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Academic Catalog 2025-2026

Payment and Billing

Payment Policy

Student balances must be paid in full, or students must be enrolled in a payment plan prior to the starting classes, moving on campus, or participating in sports (whichever is first). Students who have not made financial arrangements may be withdrawn. Please see the Administrative Drop or Withdrawal Policy for more information.

It is the student’s responsibility to check his or her balance on “eSpire/My Account Info” and make payment arrangements in one or more of the following ways:

  1. Complete all financial aid requirements. Balances greater than approved financial aid are due at the start of the semester. Financial aid for classes taken in the second 8-week session of the semester, or workshops taken late in the semester, may not be applied until those classes start. Aid includes:
    1. University scholarships
    2. Federal or State grants
    3. Federal Direct Student or PLUS loans
    4. Alternative loans
    5. Outside scholarships
    6. Third party payments
  2. Pay tuition and fees in full by cash, check, MasterCard, Visa, American Express, or Discover.
  3. Enroll in a University Payment Plan via “eSpire/My Account Info.” Payments will be automatically withdrawn from the student's bank account or charged to the student's credit card. Payment plan options can be found by logging into the student's eSpire account, going to the accounts and aid tab, and clicking on the view payment plan options. There is a $50 enrollment fee for all payment plans. Any changes in student account balances after enrollment in a payment plan will cause payments to fluctuate and will be reflected on the monthly statement. The number of installments depends on the month of enrollment. Plans may be available with as few as two (2) installments to as many as nine (9) installments, depending on the semester and the payment plan selected. The first installment is due at the time of enrollment in the plan.
  4. Present letter of authorization from a third-party payer who will pay directly to the university. The university will bill the third party directly. The student is responsible for payment at the beginning of the semester if the third party makes payment to the student rather than to the university. All tuition and fees in excess of the documented amount payable by the third party are due at the beginning of the semester. Third party documentation must include:
    1. Student’s name
    2. Term or classes approved for payment
    3. Amount approved
    4. Third party billing and contact information
  5. Students under the Montgomery GI Bill® must pay at the start of the semester. Students under the Post 9/11 GI Bill® must present an approved certification to the Registrar and the Business Office prior to classes starting. If a student is not eligible for 100% of the Post 9/11 GI Bill® the remaining percentage must be paid at the beginning of the semester. GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government website at https://benefits.va.gov/gibill
  6. For students who choose to pay their account with a debit or credit card, the University of Saint Mary will impose a convenience fee of up to 2.95% for domestic transactions and 4.25% for international transactions on the transaction amount, which is not greater than our cost of processing. There is no processing fee associated with the ACH payment method but there is a fee is the payment is returned. The minimum service fee for card transactions over $20 and less than $106 will be $3.

Late payment fees will be assessed for all of the following:

  • Late payments ($100/month)
  • Returned payments ($45/each)
  • Uncleared balances ($100/month)

Failure to satisfy the payment policy will result in:

  • A financial hold placed on the student account
  • Transcripts, diplomas, or certifications withheld
  • Registration for classes or change of class schedules prevented
  • Dismissal may occur from the University after second week of classes

Should payment not be made when due or in the event of payment default after withdrawal, the student is responsible for interest, late charges, collection, and reasonable attorney fees, if applicable. All credit extended to the student shall be considered an educational loan and may not be discharged by bankruptcy as defined by bankruptcy laws under §523(a)(8).

By registering for classes, students acknowledge and agree to this policy.

USM Refund Policy

It is the student’s responsibility to formally notify the Registrar’s Office and to follow proper procedures when dropping a course or withdrawing. Failure to pay fees, failure to receive financial aid, failure to attend class, or refusing financial aid does not constitute an official withdrawal.

The amount of tuition refund will be based on the official drop or withdrawal date, not attendance. The official drop or withdrawal date is the date the Registrar’s Office receives the Change of Enrollment or Official Withdrawal Form. The refund time periods commence with the first day of classes according to the academic calendar and not the beginning date of individual courses. Please see academic calendar for specific dates.

Course Completion of 0 to 10% equals 100% Refund

Course Completion of 10.01 to 25% equals 50% Refund

Course Completion of 25.01 to 100% equals 0% Refund

Rooms are rented for the semester. The below refund policy applies if a student cancels his or her contract after the semester start and the date used to determine the refund will be the date the notice of cancellation is postmarked. In the event of a withdrawal/dismissal, the amount of room and board refund will be based on the official drop or withdrawal date, not attendance. The official drop or withdrawal date is the date the Registrar’s Office receives the Change of Enrollment or Official Withdrawal Form. The refund time periods commence with the first day of classes according to the academic calendar and not the beginning date of individual courses.

