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Office of student accounts

Mission Statement

It is the mission of the Office of Student Accounts to manage financial transactions between students, parents and the University in a courteous and professional manner. We strive to provide the best service to our students by handling financial transactions timely and accurately.
 

Click here for the 2023-2024 Fee Schedule

Click here for the 2024-2025 Fee Schedule

Fee Payment (All Students)

All tuition and fees must be received by the payment due date published in the current academic calendar. This includes tuition, housing charges, meal plan costs, etc. Students are at risk for being administratively withdrawn from classes if all tuition and fees are not paid or other payment arrangements have not been made by the fee payment deadline. 

Payment plan options are listed as follows;

Review MyState Account

It is your responsibility to check your MyState account regularly. To view your bill, log onto your MyState account  and click on 'Account Summary by Term' under the 'Student' Tab.

Payment Options

Full payment must be received no later than 4:30 p.m. on the payment due date.
 
We have multiple payment methods that you can utilize;
  •     You can make payments over the phone by credit/debit card.
  •     You can visit the Office of Student Accounts and make payments via cash, check or card.
  •     You can mail checks to the Office of Student Accounts.
  •     You can make payments online through your MyState account. 

From MyState:

1.       Sign in using the first part of your email address
2.       Password: if you cannot remember your password you can click on the "Forgot Username or Password?" and follow instructions to reset password.  
3.       Click on Student & Financial Aid
4.       Click on Student Records
5.       Click on Account Summary by Term
 
To make an online payment:
 
1.       Click on Account Summary
2.       Scroll to bottom and click on Credit Card payment option
3.       Put in the appropriate Term and Submit
4.       Follow payment instructions given

Mail:
Mail your full payment to arrive by the end of the business day on the PAYMENT DUE DATE.  Please ensure that an address and phone number, as well as the A number for the student that the payment is for, are included on the check. If a check is returned for any reason, a hold will be placed on the student's account. An account hold will prevent the student from registering, viewing grades, participating in graduation activities and receiving transcripts until the check clears and a $35.00 NSF fee has been paid.

Make checks payable to WVSU and mail to the following address:

West Virginia State University
Attn: Office of Student Accounts
P.O. Box 368
Institute, WV 25112


 
The Office of Student Accounts manages the billing process on behalf of the student when a third-party vendor provides documentation to sponsor a student's bill. Third-party vendors consist of corporations, military agencies, state and federal agencies, private scholarships and others.

Notification of sponsorship amount and conditions must be communicated to OSA by either the vendor or the student before the semester payment deadline. Authorizations can be submitted in-person, mailed in or emailed to thirdparty@wvstateu.edu .


To ensure accurate processing, authorizations MUST include the following details:

  • Student's Full Name
  • Student's WVSU ID Number
  • Specific charges or dollar amount that the vendor will cover
  • Semester for which the sponsor will be covering expenses
  • Billing address for the vendor
  • Contact information of the person authorizing the contract
Once the contract is set up, invoices will be submitted to the vendor for payment after the add/drop period of each semester.



For additional information or questions, please contact our Third-Party Billing representative;



Lahini Wickramasinghe
Accountant Senior
(304) 766-3004
lahini.wickramasinghe@wvstateu.edu

 


Yellow Ribbon Program - Veteran Affairs (VA)
 
  • Benefit: The university and VA will contribute to pay towards the difference in tuition for non WV residents.
  • Eligibility: You must qualify for the Post-9/11 GI Bill at the 100% benefit level.
  • How to Apply: Apply for Post-9/11 GI Bill benefits. If you qualify for benefits, you’ll get a Certificate of Eligibility (COE). Bring your COE to WVSU’s certifying official and ask to apply for WVSU's Yellow Ribbon Program.
  • Additional Information can be found at www.va.gov/education/about-gi-bill-benefits/post-9-11/yellow-ribbon-program/


WV AmeriCorps Tuition and Fee Waiver
 
  • Benefit: The value of the waiver for each student equals their tuition and fees minus the value of federal, state and institutional aid (grants, institutional scholarships, other waivers, etc.). The AmeriCorps Waiver is a "last dollar in" program, meaning that it applies after other gift aid.
  • Eligibility: You can apply to receive a waiver for one semester’s tuition and fees if you successfully complete a service term (or multiple terms combined) of at least 600 hours of service.
    You can apply to receive a waiver for two semesters’ tuition and fees if you successfully complete a service term (or multiple terms combined) consisting of at least 1,200 hours of service.
  • How to Apply: You must file the FAFSA and submit your 'letter of service' to the Office fo Student Accounts or Office of Financial Aid to apply for the waiver.                                                  
    • If you served with AmeriCorps VISTA you will submit your Service Letter. Login to the portal at https://my.americorps.gov/mp/login.do .Once logged in, click on "my service letter" on the left menu, and simply enter the applicable service term, address where verification is being sent, and print.                                                   
    • If you served with AmeriCorps State and National you will need to contact the program you served with for a letter to provide to your financial aid office. If you are unable to reach your program, contact Volunteer West Virginia.


