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Student Account Statements/Billing

 

How does the student account and billing work?
Tuition, Room, Board, and other charges are transacted via the Student Account. The Student Account Statement is the primary method of communicating transactions to the student. The statement provides complete transaction detail for all account activity since the last statement and includes Anticipated Credits/Payments. Statements are provided 6 weeks prior to the start of each term and due two weeks before the term commences. A follow-up statement is produced about two weeks after each term has begun and is due 25 days later. The due date is displayed on each statement. In order to be cleared financially for an academic term, the amount due must either be paid or covered by Anticipated Aid/Credits.

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How do I calculate the amount due?
If the Amount Due on your D-Pay Account Statement does not reflect additional aid that you expect to receive for the term, you may view the Recent Activity Summary to see if it is reflected there. If not reflected on either the Account Statement or Recent Activity Summary, you may deduct these additional Anticipated Credits/Adjustments from your balance using the Student Explanation Form in the D-Pay system to communicate them to our office. If there is an amount still due after you have indicated your adjustments, you may pay the remaining balance utilizing the electronic payment feature on D-Pay or you may print a copy of your Account Statement and the Student Explanation Form, and mail them both to Student Financial Services, along with your check. If the additional Anticipated Credit/Adjustments are more than the Amount Due on your Account Statement or Recent Activity Summary, no payment is required for this billing cycle. However, to avoid a late fee, you must still complete the Student Explanation Form and submit it to our office by the payment due date. Upon receipt of your completed the Student Explanation Form, Student Financial Services will verify your adjustments, ensure that you do not receive a late fee, and clear you for Check-in, provided all other requirements have been met.

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Will I receive a "corrected bill" if my charges or financial aid change?
Student Account Statements are issued according to the Account Statement Schedule. There are two Account Statements produced for each term. Once an Account Statement is placed on D-Pay, it will not change. However, you may view the Recent Activity Summary for transactions since the Account Statement and for current Anticipate Aid/Credits. See the question titled "How do I calculate the amount due?" for more information.

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Will I receive an Account Statement if I change my D-plan (enrollment schedule) after the tuition bills are issued?
The flexibility of the Dartmouth Plan makes it possible for a student, through a change in their enrollment plan, to incur tuition, room, board, or other fees after the term charges have been placed on the Account Statement in the D-Pay system. In such instances, tuition, room and board charges will be posted to the student account after the change in enrollment plan. The charges must be paid prior to Check-in and can be viewed on the Recent Activity Summary. If the charges do not appear on the Recent Activity Summary, please contact our office to determine the amount which must be paid. No student will be permitted to complete Check-in for a term unless the tuition and fees are paid, or covered by verified financial aid.

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What are "Other Anticipated Credits or Adjustments"? How to I use the form to communicate adjustments to the amount due?
Other Anticipated Credits/Adjustments are additional items that you are expecting to pay all of part of the Amount Due on your Account Statement. You may list these items using the Student Explanation Form feature in the D-Pay system. This form must be submitted to Student Financial Services by the payment due date on your Account Statement. If the form is not completed and submitted to Student Financial Services by the due date, you may be assessed a late fee, and may encounter potential delays at Check-in time.

Examples of Anticipated Credits/Adjustments which may need to be listed on the Student Explanation Form:

o Outside Scholarships
If you are receiving an outside scholarship, such as National Merit, Robert C. Byrd Scholarship, or other type of outside award, you may deduct the appropriate amount for the term, provided the funds will be paid directly to Dartmouth College. For students receiving financial aid, the outside scholarship must be included on your most recent aid award from the Financial Aid Office.

o Sallie Mae TuitionPay Monthly Payment Plan
The Monthly Payment Plan begins in June, and ends in March. There are ten payments made by participants. If the Summer or Fall Term represents the first of three terms of enrollment for your academic year, you may use four of your TuitionPay payments toward your Summer term billing. If the Summer term represents the first of four terms of enrollment for your academic year, you may use two and a half of your TuitionPay payments toward your Summer term billing. The anticipated monthly payments should be reflected in the Anticipated Credits section of the Account Statement. If the Amount Due on your Account Statement does not reflect the applicable monthly payments, you may deduct the pending payments, provided your TuitionPay payment plan is not delinquent.

o College Tuition Benefits or State Tuition Savings Plans
If you are receiving a tuition benefit from another college, or funds from a State Tuition Savings Plan, you may deduct the amount that you expect to receive for the term from your amount due. Please be sure to complete any paperwork required to facilitate the payment process. If you need documentation from us, please let us know in a timely manner.

