Billing Deadlines & Procedures
Statement of Account
The Business Office bills students 12 times each year. Charges and credits are added as they arise. The 2020-21 schedule for billing dates and dates when payments are due is:
Approximate Bill Date
Payment Due Date
|July 20||August 20|
|August 17||upon receipt|
|September 15||upon receipt|
|October 15||upon receipt|
|November 16||upon receipt|
|December 10||January 10|
|January 15||upon receipt|
|February 15||upon receipt|
|March 15||upon receipt|
|April 15||upon receipt|
|May 17||upon receipt|
|June 15||upon receipt|
Student Health Insurance
Hamilton College requires that all students have some form of health insurance coverage. For students who are not covered under a parent’s policy, or students who would like additional coverage, Hamilton offers a limited benefits health insurance plan. Coverage under this plan is voluntary. However, if proof of other comparable health insurance coverage has not been provided to the Health Center, students will be automatically enrolled in and billed for this plan. An outline of the plan and premium information may be obtained from the Director of Purchasing and Property Management at 315-859-4999.
Other than the provisions of the Medical Service and Health Insurance programs described above, the College assumes no responsibility for medical or health services to its students.
Billing and Late Payments
Semester charges are billed in July and in December. Semester charges are due in August and January, respectively. If payment is not received by the due date, a 1% per month or 12% per annum late fee will be assessed.
The College must receive the FULL AMOUNT DUE on or before the due date indicated on the bill. If full payment is not received by the due date, a late payment fee may be assessed, and future registration and continuing enrollment may not be permitted.
Note: If Hamilton College accepts payments that contain or reflect “paid in full,” or other restrictive endorsements, Hamilton College does not lose any of its rights to collect any amount due. Also, it is against College policy to accept post-dated checks in payment for any service.
Financial Requirements for Registration
Although students register for classes with the College Registrar rather than with the Business Office, their standing with the Business Office can affect their registration.
Before any students are permitted to register, they must pay the prior semester’s tuition, the student activities fee, room and board charges, and any previous balances.
In computing the amount a student must pay before registration, the College takes the following sources of payment into consideration:
- Cash payments
- Financial aid (both actual and pending as of the date of the statement)
- Payment Plan credits
The July and December bills include:
- Balance due from the previous semester
- Current semester charges and credits as of the bill date
- Financial aid included in the aid package but not disbursed (“pending credits”)
“Pending credits” refers to aid that has been included in the student’s financial aid package but has not been disbursed as of the date of the bill. Work-study awards will not be deducted from your balance.
Frequently, aid funds such as the William D. Ford Federal Direct Loans, Federal Pell Grants, and New York State TAP awards do not arrive at Hamilton until after the semester begins. Although “pending credits” are not actually received by the College, they are used to reduce the amount the student must pay to be financially eligible to register.
To avoid late payment fees and to prevent delays in registering, please be sure that your semester bills are paid by the due dates.
Paying Your Bill
Students can pay by mail, in person or online. Checks or money orders must be in United States dollars drawn on a United States bank and made payable to Hamilton College. Postdated checks are not accepted.
Electronically, Using CASHNet: CASHNet is a service, which will enable students and authorized users to receive Hamilton monthly student account billing statements over the web and submit payments online using an electronic interface with your bank. There is no additional cost associated with utilizing CASHNet. Once registered for the service, an email will be sent each time a new statement becomes available. You can visit CASHNet any time to view your billing information and submit payments. The statement seen on the CASHNet system will be in the same format as the paper statement received in the mail. Students can sign up for the service and invite parents, or parents can sign up and request access. Each user will access the account with their own user name and password. Each user will also be able to enter up to three email addresses by which they will receive email notifications from CASHNet. CASHNet payment information and billing statements are kept online for 1 year from the date you enroll. This service is currently not available for loan collection accounts.
To Pay by Mail: Please write the student ID# on check memo and send payments directly to Student Accounts, 198 College Hill Road, Clinton, NY, 13323.
To Pay in Person: Personal checks and ACH transactions returned for nonpayment or inaccurate information are subject to a fine of $20. If the returned check was used to pay amounts before registration, the student is also charged a late registration fee. NOTE: Checks returned for nonpayment will be redeposited (one time only).
Questions About Student Accounts
General questions about your bill can be answered in person at the Business Office located on the first floor of Philip Spencer House, between 8:00 a.m. and 4:00 p.m., Monday through Friday; telephone 315-859-4324, fax 315-859-4947, or email firstname.lastname@example.org
The Business Office acts as a clearinghouse for the various charges and credits which appear on the bill. In many instances the Business Office will not have detailed records concerning the items on the bill. We suggest contacting the specific office with any questions concerning an item. The general College number is 315-859-4444.
|Damages||Residential Life, 315-859-4023|
|Financial Aid||Financial Aid Office, 315-859-4434|
|Health Center Charges||Health Center, 315-859-4111|
|ID Cards / Hill Card||Administrative Services, 315-859-4974/4372|
|Library Fines||Library, 315-859-4475|
|Lockout Fines||Safety & Security, 315-859-4141|
|Lost Key Fines||Residential Life, 315-859-4023|
|Parking Fines||Safety & Security, 315-859-4141|
|Meal Plans||Residential Life, 315-859-4023|