Parent & Payer Guide

Want to check your student’s balance, view statements, and make online payments?  You’ll need an Authorized Payer Account to get started!

Here’s how it works:
Your student will need to send you an authorized payer invitation by following the below steps. After the invitation has been sent, you will receive an email with instructions and a link to complete your account setup.  After you’re all set up, you can login anytime using our Authorized Payer Login!

Student instructions:

1. Login to Web4U and navigate to your Western Account Online.  Go to: Student Accounts > Account Information > Western Account Online (top right corner)
2. Click “My Account” in the upper-left corner
3. Under the “Payers” section, select “Send a Payer Invitation”
4. A window will pop up on the right—just enter your payer’s info and hit send!

Need a little extra help? Check out our Send a Payer Invitation Video for a step-by-step walkthrough.

Want to chat with us about your student’s account? We’d love to help—but first, a quick note about privacy!

The Federal Family Educational Rights and Privacy Act (FERPA) keeps student records private and protected—meaning we can’t share specific account details with anyone (yes, even parents and guardians) without the student’s written permission.

But no worries, it’s easy to get access!  Just have your student fill out our Release of Financial Information Form, and we’ll be able to talk with you about their account over the phone or by email.

When your student registers for classes—typically 1–2 months before the quarter begins—tuition and fee charges for the upcoming term will appear on their student account. But don’t worry! These charges aren’t due until the first day of the quarter.

Housing and meal plan charges are added 1–3 weeks before the quarter starts, so you’ll see those a bit closer to the start date.

Finally, financial aid disbursements—including grants, scholarships, and loans—are typically applied to student accounts on the Friday before the quarter begins.  Have questions about your student’s financial aid? Reach out to the Financial Aid Department!

Be sure to review steps 4 & 5 for information on student account statement review, tuition due dates, and all accepted payment methods!

Western uses electronic billing (eBill) as its official billing method—keeping things simple, secure, and accessible! 

Just a heads up—Western uses email as the official way to share important info with your student (per the University Catalog and Student Financial Responsibility Agreement). Each month, Western will produce a billing statement that sums up your student's account activity from the past 30 days. Western doesn’t mail out paper bills or invoices, and you won’t get a separate notice every time a new charge shows up—so having you student keep an eye on your their email, statements, and Western Account Online is the best way to stay in the loop!

If your student has authorized you as a payer, you’ll receive monthly email reminders when a new statement is ready to view. Both students and authorized payers can access billing statements and account details anytime through their Western Account Online or Authorized Payer Account.

Statements provide a summary of account activity over the past 30 days, while the “Current Activity Detail”, located under your balance on the home page of your account, shows real-time updates on charges and payments—so you're always in the know!

But wait, things can change! If your student adds/drops classes or adjusts their housing/meal plan after the quarter starts, those new charges are due immediately, and are subject to late payment fees, even if they don’t show up on a billing statement.

Pro tips: 

• Tuition due dates are always posted on the Registrar’s Important Dates and Deadlines Page!
• Even if you’re covering the cost, your student’s account is in their name—which means they’re ultimately responsible for managing it.  If your student isn’t handling the payments directly, encourage them to keep you in the loop about any schedule changes or new charges on their account.  A quick conversation can go a long way in promoting accountability and helping avoid surprise fees or missed deadlines. Teamwork makes the (financial) dream work!

When is tuition due?

Tuition, mandatory fees, and housing/meal plan charges are always due on the first day of the quarter, so mark your calendar!

But wait, things can change! If your student adds/drops classes or adjusts their housing/meal plan after the quarter starts, those new charges are due immediately, and are subject to late payment fees, even if they don’t show up on a billing statement.

Pro tips: 

• Tuition due dates are always posted on the Registrar’s Important Dates and Deadlines Page!
• Even if you’re covering the cost, your student’s account is in their name—which means they’re ultimately responsible for managing it.  If your student isn’t handling the payments directly, encourage them to keep you in the loop about any schedule changes or new charges on their account.  A quick conversation can go a long way in promoting accountability and helping avoid surprise fees or missed deadlines. Teamwork makes the (financial) dream work!

When are late fees assessed? 

Late payment penalties ($55 late fee, 1% interest on the total past due balance) are assessed at the close of business on the 15th of each month. 

Ready to Pay?

Login to your Authorized Payer Account to make a payment online now!

Want to explore more payment options?  Visit our When, Where, and How to Pay page for everything you need—including information on GET, 529 Plans, and international payments.

Thinking about spreading payments out?  Check out our Payment Plan page for details on our quarterly plan!

Want to explore all payment options?  Visit our When, Where, and How to Pay page for everything you need—including information on GET, 529 Plans, and international payments.

If you are planning to pay using a 529 plan, you have several options for getting the money to Western.  You are encouraged to check directly with your provider for the fastest and most convenient option.  Depending on how you choose to send money, you should consider lead times, processing fees by third party vendors, and provider restrictions.

