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Third-Party Billing (TPPY)

What is Third-Party Billing?
Third-party billing is the process by which Clayton State University invoices an external organization (a third party) for a student’s tuition and/or fees. This process requires that the university submit an invoice to the sponsoring organization before payment is remitted.

If you expect a third-party sponsor to cover your tuition and/or fees, please review the information below carefully.

Student Responsibilities

As a third-party sponsored student, you are responsible for the following:

  • Notify the Bursar’s Office before the semester begins to confirm your sponsorship status.
  • Ensure your sponsor submits a billing authorization at least two weeks prior to the fee payment deadline.
    If authorization is not received by the deadline, we cannot guarantee your classes will be protected from cancellation due to non-payment.
  • Provide your sponsor with the correct Student Accounts contact information for submitting billing authorizations (see below).
  • Pay any charges not covered by your sponsor by the fee payment deadline to avoid registration cancellation.
  • Monitor your student account regularly via the DUCK in SWAN.
    If sponsored charges are unpaid, it may indicate that:
    • Authorization was not received
    • Authorization is incomplete
    • Authorization is still being processed
  • For questions or concerns, email: Bursar-ThirdParty@clayton.edu

Billing Authorization Requirements

To process third-party billing, the Bursar’s Office must receive a valid billing authorization from your sponsor. This document must:

  • Be written in English and printed on the sponsor’s official letterhead
  • Include the original signature of an authorized representative
  • Clearly itemize the charges the sponsor will cover (e.g., tuition, housing, parking, mandatory fees, health insurance for international students)
  • Specify the start and end dates of the coverage period
    Note: Authorizations are valid for one academic year. A new authorization must be submitted annually.
  • Include the student’s full name and Laker ID
  • Provide the name, billing address, phone number, and email of the sponsor’s payment contact

For current tuition and fee rates, visit the Tuition & Fees page.

Conditional Credit & Payment Terms

Upon receipt of a valid billing authorization, the Bursar’s Office will apply a conditional credit to your account by the fee payment deadline. After the add/drop period, the university will invoice your sponsor for the authorized charges.

Important Notes:

  • If your sponsor does not cover all charges, you are responsible for paying the remaining balance by the fee payment deadline.
  • If your sponsor fails to pay within 60 days of invoicing, the conditional credit will be reversed, and you will be billed for the unpaid amount.
  • A financial hold and late fees may be applied until the balance is resolved.
  • Students are encouraged to maintain communication with their sponsor until all terms of the billing authorization are fulfilled.

Additional Requirements by Sponsorship Type

If you are a third-party student sponsored by a specific organization or program, please select the appropriate link below for additional instructions:

AmeriCorps is a national service program that engages individuals in intensive service to address critical community needs in areas such as education, public safety, disaster preparedness, environmental stewardship, and other human services.

If you plan to use your AmeriCorps Educational Award to pay tuition and/or fees at Clayton State University, please follow the steps below:

Steps to Use Your AmeriCorps Award

  1. Notify the Bursar’s Office
    Email Bursar-ThirdParty@clayton.edu at least two weeks before the fee payment deadline to inform us of your intent to use your AmeriCorps award.

  2. Submit Your Award Request
    Complete the Educational Award Payment Request through the My AmeriCorps Portal to initiate the payment process.

Important Payment Guidelines

  • Tuition and Fees
    Your AmeriCorps award must cover the full balance of tuition and fees. If your award does not cover the entire amount, you must:

    • Pay the remaining balance in full, or
    • Set up a Nelnet Payment Plan by the fee payment deadline to avoid registration cancellation.

  • Living Expenses
    Requests for living expenses (e.g., housing, meal plans) will be processed up to the midpoint of the semester.
    Requests received after the midpoint will be applied to the following semester.

If you have questions or need assistance with the AmeriCorps award process, please contact the Bursar’s Office at Bursar-ThirdParty@clayton.edu.

If you are a Clayton State Athlete on scholarship, please ensure any remaining balances after your scholarship is credited to your student account are set up on the Nelnet payment plan or paid by the fee payment deadline Athletes with account balances will not be exempt from the fee payment deadline. This includes ensuring any applicable waivers for the required health insurance are completed timely.

If you are a GEICO corporate sponsored student upon receipt of approval from GEICO please contact the Enrollment Management and Academic Success office to receive the GEICO promissory note. Return completed promissory note to enrollmentservices@clayton.edu and remit your down payment to your student account by logging into the DUCK or remitting payment in person at the Bursar’s Office. Please note the following concerning GEICO corporate sponsor contract:

  • Financial Aid Awards (Title IV)- All title IV financial aid grant funding will be applied towards tuition and fee charges first. This includes Pell, HOPE, SEOG funding.
  • To be eligible students must make a “C” or better in the registered approved course. Any course in which a “C” or better is not received is not eligible for corporate billing. Tuition charges of the course(s) will be reassessed to the student account, a financial hold and late fees may be placed on the student’s account until the balance is paid in full. Any future semester registrations are subject to cancellation for non-payment.

