

My first bill listed a Federal Stafford Loan as estimated financial aid, but my loan has not been receipted to my tuition account. What happened?

All first-time Cal U loan borrowers must complete online loan entrance counseling. You must also complete your Direct Stafford Loan Master Promissory Note using your federal PIN number.  Also, check for missing documentation on the VIP Financial Aid tab (especially if chosen for verification).

My bill listed grants and scholarships as estimated financial aid, but these are not receipted to my tuition account. What happened?

Check your financial aid account online for missing or incomplete documentation. You may also contact the Financial Aid office at 724-938-4415.  If outside scholarship payment has not been received, check with the issuing agency.

I am receiving a scholarship but it is not listed on my billing statement. Why?

Documentation from the outside scholarship agency must be supplied to the Bursar's Office in order to defer the scholarship amount until the payment is received.

General 

What is a Campus-wide ID Number (CWID)?

The Campus-wide ID Number (CWID) is printed on all student billings and is required by the Bursar's Office when inquiries are made about the student's account.  When students log onto http://vip.calu.edu with their Social Security number, the CWID number will be displayed immediately.

What is FERPA?

FERPA (Family Educational Rights and Privacy Act) clearly defines a student's right to privacy and confidentiality, strictly limiting the disclosure of personally identifiable information from records kept by schools. Billing information can only be released to the student unless a student has given written consent to disclose this information to a third party. Students may entroll parents or other third party guests through the Banner Self-Service Proxy Access available through the VIP Portal.  This requires a passphrase which must be used in conjunction with the CWID when the third party or student requests information via the telephone.

Can you give me a letter for insurance purposes stating that I am a full-time student? Or, I need a copy of my transcripts.

If you are an undergraduate student, contact the Academic Records office. Graduate students must contact the Graduate School.

How can I change my address?

Undergraduate requests to change a permanent address must be made in writing to the Academic Records office. Permanent addresses for graduate students can be changed by contacting the Graduate School.

How can I find out about work-study jobs?

Contact the Financial Aid office at 724-938-4415, or click here for a list of current work-study positions.

Holds

Why can't I register for classes or see my grades? What is a hold?

A hold, or seal, is placed on a student account by a department if his/her account is not in compliance with University policies. For example, a hold from the Bursar's Office reflects tuition payment problems; a Parking Office hold reflects unpaid parking tickets or public safety issues; an Advising Office hold reflects registration issues; a Library hold reflects unpaid library fines, etc.

Why is there a hold on my account?

If it is a Bursar's Office hold, the student is not on schedule with payments, or a payment must be made to clear the hold. Payment method approval may require a prepayment for a future semester before the student is allowed to register for a class or semester. To eliminate a hold, you must resolve the issue with the office that put hold on your account.

Housing & Dining

Can my excess financial aid be applied to my room charge at Vulcan Village?

Excess financial aid can be applied, provided the funds are available and the appropriate paperwork is completed. Contact Vulcan Village at 724-938-8990 for details.

What is the difference between Dine Dollars and Shop Dollars?

Both Dine Dollars and Shop Dollars can be added to your CalCard. Dine Dollars can be used only at food service locations on campus. Dine Dollars roll over from the fall to the spring semester. At the end of the spring semester, any remaining Dine Dollars are forfeited. Prior to the beginning of a term, students who want their Dine Dollars added to their tuition account can request this through the Housing Office for a maximum of $200.00.  Once the semester has started, students must purchase their Dine Dollars in the Bursar's Office.

Shop Dollars can be used for point-of-sale purchases at a variety of on-campus locations, including vending machines, the campus bookstore, photocopiers, Natali Student Center, Hamer Concession, food service, laundry and more. Shop Dollar deposits can be made with a credit card via the web at https://calcard-sp.blackboard.com/eaccounts/AnonymousHome.aspx, by cash at one of the Value Transfer Stations located in the Natali Student Center and Manderino Library, or by check and credit card at the CalCard office. Shop Dollars carry over from semester to semester.

