Business Office Resources for Students

Tuition Due Dates

The Statement of Financial Responsibility states that students are personally responsible for meeting their financial obligations to the University of Western States. It is a student’s responsibility to monitor their myUWS account activity and make payments accordingly, as well as maintain a valid phone number, email and mailing address. UWS uses university email as an official method of communication with a student, and therefore students are responsible for reading the emails they receive from the university on a timely basis.

Tuition charges are always due on or before the first day of the term.

Interest begins accruing on the first day of the term, however, a grace period is granted until Friday of the second week of the term in order to make satisfactory payment arrangements with the business office.

Important Dates to Remember:

SPRING 2021

EventsDue Date
Tuition DueApril 5, 2021
Financial aid disbursements (DC program)April 5-8, 2021
Financial aid disbursements (online programs)April 13, 2021
Statements published on myUWSApril 13, 2021
Grace period endsApril 16, 2021
Interest assessmentApril 16, 2021
Payment plan installment # 1 dueApril 16, 2021
Payment plan installment # 2 dueMay 15, 2021
Interest assessmentMay 15, 2021
Statements published on myUWSMay 15, 2021
Payment plan installment # 3 dueJune 15, 2021
Interest assessmentJune 15, 2021
Statements published on myUWSJune 15, 2021

SUMMER 2021

EventsDue Date
Tuition DueJuly 5, 2021
Financial aid disbursements (DC program)July 5-8, 2021
Financial aid disbursements (online programs)July 13, 2021
Statements published on myUWSJuly 13, 2021
Grace period endsJuly 16, 2021
Interest assessmentJuly 16, 2021
Payment plan installment # 1 dueJuly 16, 2021
Payment plan installment # 2 dueAugust 15, 2021
Interest assessmentAugust 16, 2021
Statements published on myUWSAugust 16, 2021
Payment plan installment # 3 dueSeptember 15, 2021
Interest assessmentSeptember 16, 2021
Statements published on myUWSSeptember 16, 2021

Explanation of Fees

Following are the descriptions of several commonly assessed fees for UWS students. The list is not inclusive. All fees are subject to change without notice.

Application fee is a non-refundable one-time fee that is charged upon applying to the program at UWS. It supports the cost of reviewing your application and making an admissions decision.

Audit fee is a one-time fee charged to audit a course. This registration status allows students to audit a course without receiving credit. The cost of auditing is one-half the cost of the class.

Cost of Attendance (COA) for the DC program is the national average annual cost to attend UWS. It includes tuition and fees as well as books and supplies, room and board, transportation, estimated loan fees and miscellaneous personal expenses. Because student living arrangements and personal spending habits vary widely, there is no single figure that perfectly represents the cost of attendance for the DC program at UWS. Please contact the financial aid office with questions regarding any budget adjustments. COA for the DC program can be found here.

Cost of Attendance (COA) for the Online programs is the national average annual cost to attend UWS. It includes tuition and fees as well as books and supplies, room and board, transportation, estimated loan fees and miscellaneous personal expenses. Because student living arrangements and personal spending habits vary widely, there is no single figure that perfectly represents the cost of attendance for the Online programs at UWS. Please contact the financial aid office with questions regarding any budget adjustments. COA for the online programs can be found here.

Deferent of tuition payment / payment plan fee is a quarterly fee for splitting up your tuition charges over the term. Instead of paying your tuition charges for a quarter at once, you pay it in monthly installments over the course of the term.

Deposit is a non-refundable one-time payment required to reserve placement into the program and the full amount is applied to your first term tuition. A deposit is not required for concurrently enrolled chiropractic students.

Diploma replacement is a fee charged to individuals who have lost their diploma and have requested a replacement. The charge covers the cost of printing the diploma, personnel to process the order, postage and other administrative costs.

Enrollment fee is charged each term and supports admissions and enrollment functions.

Equipment fee is charged for the doc bag (quality medical tools needed for class and clinic practice) in the Terms 2 and 3 (applicable to the DC program only).

Fee for library lost materials is a fee to the borrower who has not returned a checked-out library item that is subject to a processing fee, the replacement cost of the item and shipping costs. 

Fee for library lost materials (out of print) is a fee to the borrower who has not returned a checked-out library item and the replacement does not exist. 

Flat tuition rate is a single price for a course schedule above 9 credits per term (applicable to the DC program only).

Graduation fee is a fee charged in the final term of attendance and supports program completion activities, such as renting a cap and gown and paying for the diploma to be printed. The fee is to be paid when the student applies to graduate regardless of whether they intend to participate in the commencement ceremony.

