F15 – Student Billing, Collection, and Payment

Policy Reference No: F15

Date of Last Update: May 7, 2026

Responsible Division: Finance

Purpose

The purpose of this policy is to establish clear expectations regarding student financial responsibility, tuition payment requirements, collection procedures, and enforcement actions related to unpaid student account balances. This policy ensures compliance with State University of New York directives prohibiting transcript withholding while supporting proactive and equitable collection practices.

References

• SUNY Community College Regulations
• TC3 Attendance Policy (A7)
• TC3 Reduction in Liability
• TC3 Cost of Attendance
• TC3 Tuition and Fee Refunds

Contacts

Penelope Howard, Interim Vice President of Finance, ph030@tompkinscortland.edu, ext. 4264

Policy Statement

Student Financial Responsibility

By registering for classes at the College, students acknowledge and accept responsibility for all tuition, fees, housing (if applicable), and related charges associated with their enrollment. This responsibility includes tuition liability for the required NYS tuition proration and administrative withdrawal fees.

A student who officially withdraws shall be liable for payment of tuition and refundable fees in accordance with the following schedule:

Schedule of Student Tuition Liability

Student reported as never attending courses at census will be dropped and charged a Board approved Administrative Withdrawal fee.

Financial Liability Exemptions

Students who withdraw from classes to enter military service prior to the end of an academic term can request a Reduction in Liability for any courses the student did not already receive academic credit. The student will need to provide proper certification of such military service.

Students who are deemed qualified active-duty military personnel, veterans, or qualifying dependents and spouses, as certified by the Veterans Benefits Certifying Officer, may receive tuition at the in-state rate.

Students who had to withdrawal due to a family or medical emergency or any situation out of their control may file an Appeal for a Reduction in Liability to be reviewed by the Bursar’s office.

Eligibility Restrictions for Participation in Campus Activities

Students participating in designated co-curricular activities, leadership positions, athletics, housing, or other institution-sponsored programs may be required to maintain an account balance below established thresholds or maintain an approved payment arrangement.

1. Housing

   Students requesting campus housing will not receive a room assignment until their account balance is below $1,000 or a Student account-based payment plan is established.

2. Athletics or other co-curricular activities

   Students will not be permitted to participate in non-academic activities until their balance is below $1,000 or a Student account-based payment plan is established.

3. Students not qualifying for Financial Aid

   Students who do not qualify for Financial Aid, including international students, must have a balance below $1,000 or a Student account-based payment plan in place prior to the start of classes.

Enrollment and Attendance Enforcement

4. Students not residing in campus housing

   Students who fail to demonstrate financial activity by the tuition due date may have their registration canceled prior to the start of the semester.

   • Students who register after the due date must initiate financial activity within 48 hours. Acceptable activity includes:
     • Submission of a Certificate of Residence (COR)
     • Making a payment
     • Initiating financial aid

5. Students not enrolled in a degree program

   Students not enrolled in a degree program are not eligible for Title IV federal aid or NYS aid. Students not enrolled in a degree program must pay their balance in full or enroll in a Student account-based payment plan by the due date or risk being administratively dropped at the start of the term. Student registering after the due date have 48 hours to satisfy this requirement.

6. Students Without Payment Arrangements

   Students who fail to establish payment arrangements by applicable deadlines may be subject to registration cancellation or other enrollment restrictions consistent with institutional and financial aid regulations.

7. Delinquent Payment Plans

   Students who become delinquent on their Student account-based payment plan will be subject to enforcement actions such as:

   • Be placed on hold if an outstanding balance remains, and
   • Be administratively dropped from any future semester registrations

Collections

• The collection of delinquent accounts shall be the responsibility of the Bursar’s office up to 90 days after the student stops attending or the completion of the Return to Title IV calculation by Financial Aid.
• After 90 days a student may be referred to a third-party collection agency. The third-party collection agency is authorized to act on behalf of the college.
• The collection agency has the authority and right to receive, endorse and deposit any commercial paper or other consideration received on any account referred.
• The collection agency may, with the College’s consent, contact or refer any account to an attorney for collection.

Definitions

1. Active payment arrangement: An agreement made directly with the Student Accounts office which must be current and in good standing.
2. Census: The official point in an academic term, approximately 3 weeks into the semester, when the college takes a permanent snapshot of student enrollment to finalize state funding, reporting, and financial aid.
3. Student account-based payment plan: A monthly payment plan offered through the payment servicer authorized by the College’s Student Accounts office.
4. Financial activity: Includes payment, enrollment in a payment plan, documented financial aid activity, Certificate of Residence submission, third-party sponsorship authorization, or other approved payment arrangements.
5. Student: Any individual enrolled in credit, non-credit, workforce development, continuing education, and other programs administered by the College unless otherwise governed by separate program requirements.
   • a. Commuter Student: Not residing in campus housing
   • b. Non-matriculated Student: Not enrolled in a degree program

Conditions

• Students may be reinstated upon payment in full or establishment of a valid payment agreement, subject to academic deadlines and approvals.

Students experiencing documented extenuating circumstances may request review of enforcement actions through the Vice President of Finance.

Reinstatement following cancellation or restriction is subject to applicable academic deadlines, institutional procedures, and administrative approval.

Resolution Number:

2026-2027-4