Financial Affairs Policies

UMB Policy on Payment of Tuition and Fees

VIII-2.20(A)  |  Financial Affairs  |  Approved May 2, 2024

Responsible VP/AVP: Dawn M. Rhodes, DBA, MBA

Revision History

Revised December 7, 2023, Approved on August 8, 2017.

Purpose

1. To comply with USM Policy and State of Maryland regulations.
2. To establish requirements and responsibilities related to the payment and processing of tuition and fees. 

Policy Statement

1. Tuition and fees must be approved by the University System of Maryland Board of Regents (BOR) or designee under System policies.  All tuition and fees approved by the BOR or designee are billed by the Office of the Controller, Student Financial Services (OOTC-SFS). Operational Units (schools, departments, divisions) are prohibited from directly charging tuition or fees to students for courses offered for academic credit.   
2. Tuition and fees are due and payable in full on or before the semester bill due date established by OOTC-SFS.  If the total amount of financial aid, loans and other assistance is not sufficient to pay the amount due in full by the bill due date, the student must pay the difference. Balances may also be covered with the following as described in the OOTC-SFS Procedure on Payment of Tuition and Fees: 
   
   1. Financial aid awarded by the institution that has been fully approved by the bill due date but has not disbursed. 
   2.  A private student loan approved and certified by the institution by the bill due date but has not disbursed.   
   3.  Third-Party Tuition purchase order or billing authorization acceptable to UMB submitted by the established deadline.   
   4. A completed a UMB installment plan agreement approved by OOTC-SFS for the semester covered by the bill.  
3.  Outstanding balances are subject to late fees as described in the OOTC-SFS Procedure on Payment of Tuition and Fees. 
4.  A financial hold, restricting registration for balances greater than $250.00, will be placed on a student account if the account balance is not paid by the due date. In accordance with the State law (Section 15-120, Education Art., Ann. Code of Md.), a student with an outstanding balance of more than $250 who is eligible to register (e.g., satisfies academic requirements) may be allowed to register for courses after the student enters into a UMB Financial Payment Agreement. OOTC-SFS has the discretion to determine whether a payment agreement should be allowed in each case. 
5. Diplomas may not be issued to any student who has a past due account balance as described in the Procedure. 
6. Delinquent student accounts will be transferred to the State of Maryland Central Collection Unit (CCU) as required by State regulations. CCU adds a collection fee to the outstanding balance of the account at time of transfer. The debt may be reported to the major United States credit reporting agencies that collect information about creditworthiness, including how an individual manages credit and pays debt. 

 

Applies to:

UMB Employees and Students

Authorized Affiliate Employees who manage UMB funds

Definitions

Authorized Affiliate Employee - Person employed by an entity that has a relationship with UMB authorized by the Board of Regents or by law, e.g., faculty practice plan organizations, University of Maryland Baltimore Foundation (UMBF) and other affiliated foundations, recognized incorporated alumni associations, recognized affiliated business entities, University of Maryland Medical System/University of Maryland Medical Center, and other University System of Maryland institutions.  An Authorized Affiliate Employee is responsible for the administration and reporting of UMB resources.

Financial Aid - Loans, grants, and scholarships administered by UMB.  

Third-Party Tuition purchase order or billing authorization- A Third-Party Tuition purchase order or billing authorization is an approved form issued to a student by a third party authorizing UMB to bill all or part of student’s charges directly to the third party. The Third-Party Tuition form must require payment by the third party based on a student’s registration; payment may not be conditioned on matriculation or program completion.

UMB Funds- All funds administered by UMB, regardless of fund source.  UMB funds include State appropriated general funds, tuition, fees, and other income, as well as auxiliary funds, revolving/discretionary funds, Designated Research Initiative Funds, gifts, contract or grant revenues, and other restricted funds. 

Scope and Exceptions

Scope

This Policy applies to all tuition and fees administered by UMB. 

Exceptions/Request Process

Exceptions to this Policy must be approved in writing by the CBFO. Requests may be submitted to the University Controller using the Policy Exception Form available on the Office of the Controller website. Requests must be signed by the Dean/Vice President or the Dean’s/Vice President’s designee (e.g., Associate Dean/AVP).  

Roles and Responsibilities

The Office of the Controller is responsible for establishing procedures to promote compliance with this Policy. 

Employees and students who do not comply with this Policy and related procedure may be subject to disciplinary action and/or criminal action.  

An Authorized Affiliate Employee who does not follow this Policy and related procedures is subject to disciplinary action, including termination of the privilege of being an Authorized Affiliate Employee and the termination of UMB fiscal authority. 

 

Downloads

See Payment of Tuition and Fees Procedures