Billing
Billing Information
Semester invoices are mailed approximately one month prior to the due date of payment. Invoices are sent to students at their permanent residence mailing address, and the second billing address where applicable. If any student wishes to have a student invoice sent to another party, it is the responsibility of the student to forward the invoice to another address.
Subsequent bills will be sent during the first week of September, October and November for fall and during the first week of February, March and April for spring. Mid-semester bills will only be sent to those students with a balance due. You can query the status of your account through Banner Web. Login to BannerWeb, Student and Financial Aid, Student Records, and select either Account Summary or Account Summary by Term. In the event that there is a need for a copy of the statement of your account, you can request one from the Student Financial Services Office. An updated statement will be mailed to you.
Beginning in March 2013, our students will be billed through a new secure internet portal.
For more information about the new electronic billing and payment process, click the following link:
For enhanced refund process information, click the following link:
Important Information for First-Year Students
Bills for the fall semester will be sent by the first week in June and should be settled in full by July 15.
All outstanding balances after the first day of classes will be charged a $250 Late Fee. If the balance is NOT settled in full by July 31 for the fall semester and by December 23 for the spring semester, an Accounts Receivable hold will be placed on the student’s account. The student will receive a letter warning of potential administrative withdrawal unless the balance is settled immediately. Withdrawal occurs approximately one week after the letter date—course registration and room and board assignments will be canceled.
Students who have been administratively withdrawn for non-payment will be charged a $450 processing fee for readmission. This fee will be charged to the student’s account and must be paid in addition to the balance due before the student can be considered for readmission. All administratively withdrawn students who have settled their outstanding balances must apply for readmission.
Please submit the completed Application for Readmission Form to:
Cyndie Basinger
Assistant to the Vice President for Enrollment Services
336-316-2152
basingercg@guilford.edu
at the address below or fax it to (336) 316-2954:
Office of Admission
5800 West Friendly Avenue
Greensboro, NC 27410
When the student has been accepted for readmission, their email account and ID card will be reactivated. The student must contact their academic adviser or Barbara Boyette to add classes. Note that the last day to add classes for fall 2011 without charges is August 29 and for spring 2012, January 17. The student must contact Kris Gray, housing coordinator, to request room and board assignment.
Explanation of Fees
1. Student Activity Fee is charged to all residential and full-time day students and is used to cover the budget of certain student organizations in which all students may participate or from which they receive benefits.
2. Deposit in Escrow is a $400 deposit required of all new students prior to enrollment. When the student graduates or withdraws from Guilford, the deposit in escrow is refunded in full minus any outstanding charges.
3. Orientation Fee is a one time, mandatory charge for all first-year and transfer students at Guilford College, to provide funding for CHAOS programming, alcohol education, meals and small group sessions.
4. Tuition Overload Fee is a charge of $321 for each credit hour that a student’s course load exceeds beyond 18 credit hours. This does not include special course fees. Exceptions to this policy are extra credit hours for private music lessons and students that have been on the Dean’s List for the previous three semesters.
5. Injury and Sickness Insurance is a basic policy that features a $100 deductible and a $50,000 maximum per injury or sickness. Details of the policy are subject to change each year. Students or parents must complete the online electronic insurance waiver process with UnitedHealthcare prior to September 30 if the insurance coverage is not desired. If the insurance waiver petition is denied, the charge for student health insurance remains on the student’s account. Contact UnitedHealthcare Insurance Company at 800-237-0903 or email SCraven@uhcsr.com for more information.
International students attending Guilford College full time are required to carry basic sickness and accident/major medical coverage for the duration of the academic year by a United States-based insurance carrier. If you are not accepting Guilford’s insurance, proof of coverage with a United States based insurance carrier must be provided prior to check-in day.
Additionally, athletic insurance is required of all students participating in intercollegiate athletics.
Electronic Waiver Process
Your account has been charged $477 for the insurance premium. To waive the insurance charge on your account, please go to https://studentcenter.uhcsr.com and select Guilford to complete the on-line waiver process. The on-line electronic waiver petition must be completed and approved by September 30, in order for the $477 charge to be removed from your account.
