Third-Party Billing

What is Third-Party Billing?

Third-Party Billing is a tuition payment process used when a company, government, or government agency has offered to pay a student’s tuition, but requires an invoice to do so. Rather than providing a set amount of funds to WWU like a scholarship, the agency requires an itemized invoice in order to remit payment, and the SBO is here to help!

How to notify the SBO that a Third-Party is paying your tuition

The SBO needs an authorization!

As the student, you must contact your Third-Party funding source and have them send WWU an “authorization” indicating: 

  1. The dollar amount and/or types of charges for which they will guarantee payment 
  2. The student name and identifying numbers (W# or last four SSN) 
  3. The mailing and/or email address and contact name where the invoice(s) should be sent 
  4. The quarter(s) or duration for which the authorization is valid 

This authorization should be emailed to sbo@wwu.edu with Attn: Third-Party Billing. You will receive a confirmation email from the SBO once your authorization has been received. 

What happens next?

Once the authorization from your Third-Party is received, the Student Business Office will post a credit to your student account for the authorized by your third party.

  • You will see this credit as “DBLA - Agency Billing” or “DBxx - Your Specific Agency Name” on your Western Account Online activity details and statements.  
  • When this is visible on your student account, you are no longer personally responsible for paying that amount, as the liability for payment has been transferred from you to your Third-Party organization. 

IMPORTANT NOTE: Please continue to regularly monitor your Western Account Online throughout the year. If your Third-Party declines to pay for any amount, the liability for payment will be transferred back to you personally. 

Third-Party Invoicing

When will my Third-Party Agency be invoiced?

The Student Business Office sends invoices to agencies after the last day for half-credit of applicable tuition for dropping classes. This date is outlined on the Registrar’s Office Important Dates & Deadlines Calendar each quarter, and it is typically 4-5 weeks after the first day of classes. 

Will my Canadian Third-Party Agency be billed in CAD?

No. The WWU Student Business Office is unable to invoice in Canadian funds.  

We exclusively invoice in USD with a notice on the invoice to remit payment in USD. Your Third-Party agency can contact their bank and request a check or wire transfer be made in USD.  

If we receive payment in CAD, we will post the payment to your account using the current exchange rate. If this results in an underpayment of the amount owed, we will attempt to contact your Third-Party agency to remit additional funds. If additional funds are not received, the liability for payment of the remaining balance will be transferred back to you personally. 

Third-Party Billing and Bookstore Charges: 

Will the SBO bill my Third-Party for Bookstore Charges?

No. The AS Bookstore handles all Third-Party billing for bookstore charges.  

If you have bookstore charges on your student account and your Third-Party payer has agreed to pay them, you must contact your Third-Party and have them send a specific book “authorization” indicating: 

  1. The dollar amount for which they will guarantee payment for books 
  2. The student name and identifying numbers (W# or last four SSN) 
  3. The mailing and/or email address and contact name where the invoice(s) should be sent 
  4. The quarter(s) or duration for which the authorization is valid 

This authorization should be emailed to BookstoreAccounting@wwu.edu with Attn: Third-Party Billing. 

Review your student account throughout the quarter!

Keep an eye on your student account throughout the quarter as some bookstore charges, specifically Inclusive Access charges, are assessed to your account mid-way through the quarter.

Inclusive Access is a course material offering publishers have developed to provide access through digital materials in place of printed text. More can be read about these course materials and the associated charges on the AS Bookstore website.

What if I have a book stipend?

Please Note: If your Third-Party funding source provides you directly with a stipend for books, you will use these funds to pay any bookstore charges on your WWU student account in lieu of the AS Bookstore invoicing on your behalf. 

You can pay your bookstore fees charges to your student account 24/7 through your Western Account Online. Read more about your payment options on the When, Where, and How to Pay page.

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Third-Party Billing and VA Benefits

Although the Student Business Office handles the posting of VA benefits to your student account, the Veteran Services Office handles the authorization and certification process of these benefits.  

If you need to request certification for your VA benefits, you can do so on the VSO website. Please note, a new certification needs to be completed for EVERY quarter you want to use your benefits. If you are a student that is new to using VA educational benefits, please reach out to the VSO to ensure proper handling of your benefits.  

What happens next?

Once certification information is received by the VSO it will be processed and forwarded to the SBO. The SBO will post a credit to your student account for the authorized amount guaranteed by your VA benefits as follows: 

  • Chapter 31 (tuition assistance) recipients will see this credit as “DBLA - Agency Billing” on their student account.  

  • Chapter 35 (dependent waiver) approved recipients will see this credit as “STVF - Veterans Families Waiver” on their student account. 

  • Chapter 33 (Post 9/11 GI Bill) recipients will see this payment as “VWIR - VA Benefit, Chpt 33 Wire Paymt” on their student account.

IMPORTANT NOTE: Chapter 33 benefits are NOT posted until full payment is received from the VA. Those receiving this type of benefit will receive a delayed tuition payment from the VA due to the dual certification policy that the Veteran Service Office must follow. 

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Questions about your VA benefits?

If you have questions on your VA benefits or certification processes, please contact the WWU Veteran Services Office at 360-650-3324, Veteran.services@wwu.edu, or visit them in-person at Viking Commons, Room 525