Laboratory fee is a fee per term that supports various lab and clinical experiences (applicable to the DC program only).

Library fine is a fee charged for a late return of circulating items (per day) or reserve materials (per hour).

Parking permit fee per day is charged per vehicle parked on UWS campus each day. Students who elect to receive a bus pass can purchase a single day or multiple day parking permit.

Parking permit fee per term is charged per vehicle parked on UWS campus each term.

Parking fine is a fee for a parking violation. The cost differs for the vehicles parked improperly, in prohibited areas or without valid permit and for street parking, careless driving or in disabled parking without valid permit.

Past due account fee is a fee posted to the accounts of students who fail to pay tuition and fees by the tuition due date. Students on a payment plan are assessed a past due fee for each installment paid late.

Printing fees. At the start of each term, on-campus students have 100 printing credits loaded into their print account. For printing beyond that, students pay for printing credits to be added to their account.

Public transportation single trip tickets are one-trip tickets that are generally purchased for personal use or to ride the bus a few times to campus when someone opted for a parking permit. Public Transportation single trip tickets is charge per ticket. Each ticket is good for 2.5 hours of use on the Trimet transportation system.

Returned check fee is a surcharge issued by a bank every time a student bounces a check.

Split fee is charged for dividing the combined course load for the 8th and 9th terms over three terms instead of two, making the program 13 terms (applicable to the DC program only).

Student ID/key card replacement is a fee charged to replace a lost student ID or key card.

Student services fee is charged each term and supports tutoring, counseling, exam proctoring, student activities.

Tuition is the fee associated with taking each program/course that is charged either as a flat rate per term or per credit hour.

Tuition for the traditional Doctor of Chiropractic program. The traditional doctor of chiropractic program is 12 quarters (terms)* with a flat rate of tuition per term based on a course schedule above 9 credits per term.

* Options are available which allow for multiple breaks in the student schedule to accommodate a concurrent degree programs, study for board exams or school/life balance. These options include taking an approved leave or dividing the combined course load for the 8th and 9th terms over three terms instead of two, making the program 13 terms. The fee for the option of extending the DC program to 13 terms is called a split fee.

Tuition for the nontraditional doctor of chiropractic program is approved by the dean and charged per credit hour.

Tuition for the online programs is calculated per credit.

Tuition per credit hour refers to the amount of tuition charged for each credit the course awards upon completion.

Technology fee is charged each term and supports hardware and infrastructure enhancements to technology/audio visual.


Late Payments

Tuition charges are always due on or before the first day of the term. See Tuition due dates here.

Failure to pay the outstanding balance may result in a hold on a student’s account which prevents from viewing grades, receiving transcripts/diplomas/certificates and registration for future terms.

Interest begins accruing on the first day of the term, however, a 10-day grace period is granted until Friday week 2 of the term in order to make satisfactory payment arrangements with the business office. An interest of 1.5% per month will be assessed on the entire unpaid balance. Interest will continue to accrue each subsequent month when a balance remains.

Account balances outstanding for more than 90 days without payment may be referred to outside collection and may be reported to a credit reporting agency. In addition to all outstanding charges to the university, student financial responsibility also includes fees incurred for collecting the debt. Any account referred to a collection agency will continue to be assessed monthly interest at 18% per annum and collection fees at an effective rate of 33.3% of the principal balance for which the student is responsible. The student is also responsible for any attorney, court and legal fees incurred in collection of the delinquent account balance. If the account has been assigned to a collection agency, UWS cannot accept payments on the account. Therefore, students wishing to make payment on outstanding debts to the university will need to contact the agency responsible for collection of the debt directly. Payment in full must be made to the collection agency, and registration and/or release of transcripts will be restricted until UWS receives the funds in full from the collection agency.

Payment of past due debts, including but not limited to accrued interest and/or late fees, must be made to the university prior to continued attendance or receipt of a diploma. Any past-due debt to the university or any of its departments or auxiliary services is grounds for termination of campus privileges regularly granted to students or alumni.

Statement of Financial Responsibility must be signed by each enrolled student.


Auditing

Students auditing a course are required to complete the Audit Application and Registration Form and are charged the fees:  

auditing fees
Tuition and Fee Schedules can be accessed here.

AUDITING FAQs

What does it mean to audit a course? Auditing a course means a student can take classes without receiving credit for a particular course. Students auditing a course are not required to complete written assignments, learning activities, or exams, and may be precluded from access to certain assignments or assessments by the dean, program director, or course instructor. It is usually done for academic exploration and self-enrichment. Students receive a non-academic grade designation of “AU” for audited courses. An “AU” grade does not count toward graduation.