1. Direct Payment to You - This option allows you to request funds from your 529 provider to be sent directly to you.  Once you receive the funds, you can remit payment to the university via the free eCheck service through Western’s payment portal.
2. Flywire - If your 529 provider is set up to distribute payments through Flywire, a secure payment platform, your payment will be sent via ACH to Western.  Users log into their 529 plan providers site and select the Flywire option. Check if your 529 provider partners with Flywire on their website.
3. Western’s Payment Portal - If your 529 provider is set up with Transact, our payment processor, this option allows users to send payment directly through Western’s payment portal.  Login in as a student, or authorized user for this option. Check if your 529 provider partners with Transact on their website.
4. Physical Check - Contact your provider and request a payment be sent to:
   Western Washington University
   Old Main 110, MS9004
   516 High Street
   Bellingham, WA 98225
   Include the student identification number (WID) on the check.

If you have any further questions, please email sbo@wwu.edu. Keep in mind that Western does not offer any financial advice. Contact an accountant or tax professional for any personal financial questions.

GET is Washington state’s 529 prepaid college tuition program. It is governed by federal IRS rules and Washington State law (RCW 28B.95). With GET, you save money by prepaying part or all of your child’s college tuition costs now, to avoid paying higher costs in the future. The State of Washington guarantees that the value of your account will keep pace with the cost of resident undergraduate tuition and state-mandated fees at the most expensive public university in Washington. For more information, visit the GET/Dream Ahead website.

Requesting GET Payments

From the GET website:

When it's time for college, you'll need to choose your payment option. It's easy to use your units by logging in to your GET account, selecting "My Account," and looking for the "Use Units" section. To have GET send a payment directly to the school, you will submit a "Direct Payment Request." If you want to pay the school yourself and have GET reimburse you for the expenses paid out-of-pocket, you will complete a "Reimbursement Request." 

Please allow 14 days for your disbursement to apply to the student account.

For more information or questions regarding your GET account, please contact the GET program:

1-800-955-2318 (toll-free)
360-753-7803 (Olympia, Washington)
Fax:  360-704-6200
get.wa.gov/

Western’s Payment Plan is offered quarterly to students with a current balance. The Payment Plan enrollment period typically opens up a week before classes start.  Students or authorized payers may enroll by selecting the option in their Western Account Online or Authorized Payer Account.  After enrolling, students or payers will make two or three installments (depending on their time of enrollment) toward their current quarter's tuition, fees, housing and meal plan charges. 

Looking for more information?  See our Payment Plan Page for instructions and quarterly enrollment windows.  

Account statements are available for review at the beginning of each month and provide a summary of account activity over the past 30 days.  If your student has added you as an authorized payer, you’ll get a helpful email reminder when it’s ready to view!

But don’t forget—things can change quickly! If your student adds or drops classes, or adjusts their housing or meal plan after a statement is posted, those new charges may be due immediately, even if they haven’t shown up on the next statement yet.

Want to see the most up-to-date info? Head to the “Current Activity Detail” section on your account homepage to view real-time updates on charges and payments.

While the Student Business Office sends out reminders when we can, it’s ultimately the student’s responsibility to regularly check their balance, understand payment due dates, and let their authorized payers know if anything changes.  Staying in the loop helps everyone avoid last-minute surprises!

Log in to your Authorized Payer account here!

More than one Viking in the family? We’ve got you covered!

If you have multiple students attending Western, managing their accounts doesn’t have to be a juggling act. Once you’ve created separate Authorized Payer Accounts for each student, you can link them all to one login for easy access in one place!  Check out our instructions page to get everything connected and keep things simple!

Getting back into your Authorized Payer account is easy—just head over to our Password Reset Page for step-by-step instructions and quick access. Two simple options, zero stress!

If you’re just looking to make a quick payment—no authorized payer account needed—we’ve got a simple solution!  Just head to our Guest Payment Portal and use your student’s Western ID number and last name to submit a payment.

Heads up: The Guest Portal is great for one-time payments, but it won’t show the current account balance. Be sure to check in with your student to confirm how much is due! 

If a student or parent overpays the student's account, related credit balances will be refunded to the student, regardless of the source of the payment. 

Please see our Refunding Page for more information.

Need help with your student’s financial aid package, including loans, grants, or scholarships? The Financial Aid Department is your go-to resource! Review their contact page for availability and contact options!

Do you have questions about your student’s on campus housing or meal plan, including changes and cancelations? The Housing Business Office is here to help!  Review their contact page for availability and contact options!

The Student Financial Responsibility Agreement (SFRA) outlines the financial obligation a student accepts upon enrolling in courses or accepting services at Western. It also explains the potential consequences if those obligations are not met.

Even if you’re the one footing the bill, it’s important to know that the student account is in your student’s name—which means it’s ultimately their financial responsibility.

It’s an important step in supporting their independence—and we’re here to help them navigate it with confidence! 

Want to chat with us about your student’s account? We’d love to help—but first, a quick note about privacy!

The Federal Family Educational Rights and Privacy Act (FERPA) keeps student records private and protected—meaning we can’t share specific account details with anyone (yes, even parents and guardians) without the student’s written permission.

But no worries, it’s easy to get access!  Just have your student fill out our Release of Financial Information Form, and we’ll be able to talk with you about their account over the phone or by email.