Administrative Affairs
Policies and ProceduresWELCOME TO THE ONLINE (AND ONLY) VERSION OF THE IU SOUTHEAST POLICIES AND PROCEDURES MANUAL The purpose of this web site is to provide an accessible, easy to use repository of all campus-specific policies and procedures, with links to other campus and University resources.Decorative Image

D-12. Bursar

The goal of the Bursar is to assist students in making financial transactions with the university by providing knowledgeable, friendly, and accurate service to the university and the community at large.

The Office of the Bursar is responsible for posting student payments, issuing account statements, posting late payment fees, disbursing refunds, processing deferments, and administering sponsor accounts. Each semester, the Office of the Bursar updates their website with important information including fee rates, fee payment due dates, refund periods, and billing dates. As a student, it is important to review this information each semester in order to make informed decisions regarding adding and dropping classes. All students are encouraged to plan ahead and make payment arrangements, including completing the FAFSA form, well in advance of registering for classes.

Students may contact the Office of the Bursar by telephone for information about their accounts. When contacting the office, the student’s university ID number will be required before a representative can assist the caller. During periods leading up to registration and following the distribution of semester bills, callers may experience longer than expected wait time due to the high volume of calls. Callers are encouraged to be patient and to have all pertinent information readily available for faster service. Additionally, federal laws exist for the protection of student information. While these laws are there to protect the rights and interests of the students, they also make it impossible for us to give out certain information over the telephone. Certain information must be mailed to the student’s address of record for their protection.

Payment Options

Students that are unable to pay in full at the beginning of the semester have the following options for payment: Online through QuikPAY, by mail, or in person. Commonly accepted payment methods are credit card, debit card, and personal check. To avoid long wait times at the bursar, students are encouraged to pay using the internet or by mail. Mailing payment at least five business days before the due date will help ensure timely receipt of payment. Nonpayment of a bill may result in late fees and encumbrance of services.

Personal Deferment

Students in good standing will be offered a personal deferment option on their initial bill. The deferment option gives students the opportunity to make two, three, or four payments during the semester instead of one large payment at the beginning of the semester. There is a deferment fee for this option.

Sponsor

Students whose employer will pay for their bill need to bring a payment voucher from their employer to be processed at the office. The Office of the Bursar will bill the employer during the semester for payment. Any bill by an employer who refuses payment will become the responsibility of the student.

Employer Deferment

Students whose employer will reimburse them after grades are released are eligible for an employer deferment which will defer any eligible charges until the end of the semester. Students must submit proof from their employer of the reimbursement program as well as proof of employment. There is a fee for this deferment. Students that do not meet the grade requirement of the employer are still responsible for the fees.

Below is a list of tips given to all incoming students and families to ensure a positive payment experience:

  • Always review the refund periods online before dropping a class. A student may still owe for all or a portion of a dropped class if dropped after the semester has started. A refund schedule is available on the Bursar’s website. Those receiving financial aid should check with the Financial Aid Office to verify whether their aid will be impacted before dropping a class.
  • Pay bills on time to avoid late fees and other penalties. Late payment fees accumulate monthly.
  • Read all e-mail messages and other information from the Office of the Bursar. These e-mail messages will be sent directly to students at their IU Southeast e-mail address. E-mail is an official means of communication for the entire university.
  • Sign up for Direct Deposit to receive refunds faster. Students typically receive their credit balance electronically five to seven days before receiving a paper check in the mail. A credit balance is denoted by a “CR” after the balance noted on the balance due bill.
  • Set up parents and guardians who are paying the bill as authorized payers in QuikPAY. QuikPAY is IU’s online payment system and is accessible through OneStart.
  • Add qp@indiana.edu to your e-mail address book to ensure that e-mail messages will not be flagged as spam and so that receipts for online payments are received.
  • Due to FERPA regulations, limited financial information can be given to students over the phone about their bursar account. If a parent or spouse calls with questions, written permission from the student must be on file before we can discuss the student’s account with them.
  • Financial aid students are encouraged to complete a Title IV Authorization form during registration. The Title IV Authorization form allows Title IV financial aid to pay any non-mandatory fees that post to the bursar account including the parking permit fee.

Fee Appeals

Students have the right to appeal the refund policy concerning credit hours and course related fees for up to one year if there is a significant or unusual circumstance that causes their withdrawal from classes after the usual refund period. Appeals may be submitted to the Office of the Bursar along with back-up documentation regarding the situation. The appeal is forwarded to the fee appeals committee for review and a decision.

UCard

The UCard is the official identification for students, faculty, and staff at IU Southeast. It acts as a campus identification card, a library card, a debit card, and building access card for students living in residence halls. Once new students have registered for classes, they should visit Campus Card Services located in the Office of the Bursar to receive their new card. Returning student accounts remain active and do not need to be renewed.

Meal plans are available for students that can be used at the Food Court, University Grounds coffee shop, and the Library Bistro.

Departmental UCards are available that act similar to the university procurement card. Accounts are billed through a monthly internal billing process. The Accounting Services department will send departments a monthly expense report. Departments submit detailed receipts to the IU Southeast Purchasing Department (US-103) along with the account number and object to charge. IU Southeast Purchasing will audit the UCard transactions in the same manner as procurement cards. Once the statement has been audited, the statement and receipts will be returned to the department and must be filed for auditing purposes. The monthly spending limit is $1,000 and the card will expire and need to be replaced every three years. Contact Campus Card Services to request a departmental UCard.

For additional information about the UCard including terms and conditions, gift cards, meal plans, and departmental information, visit the UCard website.