Are all UWS courses available for audit? No, not all UWS courses are available for audit.

How many courses can be audited per term? Students may audit one course per term. This number may be increased upon approval from the appropriate program director or dean.

How to apply for the course audit? Students who wish to audit a course are required to complete the Audit Application and Registration Form and may be required to pay an application fee of $50. Please contact the registrar to begin the process.

Is financial aid available for the audited courses? No, financial aid is not available for audited courses.

View tuition and fees schedule for course costs.


Tuition Adjustments

According to the Policy 3021 Tuition and Fee Refunds, enrollment cancellation may result from deferral, drop, withdrawal, leave of absence, or dismissal.

Enrollment cancellations during the first five calendar days of the term are subject to Policy 1215 Drop Add.

When enrollment is cancelled after the fifth calendar day of the term but within the first 60 percent of the term, the university will apply refunds to student accounts calculated on a pro rata basis as indicated below. If more than 60 percent of the term has elapsed, no refund will be applied.

The number of calendar days enrolled will be calculated from the first day of the term through the last day of attendance as recorded by the office of the registrar. Refunds will first be applied to any outstanding balance owed to the university.

Other enrollment adjustments may result from a scheduling change to program attendance or a change in the number of credits. For enrollment adjustments resulting in a decrease to tuition and fees, the university will apply refunds to student accounts for scheduling changes in the same manner as enrollment cancellations or deferrals. For enrollment adjustments resulting in an increase in tuition and fees, any additional charges will be applied to the student account.

The university is responsible for compliance with U.S. Department of Education Federal Student Aid regulations as applicable to Title IV of the Higher Education Act. Students are responsible for any unpaid tuition and fee charges due to the university. Federal regulations determine the portion of federal student aid funds that must be returned to the lender or program in cases of withdrawal and/or leaves of absence. The student must repay to UWS all federal student aid returned on his or her behalf in accordance with federal regulations as determined by the U.S. Department of Education’s Federal Student Aid programs.


Access and Understanding Tuition and Fee Statements

The student billing statement is a snapshot of your student account at the time it is generated. UWS does not mail the tuition and fees statements unless the school starts the collection process. Statements are published per schedule available here. Students are notified via their UWS email account. Payments made or charges incurred after the statements are generated will be captured on the next statement if the account still has an unpaid balance. Students are highly recommended to login to myUWS account and check their balance before the tuition due date.

To view your statement and balance, log in to your my.uws.edu account with your username portion of UWS email address (for example, jdoe) and your UWS email password. Statements and balances are located under the “Finances” tab. You can navigate between statements using the dropdown on the top left and clicking “View”.

To make a payment, you can access an online payment feature through the “Finances” tab. If you experience any difficulty with the online payment feature, please contact the business office at [email protected] or call 503-847-2553.

Please reach out to the business office if you need a statement for the entire term or academic/calendar year.

Learn more about how to understand your billing statement here.


Direct Deposit

Direct deposit is an easy, quick and secure method of receiving residual financial aid and other refunds, such as VA benefits or overpayments. Electronic refunds are generally processed sooner than paper checks and cannot be lost in the mail.

Direct deposit details:

  • available ONLY to the banks located in the USA
  • setting up takes 7-10 business days
  • you receive an email notification once the direct deposit is set up
  • remains in effect until you cancel your form through the business office
  • you must update the form if you change your bank account
  • FWS students – your authorization can be used for the payroll upon your request

If you do not sign up for direct deposits, checks are mailed to your address on file so make sure to update your address on myUWS.

We strongly encourage UWS students to sign up for direct deposit to streamline and expedite the release of funds.


DIRECT DEPOSIT FAQS

Can I use my personal email to sign up for the direct deposit?

No, you must use only your UWS email to complete the authorization for direct deposit form and for communication with the business office.

According to the Policy 3604 Electronic Mail (Email) Use, students and employees are required to use their university assigned email account when engaging in business or academic activities with UWS.

Authorizations for direct deposit sent from the personal emails are not accepted due to the security reasons. 

How do I submit an authorization for direct deposit?

  • Complete the electronic form and it will be automatically delivered to the business office
  • Fill out the paper form in the business office

How would I know that my direct deposit became effective?

As soon as your bank information is verified through UWS bank (pre-noted) and entered into the system, you will receive an email notification to your UWS email.

Prior to setting up the direct deposit (receiving email notification) funds are disbursed by paper checks.

What happens if I don’t sign up for direct deposit?

