This policy describes the actions that Staffordshire University will take and the timeframe within which these actions will be taken, to secure the prompt payment of invoices raised by the University.
The University is responsible for the collection of income from a variety of different sources and the Credit Control Policy describes the actions that will be taken to secure payment from each of these sources.
a) The Credit Control team within Financial Services will communicate with students through individual University email accounts and personal email accounts where supplied.
b) The actions outlined below may be suspended if, at any time during these procedures, an invoice is disputed.
3.1 Student Responsibility
Tuition fees are payable in full, at enrolment or within 28 days of an invoice being issued, unless acceptable instalment arrangements have been agreed.
a) Students responsible for payment of their own tuition fees are eligible to pay by instalments, if the tuition fee is for more than £550, details of which are shown in the tables below. Instalments for part-time students paying on a modular basis may be available. Please contact Financial Services for details.
b) Instalments will be taken by recurring credit/debit card payments using details lodged during enrolment or via the University payment portal. Students who do not wish to pay by this method must contact Financial Services in writing. Failure to pay instalments on the dates below may lead to sanctions from the University, outlined in Section 7.
c) Tuition fee liability details can be found in the University Tuition Fee Policy.
d) Students who formally withdraw or intermit from their studies may be required to pay a proportion of the tuition fees dependent upon the date formal notification of the withdrawal or intermission is received by the University. Details can be found in the University Tuition Fee Policy.
*Payment is due at enrolment except when the student chooses an option to advise of funding from SFE, in which case the instalment is due as soon as funding is received. In the case when no funding is available, the first instalment will become due when such notification is received.
Fees may be paid by a third-party sponsor acceptable to the University, when they have agreed, in writing, to accept responsibility for payment of the tuition fees. Home/EU students are expected to provide a valid purchase order from their sponsor for each academic year of their award prior to enrolment. Purchase Orders can be sent to: Financial Services, D141 Blackstone Building, College Road, Stoke on Trent, ST4 2DE or uploaded into the student portal. Overseas Tier 4 students may only be sponsored by Official Financial Sponsors I.e. Government Organisations and not private individuals.
Overseas students are required to provide an official letter on stamped and dated headed paper from the sponsoring organisation. This should be uploaded to the student portal prior to enrolment and must include sponsor details, student name, and length of the sponsorship and the exact value of the sponsorship available. However, the responsibility for payment of tuition fees lies with the student and they should ensure their sponsors pay their fees in a timely manner.
Student Finance England (Student Loan Company), Scottish Awards Agency, Student Finance Wales and Local Authorities will only pay fees for students who have applied for a tuition fee loan and whose attendance has been confirmed by the University at the various census points during the year. It is the student’s responsibility to ensure that application forms are completed correctly and in a timely manner. They must respond immediately to any requests for further information that may prevent their application from being processed.
Failure to complete the forms correctly may result in the application being declined. Students are also responsible for ensuring they sign and return declaration forms to Student Finance as failing to do so may result and loan payments not being made. Students remain liable to pay any proportion of fees not covered by a tuition fee loan or grant and will be invoiced accordingly. It is important to remember that these funding bodies are independent to the University and therefore we do not have access to your application.
This section should be read in conjunction with the University’s Accommodation Licence Agreement.
a) Invoices are raised as soon as practicable after the student moves into University managed residential accommodation.
b) Payment may be made in the following arrangements:-
i. Payment in full on acceptance of the accommodation offer.
ii. Pay a £250 non-refundable pre-payment to secure the accommodation placefollowed by three instalments via a recurring card payment with a debit or creditcard, to be paid at the start of each term.
c) Where no instalment arrangement is in place, and once the invoice is overdue, statements and a maximum of three letters will be emailed to the student's university email accounts and personal email accounts (where supplied).
d) Where a student has made a promise to pay their accommodation fees account through a recurring card payment, these procedures will commence immediately after the initial default.
e) Default of a recurring card payment will result in the withdrawal of this facility and the outstanding balance will be due in full, immediately.
f) The Accommodation Office will be notified of students who have overdue accounts and along with Financial Services will make attempts to contact the student to resolve the situation. Ultimately, failure to pay accommodation fees will result in the student being given Notice to Quit in writing by the University.
g) Finally, the account may be passed to the University’s external debt recovery agents for appropriate legal action to recover the debt. This may incur additional charges being added to your account and ultimately affect your ability to obtain credit in the future.
a) Invoices are payable by the date specified on the invoice. Following this, statements and a maximum of two credit control letters will be sent to the debtor and the University’s credit control section will attempt to contact the debtor by telephone.
b) Following the procedures outlined above, the University may refer the outstanding account to its external debt recovery agents for appropriate legal action to recover the debt. This may incur additional charges being added to the account and ultimately affect the ability to obtain credit in the future.
a) Accounts will become due on the dates specified on invoices issued by Financial Services.
b) Where a student has made a promise to pay their tuition fee account by instalments but has defaulted; then these credit control procedures will commence immediately after the initial default whereby the entire debt with then be due in full.
c) Where an account remains overdue, statements and a maximum of three letters will be sent by email to the student’s University email account and personal email accounts where supplied. Additionally, for International Students, the University’s Immigration Compliance Officer will be notified of the tuition fee debt and they will also attempt to contact the student to resolve the situation.
d) The University may refer all outstanding accounts for tuition fees to its external debt recovery agents for appropriate legal action to recover the debt. This may incur additional charges being added to the account and ultimately affect the ability to obtain credit in the future.
6.2 Employer or Organisation Sponsored
a) Accounts will become due 28 calendar days after the date on which the invoice is raised.
b) If the account becomes overdue, statements and a maximum of two credit control letters will be sent to the organisation, and credit control will make contact by telephone. Should the account remain outstanding, the University will refer the account to its external debt recovery agents for appropriate legal action to recover the debt.
c) In the event of non-payment by the employer or organisation sponsor the University reserves the right to invoice the student directly for the fees.
6.3 Student Finance England / Local Authority Sponsored
Students who have not received confirmation of funding will be allowed to enrol. However, if confirmation of funding is not received by the University within 28 days of enrolment an invoice for tuition fees will be issued to the student.
Students from the Channel Islands and Isle of Man must provide the University with documentary evidence of the support that has been offered.
Student Finance England (Student Loan Company) can reassess students awards retrospectively and may decide with withdraw funding from one or more academic years. In this instance, the student would become liable for the tuition fees and invoiced accordingly.
If a tuition fee debt is outstanding, official University documentation containing coursework, examination and other assessment results may be withheld. If the debt remains outstanding at the end of the academic year, the student may not be allowed to re-enrol at the University until the account is cleared. In addition, final year students may not be invited to attend graduation.
The University may exclude students who have unpaid tuition fee debts. Exclusion means students will be unable to attend any further lectures or tutorials; submit work for assessment; use the University’s learning resource facilities; sit examinations or reside in University controlled accommodation.
For International Students, the University will withdraw the sponsorship of any student admitted to the University on a Tier 4 visa and report this to UK Visas and Immigration. The student will then be required to leave the country and return home. Students should refer also to the Tier 4 Sponsor Policy.
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