WV National Guard Resident Tuition Rate (ยง18B-10-1a)
 
  • Benefit: The university will contribute to pay towards the difference in tuition for non WV residents.
  • Eligibility: Members of the National Guard or reserves who are not residents of West Virginia but who are active members of a National Guard or reserve unit in West Virginia.
  • How to Apply: A separate application is not required. If you are on the semesterly list for tuition assistance from the WV Educational Encouragement Program, the resident tuition rate will automatically be applied to your student account.  
  • Additional Information can be found at https://apps.wv.gov/WVEEP/  and https://code.wvlegislature.gov/18B-10-1A/
West Virginia State University has contracted Truist Bank to process and mail refund checks. All payments must be reflected on a student’s account before a refund can be processed. Refund inquiries should be addressed to the Office of Student Accounts. The processing may take one to two weeks. Students who have a credit balance because of financial aid do not need to request a refund. These refunds will be processed automatically.

Students are responsible for notifying the University of an address change. This may be done directly by the student online at mystate.wvstateu.edu or at the Registration and Records Office located at 128 Ferrell Hall.

Refund Policy for Students Who Withdraw

A student who officially withdraws from the University (i.e., drops all classes) through the Office of Registration and Records or is administratively withdrawn from the University prior to completing 50 percent of a semester is entitled to a partial refund of that semester's tuition/fees. 

The date of withdrawal is the actual date the student notifies the Office of Registration of withdrawal or the midpoint (50 percent point) of the semester for a student who leaves without notifying the institution.
 
The institutional refund schedule is as follows:
  • A student is entitled to a one hundred percent (100%) refund of the charges up to the extended add/drop date specified on the academic calendar.
  • A student who begins a term and withdraws after completing up to ten percent (10%) of the term is entitled to a refund of ninety percent (90%) of the charges.
  • A student who withdraws after completing ten percent (10%) through twenty-five percent (25%) of the term is entitled to a refund of fifty percent (50%) of the charges.
  • A student who withdraws after completing more than fifty percent (50%) of the term is not entitled to a refund.
This refund policy applies to all charges including tuition and fees, dining, and housing charges.

Any student who withdraws at any point during the semester is advised to consult with the Office of Student Accounts to determine whether there is a balance owed or a refund due. 

Note: Once classes begin, there is no refund for a reduced schedule.  The refund policy applies only when a student officially withdraws from ALL classes.

For a student receiving federal financial aid who withdraws before completion of 60 percent of the semester, the amount of federal financial aid earned will be calculated to the day according to the federal financial aid refund guidelines.  Unearned financial aid must be returned. When aid is returned, the student may owe a balance to the University, to the US Department of Education, or to both.  Any student receiving federal financial assistance should contact the Office of Student Financial Assistance before withdrawing from college or reducing the number of hours enrolled to determine the impact of these actions on his or her financial aid status.


DELINQUENT ACCOUNTS

The University will not issue a degree, transcript or a grade report to any student who has a delinquent account. The student account will be placed on hold until the balance is cleared. A student who has a delinquent account will not be readmitted to the University until all balances due are paid. West Virginia State University reserves the right to turn over delinquent accounts to a collection agency.
The Tax Year 2023 1098-T Statements are available as of January 25, 2024.  

Your 1098-T's can be obtained by:
  • Go to Heartland ECSI 
  • Select "I need my 1098-T Tuition tax Statement"
  • Search for "West Virginia State University" and submit
  • Input your First Name, Last Name, SSN, and Zip Code

Please see our FAQ's about common 1098-T questions: 1098-T Frequently Asked Questions
Parking Permit Costs

Students:
  • Free of Charge - Original Annual Permit
  • $   55 Annual Permit for Second Vehicle
  • $  17  Replacement 
Full-Time Faculty/Staff:
  • $110  Annual Permit
  • $  55  Annual Permit for Second Vehicle
  • $  17  Replacement 
Adjunct Professors:
  • $45  Semester Permit
 The permit sticker allows one vehicle to be parked on campus at a time.

How to Get a Parking Permit:

Please complete the online form below and stop by the Office of Student Accounts located in 117 Ferrell Hall to collect a parking permit. A current state vehicle registration must be attached online to receive a parking permit.  No exceptions.

It is the responsibility of all students and employees parking a vehicle on any WVSU property (on or off-campus) to be knowledgeable of WVSU parking regulations.  Click here for the Traffic and Parking Regulations booklet.   
Where to Park:
Students who choose to park a vehicle at any WVSU location are required to have a parking permit displayed on the vehicle (lower right side of the front windshield) at all times including evenings. With a parking permit, students can park in any general use White lined lots/spaces.

Employees who choose to park a vehicle at any WVSU location are required to have a parking permit displayed on the vehicle (tag hanging on the rear-view mirror) at all times including evenings. With a parking permit, employees can park in any Red lined lots/spaces.

Temporary Parking Pass:
If a student has a current parking permit, but is unable to drive the vehicle that the parking permit sticker is attached to, they can get a temporary pass for the rental or other vehicle they are temporarily driving.  Temporary passes can be issued for up to 5 days.  These temporary passes are available at the Office of Student Accounts at no charge. 