Default disbursement method is a paper check that is mailed out to your address on file. Please make sure you address is up to date when you expect the financial aid funds. To change your address please go to myUWS.

What is the deadline to sign up for direct deposit?

While there is no actual deadline, we encourage UWS students to complete the sign up process not later than two weeks prior to term start.

Should I use the same form if I am a student worker?

Access the authorization for direct deposit for employees here. You don’t need to complete the form for employees, if you want to use the same bank account for the payroll as you use for the residual financial aid. Please contact the business office to request that.


Credit on Accounts

Student accounts may carry a credit balance due to multiple reasons, such as residual financial aid, deposits, overpayment, tuition and financial aid adjustments, physical activity fee reimbursements and student referral recognition program credits, etc.

Parking refunds, physical activity fee reimbursements, student referral recognition credits and some others are posted on accounts and applied towards the tuition charges in the current or future terms unless a student requests a refund at [email protected].


Residual Funds

Financial aid is first applied towards the tuition charges posted on student accounts. If financial aid doesn’t cover all tuition charges, contact the business office to pay the remaining balance before the tuition due date.

Note: The business office is in charge of residual checks and direct deposit, not the financial aid office.

Refunds may only be issued if your financial aid exceeds the total amount of the tuition charges applied to your student account, the residual aid will be released to the students. If a credit balance is refunded, and subsequent charges are posted to the student’s account, those charges must be paid when billed.

Changes in enrollment may affect tuition and fee assessments as well as financial aid eligibility and the financial aid award amount.

Your financial aid for the term is finalized based on your enrollment at the end of the add/drop period. If your financial aid refund was based on full-time enrollment and you drop classes during add/drop week, you may be required to repay some of your financial aid.

Students who sign up for the direct deposit will receive their residual disbursement directly into their bank account within two business days after the financial aid is posted on student accounts. Students will receive an email from the financial aid department when financial aid funds are applied to their student account. Students will then receive a second email from the business office when a refund is processed. No in-person pick-up is available.

Students who have not signed up for the direct deposit will have a paper residual check printed and mailed out to the address on file. Students are responsible for updating the mailing address on file in a timely fashion to avoid delay in receiving refunds. If a mailed check is not received within seven business days, please contact [email protected] or call 503-847-2553.

If you have not signed up for direct deposit, we encourage you to do so by completing this form. You can find more information about direct deposit here.


Payment Options

The business office accepts the following forms of payments listed below. We encourage you to make an e-payment whenever possible, as it will be applied to your account immediately. 

Overpayments: If you expect financial aid, please do not make a payment on account.

Please contact the business office if you have any questions about the payment acceptance.


Online Payment

ACH/Echecks (free and available only for the accounts located in the U.S.)

  • Requires the routing number and U.S.-based bank account number.
  • Login to myUWS > Finances > Balance
  • Click “Pay by e-check or credit card”
  • Click on “Make a payment” and follow the prompts to submit payment

Step-by-step instruction: How to View Balance and Pay Tuition Online

Credit Cards (subject to 2.6% convenience fee, with a minimum fee of $3.95)

  • Login to myUWS > Finances > Balance
  • Click “Pay by e-check or credit card”
  • Click on “Make a payment” and follow the prompts to submit payment

Step-by-step instruction: How to View Balance and Pay Tuition Online


Payments by Mail

Checks/Money Orders

  • Payments by checks/money orders should be in U.S. dollars and drawn on a U.S. bank account. Checks for U.S. dollars drawn on a foreign bank may be subject to bank fees.
  • Checks must be made payable to University of Western States and reference a school ID number.
  • UWS does not accept postdated checks.

Mail checks to: 

University of Western States
Business Office
8000 NE Tillamook St.,
Portland, OR 97213


Payments in Person

Cash is accepted only in person at the business office (office 201 upstairs)

Checks/Money Orders

  • Payments by checks/money orders should be in U.S. dollars and drawn on a U.S. bank account. Checks for U.S. dollars drawn on a foreign bank may be subject to bank fees.
  • Checks must be made payable to University of Western States and reference a school ID number.
  • UWS does not accept postdated checks.

Credit/debit cards (subject to 2.6% convenience fee, with a minimum fee of $3.95).


Payment Plan

A payment plan offers enrolled students the option of paying for their quarterly education costs in up to three equal installments over the course of the term. A one-time fee of $30 is due at the time of application to use this payment method. Each payment is due to the business office by date specified here. When making regularly scheduled payments, interest is not charged to the student’s account. In the event of a late or missed payment, interest will be charged on the past due balance. All balances must be paid by the last day of the term otherwise a hold will be placed on the student’s account which prevents the student from accessing grades, receiving transcripts/diploma/certificate and registering for future terms. Please keep in mind that credit card information is not saved for future credit card payments and the student must initiate the payment every month by the due date.

