Cashier's Office
Student Financial Services, a division of Administrative Affairs, is made up of three components to serve the needs of our students. The Cashiers office processes payments made to the student account, scholarships from outside sources and refunds when there is a credit on the student account. Student Financial Services corresponds electronically with student account holders using their University email address.
UW-Whitewater students are responsible for:
- Payment of all tuition, fees, and other associated costs assessed as a result of registration and/or services as they appear on the student account.
- Reading all University communications, taking action when needed, and sharing these email communications with individuals who may be assisting with education expenses.
- Monitoring their WINS student account regularly.
- Understanding the University’s payment and billing policies.
- Being aware of course add/drop dates, refund deadlines, associated fees, and billing due dates for each term enrolled.
- Ensuring payments are made in a timely manner, regardless if payment is from financial aid, scholarships, or a 529 education plan fund.
International Payments: Flywire
- Track your payments from start to finish
- Make Payments in more than 150 currencies, online and from banks worldwide
- Other available payment methods include international credit and debit cards, and other international payment options that vary by country
- Save on bank fees and exchange rates
- Enjoy peace of mind with dedicated multilingual customer support
- Ensure accurate and timely posting of your payment to our student account
- Best price guarantee
Students receiving financial aid are subject to the same payment deadlines as other students. Do not assume your financial aid will be available to pay your University bill on time. Most aid is processed in time, but if you have not submitted your information timely, have not met all qualifications for aid, had to provide additional information for verification, or have not accepted or completed follow up tasks required for aid, your aid may be delayed. You will need to check your WINS account to confirm that aid has processed by the due date. Finance charges will still apply to accounts with delayed aid.
Finance Charge
A finance charge will be added to any past due balance. This finance charge will be assessed each billing period until the student account is current.
Students who have a third party paying part/all of their tuition are subject to the same payment deadlines as other students. Do not assume the third party payment will be available to pay your university bill on time. Most payments are processed in time, but if the third party payment is delayed on their part, not ours any additional charges will be your responsibility.
Non-Government Third Party
If you have received a letter or payment authorization document from a 3rd party for the University to bill them on your behalf, this must be presented to the Student Accounts Office at least two weeks prior to the start of classes for the applicable term. In order to provide this information, you must also complete the release of information form LINK and submit that with the request for a courtesy billing.
Payments are not credited to your student account until 3rd party has made the payment to the University. Any delay in submitting documents will delay the University's courtesy billing to the 3rd party, and will most likely delay a payment by the 3rd party on your account. Failure of the 3rd party to make a payment toward the student's account will need to be followed up by the student, as the University takes no responsibility for obtaining this payment.
Any requirements of the 3rd party or changes to the student's class schedule or fees will need to be communicated by the student to the 3rd party, as no further reporting is completed.
Government Agency
Students who have received a voucher or authorization to have tuition and fees billed to a government agency should submit this and any other required documents to Student Accounts Hyer Hall Room 104 or email to sfscollect@uww.edu . All documents must be turned in 10 days before the start of the term for which it applies. A credit will be placed on the student account once the invoice has been sent to the government agency. The student should be prepared to pay the remaining balance by the due date indicated on the bill.
If a refund is due, it will be paid to the student. Any overpayments that are owed to the government should be paid by the student to the agency as soon as possible.
Government Agency - Veterans
Veterans who will receive government assistance with tuition and fees (GI Bill, yellow ribbon, Post 9/11 supplement) should first see Amy Moore, Veteran's coordinator. Some of these benefits can be viewed from their site.
Questions can be directed to Student Accounts Collector at sfscollect@uww.edu. Click on the attached link to obtain 3rd Party Payment Guidelines
Financial aid will be disbursed on or prior to the first day of classes if it is available. Financial aid will be used to pay any remaining balance on students' accounts before refunds will be issued, if authorized. Refunds will be delayed if a past due balance exists on the student account. During the term any excess aid will be used to pay allowable charges in the same 28 day billing cycle.
Refunds are processed on Tuesdays and Thursdays. All refunds are done electronically.
For a quicker initial refund, sign up for e-Refunding to get your money electronically deposited into the bank account of your choice. To sign up for e-Refunding, follow the e-Refunding instructions [PDF]. Once you have set up your refund/payment profile, your refund check will be deposited in approximately 2-3 business days after it has posted to your student account on WINS. The funds will be available to you as soon as they are deposited. All future refunds will be direct deposited into the account you set up.