Clayton State University is proud to support our military-affiliated students. To ensure informed decision-making and responsible use of military education benefits, all service members are strongly encouraged to consult with their Educational Services Officer (ESO) or a counselor within their branch of service prior to enrolling.

Military education funding is limited, and speaking with an ESO helps ensure that service members understand their benefits, eligibility, and educational options.

Military Education Benefits Overview

Post-9/11 GI Bill (Chapter 33)

  • Contact Veterans Affairs in the Financial Aid Office to ensure your most recent Certificate of Eligibility is on file.
  • Please note: Post-9/11 GI Bill benefits do not cover mandatory parking fees, late fees, meal plans, or housing charges.
  • If you are less than 100% eligible, ensure that any remaining tuition and fees (including the parking fee) are paid by the fee payment deadline.

HOPE Scholarship Recipients

  • If you are receiving both Post-9/11 GI Bill and HOPE Scholarship, notify Veterans Affairs in the Financial Aid Office.
  • HOPE awards may affect VA payments and could result in funds being returned to the Department of Veterans Affairs.

Housing/Meal Plan Charges

  • If you plan to use your monthly VA stipend to cover housing or meal plan charges, you must still resolve these balances by:
    • Setting up a Nelnet Payment Plan, or
    • Paying in full by the fee payment deadline.
  • Failure to do so may result in registration cancellation due to non-payment.

VA Vocational Rehabilitation & Employment (Chapter 31)

  • Submit a current semester’s VA Form 28-1905 to Veterans Affairs in the Financial Aid Office.

U.S. Reserve/National Guard Tuition Assistance (TA)

  • Tuition Assistance authorizations must be completed at least 10 days prior to the start of the semester.
  • Contact the Bursar’s Office via email at least two weeks before the fee payment deadline to confirm your use of TA.
  • Submit the Application for Waiver of Mandatory Fees to the Community, Belonging, and Veterans Center.
  • Ensure all course-specific fees are paid by the fee payment deadline.
  • Please note: VA Educational Benefits cannot be used for courses covered by Tuition Assistance.

Clayton State University welcomes students sponsored by the Saudi Arabian Cultural Mission (SACM). To ensure timely processing of tuition and fees, SACM-sponsored students must follow the guidelines outlined below.

Submitting Your Financial Guarantee

Students must submit a current financial guarantee to the Bursar’s Office via email at Bursar-ThirdParty@clayton.edu. This document should be submitted at least two weeks prior to the fee payment deadline to avoid delays in processing or registration issues.

Parking Fee Responsibility

Please note that SACM does not cover the mandatory parking fee. Students are responsible for paying this fee by the fee payment deadline to avoid registration cancellation due to non-payment.

Online/Hybrid Course Authorization

SACM requires prior approval for enrollment in online or hybrid courses. If you plan to register for these course types:

  • Request an updated financial guarantee from SACM that specifically authorizes online/hybrid courses.
  • Submit the updated guarantee to the Bursar’s Office at least two weeks before the fee payment deadline.

Contact Information

For questions regarding SACM billing, course registration, or financial guarantee requirements, please contact the Bursar’s Office at:
Email: Bursar-ThirdParty@clayton.edu

If you're planning to use a 529 College Savings Plan or an outside scholarship to help pay for your tuition and fees, we’re here to help make the process smooth and efficient.

What You Need to Do

  1. Let Us Know Early
    Email a copy of your award letter or scholarship confirmation to Bursar-ThirdParty@clayton.edu at least two weeks before the fee payment deadline. This helps us prepare your account for incoming funds.

  2. Confirm Payment Details with Your Provider
    Make sure your scholarship or 529 plan provider has the correct mailing address and includes the following with their payment:

    • Your full name
    • Your Laker ID number
    • The semester the payment should be applied to
    • Whether the funds are eligible for a refund, if applicable

What Happens Next

  • Once we receive the funds, the Bursar’s Office will notify the Financial Aid Office.
  • The Financial Aid Office will then apply the funds to your student account.
  • If the payment results in a credit balance, a refund will be issued within 14 days of the credit posting.

Need Help?

If you have questions about submitting your scholarship or 529 plan, feel free to reach out to us at Bursar-ThirdParty@clayton.edu. We’re happy to assist!