Semester Completion of 0 to 10% equals 100% Refund

Semester Completion of 10.01 to 25% equals 50% Refund

Semester Completion of 25.01 to 100% equals 0% Refund

Advance tuition deposits are not refunded.

Advanced housing deposits are not refunded.

Fees are not refunded.

Tuition is refunded in full for workshops that have been cancelled three days prior to the workshop start date. Students may cancel in person, by phone, or by email by contacting the Education Department’s Administrative Assistant. There will be no refunds for withdrawals initiated past the workshop dates or for not attending.

See the Military Withdrawal Policy in the VA Educational Benefits section for special circumstances.

Online students residing in certain states are entitled to a different refund policy.

Maryland Refund Policy

According to the Maryland Higher Education Association, if an institution’s refund policy is not beneficial to students, the institution shall follow the refund policy and provide for refunds of tuition to Maryland students as provided in the regulation. If an institution’s refund policy is more beneficial to Maryland students, the institution shall follow its refund policy and provide for refunds of tuition to Maryland students as provided in the policy. The Maryland Higher Education Association requires an institution’s refund policy for Maryland students to be clearly disclosed to, and acknowledged by, students at enrollment.

The Maryland refund policy is more beneficial to students in all areas except for under 10% completion. The University of Saint Mary refunds 100% of the tuition under 10% but Maryland only requires 90%.

The following policy would meet the requirements set forth by the Maryland Higher Education Association:

Course Completion of less than 10% equals 100% Refund

Course Completion of 10% but not including 20% equals 80% Refund

Course Completion of 20% but not including 30% equals 60% Refund

Course Completion of 30% but not including 40% equals 40% Refund

Course Completion of 40% but not including 60% equals 20% Refund

Course Completion of more than 60% equals 0% Refund

Wisconsin Refund Policy

According to the State of Wisconsin Educational Approval Board (EAB) 8.05 the University of Saint Mary refund policy is more beneficial to students in one instance, zero to 10% course completion. The following policy would meet the requirements set forth by the Wisconsin EAB and would be issued to Wisconsin students only:

Course Completion from 0 to 10% equals 100% Refund

Course Completion from 11 to 20% equals 80% Refund

Course Completion from 21 to 30% equals 70% Refund

Course Completion from 31 to 40% equals 60% Refund

Course Completion from 41 to 50% equals 50% Refund

Course Completion from 51 to 60% equals 40% Refund

Course Completion 61% or higher equals 0% Refund

Billing

Bills will be available online through the student's account on eSpire. All billing is electronic; paper bills are not sent. If the student is not the payer, the student is highly encouraged to set up additional payers via his or her account on eSpire. This will give others access to billing, receipts, notifications and any changes in the balance throughout the semester. Bills are generated at the end of each month and an email is sent to the student and additional payers that are set-up when they are available. Students can also see their course and fee statement by logging onto eSpire and following this path: eSpire > Accounts and Aid > My Account Info > Course and Fee Statement. This statement is live so the student does not need to wait for the monthly ebill to see current charges and aid on the account.

Federal (Title IV Aid) Refund Policy

Federal regulations require the use of the Return of Title IV Funds Policy to be used for all students receiving any type of federal aid when calculating the aid a student can retain after withdrawing. This policy relates to Federal Pell and FSEOG grants, as well as Federal Direct and Federal Direct PLUS Loans. The same policy will be used for state and institutional aid.

Title IV regulations govern the return of aid disbursed for a student who completely withdraws from a term or semester. During the first 60% of the term or semester, a student “earns” aid in direct proportion to the length of time the student remains enrolled. A student who remains enrolled beyond the 60% point earns all aid for that period.

Effective July 1, 2021, for students enrolled in modules (a session within the semester that is part of that semester), the period of enrollment for which a calculation of the percentage “earned” is the number of calendar days in the modules aid is paid on excluding any breaks of five or more calendar days (cumulative between modules or otherwise).

The 60% earned calculation still applies and students who complete 60% or more of the modules for which aid was paid will have no return of aid and will be considered to have earned 100%. In addition, students who have successfully completed 49% of all the countable module days (this does not include any days between modules) will be excluded from the Return of Title IV requirement, and any aid paid will be retained with the exception of Pell Grant which will be recalculated to only the classes the students complete. This exclusion does not apply to classes that were not completed or for which the student has an “F” grade earned or unearned.

The regulations have changed for how a return of aid calculation is performed for students who are enrolled in modules and are withdrawn. Some exclusions, such as the 49% exclusion listed above, to complete the Return to Title IV (R2T4) calculation may apply. These rules are effective July 1, 2021, and a full description of the change to the rules can be found at: https://www.federalregister.gov/documents/2020/09/02/2020-18636/distance-education-and-innovation

The Financial Aid Consumer Information Handbook contains information about the University of Saint Mary’s financial aid programs and policies. It also includes consumer information required by the United States Department of Education.