If you do not have a bank account, you can expect your refund to be delayed. Any refunds that cannot be processed electronically will be processed as a paper check and mailed to your local address; when school is in session and to your home address; when school is not in session.
NOTE: If you are an International student you must have a US account set up at the bank of your choice to process direct deposit OR an address that a check can be mailed to in the US. We cannot mail checks to foreign addresses.
UW-Whitewater undergraduate students are required to pay a one-time $100 enrollment deposit. This deposit remains on the student account during enrollment at the university. The deposit will roll forward to the next term as a deposit for that term, and is refundable when the student leaves UW Whitewater. Enrollment deposits should be paid at the time of your registration to attend a Warhawks SOAR session. Questions regarding the Enrollment deposit can be directed to Student Accounts at sfs@uww.edu.
Enrollment Deposit Refund:
At separation from the University, the student may be entitled to a refund of the $100 enrollment deposit. The deposit must be requested, and the student must have paid all obligations owed to the university. If the deposit is requested, but the student has a balance on his/her account, the refund will be applied to the balance. To request a refund of the deposit, download the Enrollment Deposit Refund Request Form and submit to Student Accounts. The request will not be processed until approximately 8 weeks after the end of the term to allow for any remaining charges to be processed. The refund will be sent via direct deposit to the bank account in the TouchNet system, or paper check will be mailed to the address on file with the University. The student has one year (12 months after the final day of classes) to request and qualify for the refund. Unclaimed enrollment deposits are deposited into a UW-Whitewater scholarship fund. Questions regarding the Enrollment Deposit refund can be directed to Student Accounts at sfs@uww.edu.
According to WI Stat. 943.24, a student can be fined and required to appear in court for issuing a worthless check (including online transactions). The university will assess a $20 service charge for any payment returned as unpaid. This is in addition to the charge your bank may assess.
If your check is returned NSF (non-sufficient funds) you may lose your check writing privileges and access to credit with the university. Your account will also be returned to the same status as it was before the payment was received, so interest and/ or administrative fees may be charged. In addition, your classes may be at risk of cancellation.
If the unpaid payment is the result of a bank error, the bank must send a letter of explanation to:
UW-Whitewater Cashier's Office
P.O. Box 88
Whitewater, WI 53190
Find forms on the Financial Services Forms Page.
Departments receiving cash or other revenues must deposit funds to the UWW Cashier's office on at least a weekly basis. State statues require deposits to be made within 7 days of receipt, so departments must plan accordingly. A minimum of two days should be allowed for the Cashier's office to process the deposit to meet the requirement.
Complete the Deposit Form. This form requires the separation of taxable and non-taxable sales and other revenue. A list of taxable revenue can be found here. All deposit forms must be reviewed for accuracy and signed by a UWW staff member prior to submission to the Cashier's office.
Cashier's office staff will process the deposits as received, with any questions directed to the person signing the deposit form or the Campus Business Rep. A receipt will be available if desired.
Donations need to be formally accepted by the Chancellor. Please contact the Chancellors office at 262-472-1921.
Should a department desire to generate credit card sales they must first contact the Cashier's office to set up an account for these types of transactions. Any questions please contact the Cashiers office at cashiers@uww.edu.
UWW Cashier's office provides checking account services for recognized student or faculty organizations. The Cashier's office provides the organizations with an account number, whereby they can deposit funds, have checks written for them on the funds, and receive a monthly statement of account.
The student organization must be recognized by the UW, and must have officers and an advisor to set up an account. Student organizations with their own unique state or federal ID number are able to set up their own bank account, but may prefer this option as they do not need to order checks, it is easier to change required signatures, and funds are conveniently available to them.
We have determined these sales transactions to be taxable under the state statute. Should you have an item that is not listed please contact the Cashier's Office at cashiers@uww.edu. Click here for the most current list.
Find forms on the Financial Services Forms Page.
Billing notifications are sent to the student's UW-Whitewater e-mail account monthly when there is activity on the student's account. Check your UW-Whitewater e-mail account on a regular basis to avoid missing important information. Always keep adequate space in your in-box. Failure to receive a Billing notification will not relieve students from their obligation to make timely payments. UW-Whitewater does not mail out paper bills.
Students can set up authorized payers through the billing site. Students login to WINS, select "Student Financial Account" tile, select "Make a Payment" tile - this will launch the student into the billing site Nelnet (net ID and password are the same as on WINS). Once loggin in, select "Authorized Payers" tab, select "Add New" and follow the prompts. The payer will receive an email with a login and temporary password that they will need to change. After the authorized payer is set up, that person will receive future e-Bill notifications when there is a new bill to review.