Visitor Parking Pass:  
Visitor parking permits are issued to guests requiring campus access and parking.  A permit can be obtained at the WVSU Visitor Center (located next to the Ferrell House) on Barron Drive. Visitor parking permits must be displayed on the dashboard while the vehicle is on campus, therefore you should return to your vehicle and display the parking pass accordingly.   

Fines:  
WVSU is a permit parking only campus.  As such, if a parking permit is not properly displayed on the vehicle, a ticket will be issued.  The fee structure is as follows:
  • $15  Per parking citation (Handicap parking citations are $100 per violation.)
  • $15 “Boot Fee" (WVSU Department of Public Safety will boot vehicles if unpaid parking tickets exceed $100 or more) 

The penalties of a parking violation applies to all students, staff, faculty, and visitors. No exceptions.
 

Appeals Process:
If anyone receives a parking citation and feels it is in error, they have the option of appealing the citation to the Parking and Appeals Committee for resolution.  To appeal a parking citation, it must be within 30 days of the violation, and all appeals must be filed online through the Campus Safety link.  If anyone has questions concerning the appeals process, he/she may email reginald.patterson@wvstateu.edu.
The YellowJacket Card is the official WVSU ID Card for students and employees. You may visit our office to get your new ID.

As the official ID card, the YellowJacket Card is an identity tool for the safety and security of our campus. It should be in your possession at all times and presented upon request to any University official. The YellowJacket Card is non-transferrable and may not be altered in any way. 

The YellowJacket Card can be used in a variety of ways. Primarily, it serves as your dorm room access and meal plan access at the Dining Hall or other food service locations . Other uses include access to the Drain-Jordan Library as well as various Athletic, Cultural, and Student events. Protect your YellowJacket Card like a credit card. The first YellowJacket Card is free but there will be a charge of $40 for a replacement. 
 
WVSU is proud to offer a variety of meal plans to choose from that will meet your individual appetite and needs. New residential students must submit a 'new student housing application' to select the meal plan. All meal plans are per semester. 

Meal Plans – Residential Students:

All students living on campus are required to purchase a meal plan from one of the options below:
  • Premier, Plus $150 – This meal plan is designed for students who want a meal plan with the greatest value. Enjoy unlimited meals per week offered in the dining hall, Monday - Sunday. Plus, you will receive $150 flex dollars to be used in the retail locations. 
  • The Standard Nineteen, Plus $175 – The 19 meal plan allows students greater flexibility. Enjoy up to 19 meals per week offered in the dining hall, Monday - Sunday. Plus, you will receive $175 flex dollars to be used in our retail locations. 
  • Any Fifteen, Plus $175 – This plan is designed for students with moderate appetites. Enjoy up to 15 meals per week offered in the dining hall, Monday - Sunday. Plus, you will receive $175 flex dollars to be used in the retail locations.
 

Meal Plan – Commuter Students:

This plan is mandatory for commuter students enrolled in atleast 9 credit hours of in-seat instruction.  The plan will be automatically loaded onto your student ID card.  The meal plan is $398 for the year 2023-2024.  

  • Thirty Meals, Plus $150  – Enjoy 30 meals per semester in the dining hall Monday - Sunday. Plus, you will receive $150 flex dollars to be used in our retail locations.  
Meal Plan – Employees:
  • Twenty Five Meals -Enjoy 25 meals that can be used during breakfast and lunch at Goldston Dining Room or as a meal exchange at a retail restaurant location, along with one guest meal. The cost of the plan is $187.50, and plans can be purchased at any time during the school year.

Yellow Jacket Dollars:
  • Yellow Jacket Dollars can be purchased in addition to any of the plans listed above.  Yellow Jacket Dollars give students access to all WVSU dining facilities.  An account can be opened with a minimum deposit of $100.00 by completing this form.

Our Team

Tarah
Tarah Higginbotham
Accounting Assistant
(304)-766-3141
osa@wvstateu.edu
Kai Hao (Kevin)
Kai Hao (Kevin) Cheng
Accountant
(304) 766-3141
kevin.cheng@wvstateu.edu
Michael
Michael McClung
Manager of Business Operations/Student Accounts
(304) 766-3141
michael.mcclung@wvstateu.edu

the specific responsibilities of this department include:

  • Issuing billing statements via electronic billing
  • Ensuring payments and financial aid received are properly
    applied to students in a timely manner
  • Perkins and Institutional loan repayment
  • Refunding overpaid accounts
  • Collection of past due accounts
  • Third Party Application of Payments/Invoicing
  • Issuing Parking Permits
  • Issuing student, staff, and faculty ID's
The staff of the Office of Student Accounts outside Ferrell Hall.

Office of Student Accounts

West Virginia State University
P.O. Box 368
Institute, WV 25112

 
Email  osa@wvstateu.edu
Third Party Email  thirdparty@wvstateu.edu
Phone  (304) 766-3141


 
Office Hours:
Monday – Friday        8:30 a.m. – 4:30 p.m.

Summer Office Hours (May 15 to August 11):
Monday - Friday         8:00 a.m. - 3:30 p.m.


WVSU Balance Payoff FAQ

 

academic Year 2023-2024 
Tuition & Fee Schedule

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