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.
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 Account Activity in D-Pay to see if it is reflected there. If not reflected on either the Account Statement or in Account Activity in D-Pay, you may deduct these additional anticipated credits from your balance using the Payment 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 deductions, you may pay the remaining balance using the electronic payment feature on D-Pay or you may print a copy of your Account Statement and the Payment Explanation Form, and mail them both to Student Financial Services, along with your check. If the additional anticipated credits are more than the Amount Due on your Account Statement or Account Activity in D-Pay, no payment is required for this billing cycle. However, to avoid a late fee, you must still complete the Payment Explanation Form and submit it to our office by the payment due date. Upon receipt of your completed Payment Explanation Form, Student Financial Services will verify your deductions, ensure that you do not receive a late fee, and clear you for Check-in, provided all other requirements have been met.
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 posted in D-Pay, it will not change. However, you may view the Account Activity in D-Pay for transactions since the Account Statement and for current Anticipated Aid/Credits. See the question titled "How do I calculate the amount due?" for more information.
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 Account Activity in D-Pay. If the charges do not appear on Account Activity in D-Pay, 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, covered by verified financial aid or covered by a payment plan.
What is the D-Pay Payment Explanation Form? How do I use this form?
If you have additional items that you are expecting to pay all or part of the Amount Due on your Account Statement. You may list these items using the Payment 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 which may need to be listed on the Payment Explanation Form:
o Outside Scholarships
If you are receiving an outside scholarship, such as National Merit, 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 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 Account Activity in D-Pay, you may indicate these additional funds.
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.
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.
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.
I have a credit in my student account. How do I get a refund?
Please read about student account refunds here.
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 credits, you must use the Payment Explanation Form in the D-Pay system to notify our office of how your bill is to be covered. This Payment 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.
If you choose to enroll in a Payment Plan for the term, a late fee will result if you do not enroll in a Payment Plan by the due date of your tuition account statement.
Last Updated: 5/6/15