Can I add a meal plan?

After the start of the semester billing process, meal plans can only be added if payment is made in full at the time of the purchase.

Can I add, change or cancel my meal plan?

On-campus residents are required to have a meal plan. Meal plans are optional for off-campus residents. Meal plan changes or cancellations can only be made during the first week of the semester. Changes to meal plans are handled through the Office of Housing and Residence Life in Building B.

Payments

Can I set up a payment plan?

Yes, the University offers three different payment plans.

The two-payment plan consists of two payments of 50% each of the total due, less financial aid that you have been awarded.

The four-payment plan consists of four payments, each 25% of the total due, less financial aid that you have been awarded, plus a $30 fee per semester due with the first payment.

The five-payment plan consists of five payments, each 20% of the total due, less financial aid that you have been awarded, plus a $30 fee per semester due with the first payment.

Enrollment in all payment plans is done via the VIP portal billing tab.  Reducing or cancelling any awarded financial aid must be completed prior to enrolling in a payment plan; otherwise, your enrollment will be blocked or calculated inaccurately.

What happens if I miss a payment? 


It is very important to make payments by the due date.  If you miss two payments or are late paying the scheduled payments, the payment plan becomes void and the account balance becomes due immediately. Late fees of $25 per month will be charged, and there is a possibility that you will need payment method prior approval before registering for future terms.

The University reserves the right to institute additional penalties where appropriate if payments are not made according to the University payment policy.

How do I know the amount to pay if my financial aid is incomplete?

Payments should be made according to the amount due. If no financial aid is available to reduce the total amount due, calculate the payment amount based on the total amount of the bill.

If I never attended a class, am I responsible for paying for that class?

YES. You must officially withdraw from a course during the drop period listed in the refund section for any tuition adjustment.

When is my financial aid credited to my tuition account?

The initial crediting of financial aid grants and loans is after the add/drop period for the fall and spring terms, as noted in the Academic Calendar. Grants, loans and scholarships are credited as received during the rest of each semester.

Refunds

When is my refund coming?

All paper refund checks are mailed to the permanent address on file.  Students who live away from their permanent address should enroll in the ACH direct deposit refund plan.  This allows the student's refund to be deposited directly into their bank checking or savings account electronically.  Students should monitor their account on the web.  When the account shows "Refund", allow 7-10 business days from that date to receive the paper check and 3-5 days for the ACH direct deposit refund (depending upon the banking institution involved).  No refund information can be given over the telephone and no refund check can be picked up in person.

Withdrawal

If I withdraw from a class, am I responsible for paying for a course I withdraw from?

Yes. Students who reduce their credit hour load after the end of the drop period are not eligible for a refund of tuition charges. The drop period is six days into a normal academic term or less than 8.5% of the term.

Adjustments for complete withdrawal from the University are made for a limited period.  For more details, refer to our Refund Policy.

Full-time students who are concurrently enrolled in both the normal academic (15-week  classes) and late-start or short session classes will be treated as normal academic session students for the purposes of this policy. If the student drops a late-starting course prior to the beginning of the course, refund for the course will be provided in accordance with this policy.

Refunds are made to the amount of the charge, not the amount that has been paid to date. For exact dates, or for late start/short session adjustment amounts, contact the Bursar's Office.

Keep in mind you are charged based on the number of credits attempted. Any total number of credits attempted within the 12-18 credit range for an undergrad student is a flat charge.

If I withdraw from all of my classes, what portion of my charges am I responsible for paying?

Adjustment to both tuition and fees follows the same refund schedule as listed above. Financial aid awards must go through a Title IV review process to determine how much, if any, financial aid must be returned or repaid.

What is the difference between academic, financial and financial aid penalties for withdrawing from a course?

Academic penalty involves the grade assigned to the student's transcript. Financial penalty involves the tuition and fee charge adjustments. Financial aid penalty involves Title IV adjustments to aid awarded.