Online:
Is the fastest-easiest way to pay your bill and they post immediately to your student account. Online payments can be made by going to student billing.
- Checking/Savings Account: Electronic payments made from your checking or savings accounts do NOT have a convenience fee. It's FREE!
- Credit Card: Credit Card payments can be made online using MasterCard, Visa, American Express and Discover. There is a 2.85% convenience fee (minimum $3.00) charged when making a credit card payment.
- Debit Card: Is not recommended due to banking limits and convenience fees. However if you enter bank account and routing information, called an E-Check, for your debit account (not the card number) there is no charge to use this payment method.
With A Check:
Make checks payable to UW-Whitewater.
Checks must be received in the Cashiers Office by the due date. Include the student name and student ID on the check. Mail payment to:
UW-W Cashier's Office
P.O. Box 88
Whitewater, WI 53190
At Cashier's Office:
Payments can be made on campus at UWW Cashier's Office between the hours of 8:00 - 3:30 Monday through Friday in Hyer Hall Room 104. The overnight deposit box outside the University Cashier's Office is available when the office is closed. Cash, checks or money orders are accepted at the cashier window. NO credit or debit cards can be accepted at the window, card payments must be made online.
Scholarships will be applied to your student account. Please submit this form to UW-Whitewater Cashier's Office at least 10 days before the due date. If an overpayment occurs, a refund will be processed to the student. If a private scholarship check requires your signature, the UW-Whitewater Cashier's Office will send an e-mail notice to your UW-Whitewater e-mail account.
If you are eligible for a refund, they are processed on Tuesdays and Thursdays. Please check your account to ensure you do not have "do not refund" holds. If you have a "do not refund" hold that you are concerned about please contact the Cashiers Office at cashiers@uww.edu. We recommend you set up direct deposit, sign up for e-Refunding to get your money electronically deposited into the bank account of your choice. To sign up for e-Refunding, follow the e-Refunding instructions. Once you have set up your refund/payment profile, your refund check will be directly deposited in approximately 2-3 business days after it has posted to your student account on WINS. The funds will be available to you as soon as they are deposited. All future refunds will be direct deposited in the account you set up.
According to the WI Stat. 943.24, a student can be fined and required to appear in court for issuing a worthless check (including online transactions). The University will assess a $20 service charge if any payment is returned unpaid. This is in addition to the charge your bank may assess. If your check is returned NSF (non-sufficient funds), then you may lose your check writing privileges and access to credit with the university. Your account will also be returned to the same status as it was before the payment was received, so interest and/or administrative fees may be charged. In addition, your classes may be at risk of cancellation. If the unpaid payment is the result of a bank error, the bank must send a letter of explanation to the UW-Whitewater Cashier's Office, P.O. Box 88, Whitewater, WI 53190.
International payments can be made through peer transfer on our website at the link below.
Using Peer Transfer will:
- Eliminate hidden bank fees - ensure University of Wisconsin-Whitewater receives the correct amount.
- Save on exchange rates - in most cases you can make a payment in your home currency. Peer Transfer will process the currency exchange - offering you wholesale exchange rates, unmatched by traditional banks.
- Peace of mind - 24 hour multilingual customer support when you need to know where your payment is throughout the entire process.
UW-Whitewater undergraduate students are required to pay a one-time $100 enrollment deposit. This deposit remains on the student account during enrollment at the university. The deposit will roll forward to the next term as a deposit for that term, and is refundable when the student leaves UW Whitewater. Enrollment deposits should be paid at the time of your registration to attend a Warhawks SOAR session. Questions regarding the Enrollment deposit can be directed to Student Accounts at sfs@uww.edu.
Enrollment Deposit Refund
At separation from the University, the student may be entitled to a refund of the $100 enrollment deposit. The deposit must be requested, and the student must have paid all obligations owed to the university. If the deposit is requested, but the student has a balance on his/her account, the refund will be applied to the balance. To request a refund of the deposit, fill out the Enrollment Deposit Refund Request Form online. The request will not be processed until approximately 10 weeks after the end of the term to allow for any remaining charges to be processed. The refund will be sent via direct deposit to the bank account in the Nelnet system, or paper check will be mailed to the address on file with the University. The student has one year (12 months after the final day of classes) to request and qualify for the refund. Unclaimed enrollment deposits are deposited into a UW-Whitewater scholarship fund. Questions regarding the Enrollment Deposit refund can be directed to Student Accounts at sfs@uww.edu.