Policies - Student Financial Services

Policies - Student Financial Services

Disenrollment for Financial Reasons Policy

Payment of a student's base AMU charges (tuition, room, board and fees that apply to all students) is due prior to the beginning of each semester (Clear Your Bill day) in order for the student's registration process to be completed; the due date for the fall term is August 15th and the due date for spring is January 1. Account statement information is provided via Self-Service in advance of each semester to give families time to finalize payment arrangements for the net balance due (base charges less finalized financial aid, private/alternative loans, outside scholarships, and other payments).

The Fall 2011 Clear Your Bill (CYB) day is August 15th.  Failure to Clear Your Bill by this date may result in the cancellation of a student's class registration and dorm room reservation.  A late registration fee of $100 will be charged if registration (including clearing your bill) is not finalized prior to August 15th.  Students accepted to AMU after July 15th will not be subject to this additional fee.

Students who fail to pay or make satisfactory arrangements will not be allowed into their dorm rooms and classes, or receive any other services from the university.  Any students with an outstanding balance on their account are not eligible to register at the university or participate in room selection. No student may receive a degree, certificate of completion, grade report or transcript until all charges due to the university or any of its related divisions are paid in full.  Delinquent accounts may be transferred to private collection agencies and/or the Florida State Attorney General's Office for collection, and are subject to additional interest and/or collection charges.

Upon written appeal, the Chief Financial Officer may reconsider and, in specific cases where good and sufficient reasons exist, grant exception to the policy. Such exceptions will generally not be made for medical illness or accident.

Dorm Damage Charge Policy

Damages to a room will be charged to the occupant. Damage to common use areas of dormitories may require a pro-rata charge for each student on that floor or in that building, if it is not possible to determine responsibility. Any damages will be charged directly to students' accounts.

International Student Payment Options

Ave Maria University can only accept funds in US dollars drawn on US banks. Students from outside the United States must send US currency drawn on or through US banks, or make arrangement to wire (transfer) funds. This can be accomplished by contacting the Student Financial Services Office for wiring instructions. Ave Maria also accepts MasterCard, DISCOVER, and American Express credit cards, by using the online payment portal.  Note that credit card payments are subject to a service fee.

Medical Insurance Policy

All full-time students and students residing on campus are required to be covered under a health insurance plan; therefore all such students are charged for the insurance. When proof of coverage of an outside plan is received a credit appears on the bill to offset the charge.  The cost of University-provided insurance will be added to the student's Fall semester bill only; the charge is not divided between the fall and spring semesters.  Further information concerning the University-provided plan is available in the Office of Student Life.

Past Due Account Policy

Any inactive account not paid when due may be placed with a collection agency.  All collection and legal costs for this will be borne by the student.

Payment Plan - Option

Ave Maria is pleased to offer an interest-free installment payment plan to help students and parents make their education affordable. There is only a simple and affordable setup fee of $25 to help offset the administrative costs of the program. Please note that the payment plan is semester based, and requires you to set up a plan prior to both the Fall and Spring semesters.  Delinquent payment plan accounts will be subject to late fees and interest charges.

Check Returned, Non-Sufficient Funds Policy

A $25 fee will be charged to the student account for each check returned by the bank for non-payment. Ave Maria University reserves the right to require a cashier's check for all payments subsequent to the return of a personal check for non-sufficient funds.

Transcripts and Diploma Hold Policy

There is an automatic hold on transcripts and diplomas for any student whose student account is not paid in full.

Student accounts are paid in full only after final payments have been received by the University from all scholarships, grants, loans, payment plan accounts, financial institutions, or other funding sources used by the student. Please allow ten business days for release of a transcript when a balance is paid by personal check. Immediate release is allowed when payment is made by money order, cashier's check, certified check or credit card. We accept DISCOVER, American Express and MasterCard.

Refund Policy - Overpayment on Enrolled Student Account

Refunds will be issued to students for account credit balances created by Stafford loans; account credits created by Parent PLUS loans may be refunded to the student if the parent requests.  Refunds will be available to the student or parent within 14 days of the day that the credit balance appears on the student account, and will be delivered to the student’s on campus mail box.  Electronic transfers of the refund are also available by registering for an E-refund using the AMU payment portal, CASHNet.

Return of Title IV Funds

If you receive financial aid and then withdraw from the University, you may be required to return financial aid funds received. The Financial Aid Office must calculate the amount of financial aid you have "earned" prior to withdrawing. Any aid received in excess of the earned amount is considered "unearned". This unearned financial aid must be returned to the program or programs from which it was disbursed. This amount is jointly shared by Ave Maria University and the student, and is based on your official withdrawal date or the date all classes were dropped. If you decide not to attend a term, you must notify the Coordinator of Academic Records of your change of enrollment. Failure to notify the Registrar may disqualify you from receiving a refund of tuition/ fees, which will result in a greater liability for financial aid disbursed and/or applied to your student account.