Payment plan is set up each term. UWS does not automatically enroll students into the payment plan. To request a payment plan students may contact the business office at [email protected] or fill out a payment plan template by the tuition due date. 

Resources:


Sponsorship

If your employer or organization (third party) agrees to pay all or part of your tuition charges, the university will refer to them as your sponsor and will invoice them for the appropriate amount.

We must receive notification of sponsorship as soon as possible, and before the tuition due date, confirming that the sponsor will pay your tuition fees. Charges not covered by the third party must be paid by the student. If the third party fails to pay the invoiced charges, students are responsible for all costs the third party organization does not pay.


VA Educational Benefits

The registrar’s office (School Certifying Official) serves as the intermediary between students and the Department of Veteran Affairs (DVA). All students utilizing VA education benefits (Chapters 30, 33, 35, and 1606) or Vocational Rehabilitation Benefits (Chapter 31) must contact the SCO at [email protected] to submit the documentation required to utilize these benefits.

Students using veterans benefits to pay for their tuition and fees should always monitor their student account to ensure they are aware of any fees they must pay out of pocket. Late fees will be imposed on student accounts with outstanding balances sourced from fees the VA will not pay (parking passes, student’s portion of tuition if eligible for less than 100%, equipment fees, library and parking fines).

Effective August 1, 2019, schools are not allowed to penalize or prohibit a GI Bill student from attending or participating in courses while awaiting VA payment (for up to 90 days). See the Veterans Benefits and Transition Act of 2018 for more information.


529 Plans

529 Saving and Tuition Plan checks should be mailed to the business office. Please be sure to include the student’s name and ID on the memo line of the check. You can contact the business office with questions about 529 payments but will need to contact your plan administrator with specific questions about your plan.


Financial Disputes

Students are personally responsible for meeting their financial obligations to University of Western States. Payment of tuition and fees is due on or before the first day of the term. Interest begins accruing on the first day of the term, however, a 10-day grace period is granted to make satisfactory payment arrangements with the business office. Any balance due to the university after the 10th day of the term constitutes a past due debt. Payments of past due debts must be made to the university prior to continued attendance or receipt of diploma. Any past due debt to the university or any of its departments or auxiliary services is grounds for termination of campus privileges regularly granted to students or alumni.

A student requesting an exception to Student Financial Responsibility policy, tuition and fee schedule or tuition and fee Refunds Policy must submit a Financial Dispute Form to the business office.

The dispute decision will be rendered based on gathered evidence from the student, academic and administrative departments. The decision-making process may take up to three weeks.

The decision will be communicated to the student as well as affected departments and administrators.

If the student wishes to appeal the dispute decision due to demonstrated inconsistency with UWS policies, the appeal may be submitted to the chief business officer within five business days of the date of the written outcome of the original decision.

Related Policies:


Emergency Loans

Emergency student loans are short term loans that are aimed to help students cover an emergency personal expense. Payment of tuition and fees is not considered unanticipated and does not qualify for an emergency student loan. Students may apply for an emergency loan through the office of financial aid by completing the loan application and promissory note.

Current students may apply for the following types of emergency loans:

  • H.H. Peters Loan Fund (available to doctor of chiropractic students in their second term or beyond).
  • UWS Short-Term Loan (available to students in all programs and terms).

Enrolled students may apply for one loan of up to $1,000 per quarter through this program. A service fee is assessed for each emergency loan.

All emergency loans must be paid in full within 60 days from the date of the issuance, by June 30, or by the end of the final term of attendance, whichever comes first. In the event of a leave of absence, withdrawal, dismissal or administrative withdrawal from the university, the loan becomes due and payable on that date, or on the specific due date, whichever occurs first. An emergency loan balance may reduce funds disbursed from the student’s financial aid or other incoming funds.

Any loan not repaid on a timely basis is considered a past due account and is subject to university policy regarding past due student accounts. A past due account may result in a hold on the student account, preventing registration for classes, receipt of transcripts and access to grades. Failure to pay by June 30 may result in loss of ability to pay the balance with future financial aid funds.

Related Policy: Policy 3801 Emergency Student Loans

University of Western States offers equal opportunity to all and admits students of any race, color, and national or ethnic origin. Find out more about this policy and how you can handle inquiries.