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Departmental Charges

If a department is having difficulty in collecting debts, or does not wish to collect the debts, they may request that Student Account Services bill and collect the charge(s) on behalf of the department (except Parking & Transit). Student Account Services should receive these charges within four months from the original sale/service date. The Student Financials System accepts students (past and present), faculty, staff, and non-university accounts with a social security number (provided by the department) or non-university accounts without a social security number. Student Account Services will bill and attempt to collect the debt first then will send the debt to collection agencies as needed. In the event the debt is uncollectible, the debt will be written-off after five years. The department must retain back-up documentation for the debt.

To turn accounts over to Student Account Services for further collections, the department should send a list containing: name, amount of charge, student ID number and/or social security number (SSN), address, and department income number (org, fund, account code) to be credited. If the debtor does not have an ID or SSN, please enter "No ID/SSN found".

Payments collected are credited to the income account set by the department. If no payment or response is received from the billings, the account is reviewed for referral to a commercial collection agency and to either the Kansas Department of Administration Setoff Program or the Board of Regents Setoff. The State Setoff Program will initiate procedures to match the debts against state warrants issued to the debtor. Debtor accounts for current University employees are referred to Regents Setoff instead of to the State Setoff Program. Debts are then deducted from employee pay. If the collection agency or the State Setoff Program is able to collect the debt, the University department's account is credited with the amount of collection and charged with a collection fee for the services of the agency.

Management reports are made available to the departments that use the Student Financials System for record keeping on these accounts. These reports are generated daily for those accounts with activity. Departments may be charged a portion of the cost of operating the Student Financials System if use contributes significantly to the cost of operating the system. Once an account is turned over to Student Account Services for collection, the department should no longer include these amounts in their monthly summary report totals on accounts receivables.

Departments are allowed to make adjustments to an account if necessary.  Documentation is submitted to Student Account Services including: name, student ID number/or SSN, date, reason, amount, department name, department income account number, and name of the person authorizing the adjustment.

A department may not write-off any accounts receivable without first sending charges to Student Account Services for collection. The request to write-off accounts will be submitted by Student Account Services when the debt is five years old, there has been no activity in the account for five years, and the debtor is not enrolled at The University of Kansas. The department must keep back up documentation for five years after the write off accounts are accepted by the State (approximately June of each year). For additional information, contact Student Account Services at 864-3322.

Departmental Charges (pdf)


Contact Information

KU Student Account Services
1450 Jayhawk Blvd., #23
Lawrence, KS 66045
stu.account@ku.edu
785-864-3322

What would you like to do?

How do I view my bill?

The University of Kansas does not mail paper invoices; instead you’ll be notified by email that a new eBill has been generated.  To obtain your eBill, login to Enroll & Pay then select:  Campus Finances >  View/Print Bill.

What are my payment options?

  • PAY ONLINE through Enroll & Pay with eCheck or credit card (VISA, MasterCard, Discover, or American Express)
  • Mail in a personal check, bank draft or money order to the above address.
  • Pay in person with check or money order to our Cashiers in #23 Strong Hall

How do I sign up for direct deposit?

Sign up through Enroll & Pay at:  Campus Finances > Direct Deposit for Refunds;  OR fill out a Direct Deposit Authorization Form (pdf) and bring it to Student Account Services.

What if I want to appeal a late fee?

Go to the KU Registrar’s home page and complete an online Fee Petition under the “Tuition & Fees” link

How do I access my 1098-T tax form?

In Enroll & Pay go to: Campus Finances, then “View 1098-T”.  The first time you retrieve a 1098-T electronically, you (or your student) need to read the 1098-T consent agreement, then click the green “submit” button.

To Do Checklist
  • Sign up for Direct Deposit. This is University policy. Not signing up for direct deposit will cause your refund to be delayed.
  • Set up parents, guardians, or significant others as delegates. Delegates will have access to designated information in your account. Setting up delegates allows KU to discuss your account with designated individuals. 
  • Set up payment delegates in TouchNet. This will allow delegates to make payments on your student account.
  • Provide your Social Security number to the Registrar's office for 1098-T reporting. Failure to do so may result in a fee assessed to you by the IRS.
  • Keep your contact information updated in Enroll & Pay. This can be done in the Student Center in the Personal Information section.
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