Federal, University, & State Aid Refund Policies & Procedures

All Federal and Florida need-based Student Aid Refund Policies and Procedures require that if a student withdraws from all classes prior to the date when 60% of the enrollment period's class days have passed, a student's federal/state student aid for that enrollment period is subject to adjustment. The adjustment of the student's federal/state student aid is determined by calculating the percentage of federal/state aid earned for the number of class days the student was enrolled for the enrollment period. This percentage determines the amount of federal/ state student aid the student earned for the enrollment period with the unearned balance being returned to the federal/state aid program(s). University-Funded Aid Refund Policies and Procedures mandate that if a student withdraws from all classes within an enrollment period, aid programs funded from these sources are adjusted by the percentage, if any, used to adjust the student's tuition charges for the enrollment period. If, after all required Refund adjustments are made, a student account balance results, the student will be mailed a student account bill detailing all adjustments.

Withdrawal from the University

Refund Policy

When considering the refund of excess funds on a student's account, Ave Maria University must have received all deferred sources of payment necessary to pay the account in full. These include outside scholarships and grants, student and/or parent loans, monthly payment plans, and any other sources of deferred payments upon which the student's registration was based.

University Withdrawal/Enrollment Changes

If you withdraw from the University or drop classes within an enrollment period, keep the following points in mind:

1. To withdraw or drop classes officially, students must contact the Coordinator of Academic Records  and follow all required official withdrawal/drop procedures.

2. If you leave the University and do not formally withdraw, you will be assigned a grade of "F" (failure).

3. Withdrawal or dropping classes does not eliminate your financial obligation to the University. You are still responsible for any charges owed to the University at the time you withdraw or drop classes, based on the University's tuition and housing refund policies.

4. There are specific federal, state, and University withdrawal/drop policies regarding tuition and fees, housing charges, refunds to financial aid programs, and repayments, which result from withdrawal from enrollment. Consult the Financial Aid Office for details.

Withdrawal Financial Credit

It is the student's responsibility to notify formally the Office of the Registrar and to follow proper procedures when withdrawing from the University. Failure to pay fees and/or failure to attend class does NOT constitute an official withdrawal from Ave Maria University. An official withdrawal form must be fully completed by the student, dated, and signed by all designated offices and the Coordinator of Academic Records before leaving campus. Students dismissed or suspended by Ave Maria University will not be entitled to a refund. Students are eligible for a refund of tuition, fees, and room and board charges if they withdraw officially from the course of study according to the following schedule:

Withdrawal/Drop Date                     Fee % Reassessed               Fee % Due to University

During the first week of classes          100%                                       0%

During the 2nd week of classes          75%                                        25%

During the 3rd week of classes           50%                                        50%

During the 4th week of classes           25%                                        75%

During the 5th week of classes            0%                                        100%

NOTE: If the semester charges were not paid in full at the time of withdrawal, a bill will be forwarded for the balance due, calculated by using the appropriate percentage. Scholarships, grants, and Federally funded loans will be refunded, in the appropriate ratio, using Federal guidelines for financial aid, either to the University or to the agency from which the aid funds were received. In many cases, this will result in an additional amount due the University.

Student's Billing Rights

Any student who believes their statement is incorrect or who needs more information about the charges should immediately contact:

Student Financial Services
Ave Maria University
5050 Ave Maria Boulevard
Ave Maria, Florida, 34142-9505
Phone: 239.280.2593

The student must contact the university in writing within 10 days of the charges in question. In the letter, the student must provide the following information:

  1. Student name and account number;

  2. Dollar amount of suspected error; and

  3. Description of the error or an explanation of why the student believes there is an error. If the student needs more information, describe the item about which the student is unsure.

Within 10 days, the university will either correct the error or provide an explanation as to why the bill is believed to be correct.

After the university receives the student's letter, it may not attempt to collect the amount in question or report the student as delinquent. However, the university may continue to bill the student for the amount in question. The student is not obligated to pay the part(s) of the bill in question, but is responsible for the remainder of the balance, if any.

If the university finds an error was made, the student will not have to pay the amount or any finance charge related to the amount in question. If the university finds no mistake, the student is then immediately responsible for the amount, and may be responsible for any applicable finance charges. In either case, the university will send out a new statement reflecting the amount the student owes.

If the university's explanation does not satisfy the student, the student must inform the university within 10 days that he or she still refuses to pay the bill in question. The university will then note the account as in dispute with any third party involved in the collection of the account. The university will further tell the student the name of anyone to whom it reports nonpayment information. The university is further obligated to report to all parties when the matter has been resolved.

In the event the University inadvertently undercharges a student, it reserves the right to correct the student bill and receive full payment on the revised charges.