o DSGHP Health Plan Waivers
If you have applied for, and received approval, for a waiver of the Dartmouth Student Group Health Plan (DSGHP), you may deduct the appropriate amount from your amount due.

o Meal Plan Changes
Students who wish to change their meal plan for a term must contact the Dartmouth Card Office before the meal plan change deadline. The deadline is typically seven to ten days after classes begin. You may check with the Dartmouth Card Office for the exact dates for each term. When paying a tuition bill, you may deduct the meal plan adjustment on the Adjustment Form when you lower the meal plan option chosen. If you are increasing your meal plan, you may pay the amount currently indicated on your Account Statement. The increase for the new meal plan will be included on the next regularly scheduled Account Statement.

o Miscellaneous Credits
If you feel you have been billed in error for a particular item, such as a course fee, or College Fraternity/Sorority fees, etc., you may deduct this item from your Amount Due, if you expect to receive a credit from the source, or while you are disputing the item. A charge in dispute must either be reversed by the source, or paid by the student when the next Account Statement payment due date occurs.

o Changes in Financial Aid
Occasionally, the Financial Aid Office will revise a student's award by increasing or decreasing specific types of financial aid, such as loans or scholarships. If you have been awarded an increase in loan or scholarship funds, and the change is not reflected in the Recent Activity Summary, you may indicate these additional funds.

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Why are "Dining Service" charges on my Account Statement?
Monthly Dining Service charges may appear on an Account Statement or the Recent Activity Summary, if a student exceeds their meal plan or if they begin dining before the official start date of the meal plan for a given term. The Dining Services Charging reference which appears on the student bill is relating to an account on the student ID card that is separate from the term meal plan, called DDS Charging. This account has two purposes: First, it is an overdraft protection in the event that the Flex DBA allotted to the meal plan is all spent before the end of term. This allows the student to continue to make purchases at dining locations in addition to their meal swipes. The second purpose of the DDS Charging account is to collect charges for purchases at the student convenience store "Collis Market", formerly called Topside.

Monthly balances from charges made to the DDS Charging account are transferred to the student bill. For more information on DDS Charging transactions and meal plans, click here or contact the Dartmouth Card Office regarding these charges.

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How do I change my meal plan?
Students who wish to change their meal plan for a term must contact the Dartmouth Card Office before the meal plan change deadline. The deadline is typically seven to ten days after classes begin. Please check with the Dartmouth Card Office for the actual date. To initiate a change to your plan, you may submit an e-mail request or Dining Option Change Card to the Dartmouth Card Office.

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I have been billed for the DSGHP (Health Insurance). How can I waive this fee?
Health Services bills all "active" students for the DSGHP, even if you are not officially taking classes. However, if you have other health insurance coverage, you may be able to waive the College's health insurance plan. Please contact Health Services directly at (603) 646-9438 if you have any questions regarding the waiver process. Please note there are deadlines for completing a waiver of the health insurance plan.

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I have a credit in my student account. How do I get a refund?

First, you choose a refund option. Log into to Student Self-Service and click on the D-Pay link. In D-Pay, click on the "Refund Disbursement" tab, select your choice, complete the steps for that option and click on the save button.

Second, submit a "Refund Request" online. Log into Student Self-Service and click on the "Refund Request" link. If you have a credit balance in your account, the credit amount will be displayed. You will need to indicate how much of the credit you would like. You will also need to choose an address for mailing a check. Even if you have indicated a non-check preference, we need an address in cases where your preferred method fails. There is also a note field (up to 250 characters) where you can provide additional information related to your request.

If there is not a credit, you will be unable to submit a request. Please monitor your account on the "Recent Activity Summary" tab in the D-Pay system for pending disbursements. Contact us if you have any questions about your balance or any pending disbursements.

If you want a refund and are unable to submit a request via Student Self-Service, please stop by the Student Financial Services Office in 103 McNutt Hall or call us at 603-646-3230.

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Why is there a late fee on my Account Statement?
The Dartmouth College Student Account Statements each have a specific payment due date. Payment must be received, by the College, no later than the payment due date. If the payment is not received by the due date, a late fee equal to 1 ½ percent of the amount payable is assessed. If the Amount Due on your D-Pay Account Statement is to be covered by Other Anticipated Aid/Credits or Adjustments, you must use the Student Explanation Form in the D-Pay system to notify our office of how your bill is to be covered. This Student Explanation Form, or other written communication, must be received by the payment due date that is indicated on your Account Statement, in order to avoid a late fee.

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Last Updated: 1/30/14