Billing Deadlines & Procedures
Statement of Account
The Business Office bills students 11 times each year. Charges and credits are added as they arise. The 2017-18 schedule for billing dates and dates when payments are due is:
Approximate Bill Date
Payment Due Date
|July 12||August 9|
|September 15||upon receipt|
|October 14||upon receipt|
|November 18||upon receipt|
|December 5||January 2|
|January 20||upon receipt|
|February 16||upon receipt|
|March 16||upon receipt|
|April 15||upon receipt|
|May 18||upon receipt|
|June 23||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 late payment fee of $100 is assessed. An additional late fee of $200 will be assessed if the amount due for the semester is not paid by October 1 for the fall semester and March 1 for the spring semester.
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. A $100 late payment fee may be charged if you pay late.
Paying Your Bill
You 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 NetPay: NetPay is a service, which will enable you to receive your 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 NetPay. Once registered for the service, you will receive an email each time a new statement becomes available. You can visit NetPay any time to view your billing information and submit payments. The statement you see on the NetPay system will be in the same format as the paper statement you receive in the mail. Students must sign up for the service first and then grant access to other payers using a PIN#. 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 NetPay. NetPay 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: Send the payment stub (top portion of the bill) and a check or money order in the envelope provided. Mail payments are processed by our bank in Pittsburgh, PA. (P.O. Box 392023, Pittsburgh, PA 15251-9023). Please do not write notes on the payment stub or enclose correspondence with your remittance to the bank. All correspondence should be directed to the Business Office. NOTE: Payments sent by express mail service must be sent directly to the Business Office, 198 College Hill Road, Clinton, NY, 13323, not to our bank in Pittsburgh, PA.
To Pay in Person: Bring your entire bill and your payment to the Business Office located on the first floor of Philip Spencer House, between 8:30 a.m. and 4:30 p.m., Monday through Friday. Personal checks and ACH transactions returned for nonpayment or inaccurate information are subject to a fine of $20.00. If the returned check was used to pay amounts before registration, the student is also charged a late registration fee of $100.00. NOTE: Checks returned for nonpayment will be redeposited (one time only). If the funds remain uncollected the returned check must be replaced by a certified check or money order. Payments returned via NetPay are not redeposited.
Financial Aid and Refunds
If money coming to you from awards, grants, scholarships, and loans exceeds the amount you are being charged on your bill, you may request a refund from the bursar. Checks can be picked up at the Business Office by the students.
Credit balances on your bill that are not related to financial aid will result in a refund check only if you request one from the Business Office. Credit balances due to overpayment by check or ACH transactions will not be refunded for fourteen days to assure clearance of funds received. If no refund is requested, the credit balance is automatically applied to the next month’s charges. A credit balance on one month's bill may therefore be entirely used up in the following month.
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 8:30 a.m. and 4:30 p.m., Monday through Friday; telephone 315-859-4324, fax 315-859-4947, or email email@example.com.
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 that you contact the specific office if you have a question 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|