6. Motor Vehicle Registration Fee is automatically charged to all students at the beginning of the school year. If parking is not desired, students must notify the Office of Student Accounts to waive the registration fee. A Vehicle Registration Waiver Form will accompany the first bill for the semester.
7. Returned Check Charge. Returned checks will be re-deposited one time unless we are notified otherwise. A $25 handling charge will be added to the student’s account each time a check is returned because of insufficient funds or other reasons. This is applicable to all checks written to Guilford College.
8. Room and Board. Guilford College is primarily a residential campus, therefore, unmarried students are required to live on campus and eat in the College dining hall. Local students may commute from their homes but must specify when they apply that they intend to live at home with their parents and commute. Any exceptions to this policy must be approved through a petition submitted to the Office for Campus Life. If you have not been granted permission to live off campus and have not completed a housing application, you will be assigned a room and must pay all related charges. If you do not plan to live on campus, you must complete an Off-Campus Petition and Notification Form located in the Office for Campus Life. Any concerns should be directed to Kris Gray at kgray2@guilford.edu.
Incomplete Financial Aid
If you have been awarded financial aid from Guilford College that is not showing up on your student account invoice, please use the worksheet enclosed with the invoice and write in the name of the fund and the amount. Deduct any aid not already deducted from your balance due when making your payment. DO NOT DEDUCT WORK-STUDY AWARDS FROM THE BALANCE DUE AS THE FUNDS ARE PAID DIRECTLY TO THE STUDENT AS THEY ARE EARNED THROUGH A CAMPUS JOB. Your aid could change after your invoice is sent. In this case, you will be sent a revised award letter from the Office of Financial Aid. You may adjust your payment due based on the revised aid since time may not permit the Office of Student Accounts to send a corrected invoice.
Outside Scholarships and Loans
A student who has been awarded any outside scholarships and/or loans must produce a letter of confirmation indicating the source of the money and the estimated date of payment. Make any corrections to the payment worksheet enclosed with the invoice. Upon receipt of the letter, the student’s account will be credited. If the payment for the scholarship/loan is not received by the end of the semester, the student’s account will be debited and payment is required from the student.
Refunds and Adjustments
Reimbursements of credit balances from loan disbursements or over payments will be made approximately two weeks from the day credit is created. To the extent that funds paid to Guilford College on behalf of the student exceed the total amount of tuition, fees and other expenses due from the student, Guilford College will refund such excess payments (excluding any non-refundable financial aid) directly to the student, regardless of whether any funds were paid by the student, the student’s parents or any other third party. Guilford College assumes no responsibility for remitting such excess payments to any person other than the student. Reimbursement checks for only those students with refundable credit balances as of August 31 for fall and January 31 for spring will be available the day after the last day to drop a regular/intensive class without a grade.
Tuition Adjustments
Subject to the adviser’s approval, a student may change registration and add courses during the first week of classes. Students who reduce their course load to below 12 credits through the last day to add courses without a penalty will have their charges changed and be billed on a per-credit-hour basis. If as a result of the reduction the student no longer meets the eligibility for financial aid that requires half-time or full-time enrollment for the term, the aid will be reduced or canceled in accordance with state and/or federal requirements. A student who is billed for an extra-credit overload (in excess of 18 credits) may drop courses to reduce total credits to 18 or less through the last day to add courses without a penalty and receive 100 percent adjustment of the extra-credit charges. No adjustment of charges will be made after this date. Adjustments are figured on the date the withdrawal or drop form is received in the registrar’s office. Any course change must be completed in the registrar’s office.
Withdrawal from the college
Students receive a pro-rata refund of tuition, room and board and fees up to the 60 percent point of the term based on the number of days attended as a percentage of the total number of days in the term. All refund checks are made payable to the student. If as a result of the withdrawal the student no longer meets the eligibility for financial aid that requires half-time or full-time enrollment for the term, the aid will be reduced or canceled in accordance with state and/or federal requirements. A refund schedule for complete withdrawal only can be obtained from the Office of Student Financial Services located in the basement of New Garden Hall. Withdrawal petition forms are obtained from and returned to the Office for Campus Life. A request to the registrar for a transcript of credits shall be considered neither a notice of withdrawal from the college nor a cancellation of room and/or board reservation.
