Student Payment Policies
Financial Aid and Payments
The University of the Incarnate Word has developed a program of financial assistance that enables you to obtain the small class environment, personalized instruction, and quality academic programs that distinguish us as a private university.
The primary purpose of student financial assistance is to provide resources to students who would otherwise be unable to pursue a post-secondary education. Financial assistance programs are designed to supplement a family’s efforts to meet educational costs. The financial assistance philosophy at UIW is to meet the direct costs or financial need of all eligible students until funds are exhausted.
To be considered for most types of financial assistance at UIW, a student must complete a Free Application for Federal Student Aid (FAFSA), a University of the Incarnate Word Student Information Form, and other documents as required by the office of Financial Assistance for every year that you want to be considered. A student must also be accepted by UIW and be enrolled in a degree-seeking program. In most cases, only students who are citizens or eligible non-citizens can apply for financial assistance.
Students applying for financial assistance are considered for all programs for which they are eligible, including federal, state and institutional programs. Financial Assistance is awarded on a first come, first serve basis (April 1st priority deadline); therefore, it is important to begin the application process as early as possible. Copies of the FAFSA and the Student Information forms may be obtained at the Office of Financial Assistance, located on the bottom floor of the Administration Building (below the Chapel) on main campus.
Non-degree status: Students with non-degree status are not eligible for financial aid.
Important Notes about Financial Aid policies & Billing Practices
The aid package you receive is based on information currently on file with the Financial Assistance Office. Your aid package will be revised and/or nullified if you:
- Change or reduce semester hours;
- Drop housing status and/or meal plan;
- Receive grants, scholarships, or other aid from any source not on file with the Office of Financial Assistance;
- Do not maintain satisfactory academic progress as defined by Federal Financial Aid regulations. Stop by the Office of Financial Assistance or visit www.uiw.edu and go to the financial assistance web page for more details.
Please check with the Office of Financial Assistance about the impact of these or other changes as they might have a serious impact on the aid you receive.
It is the responsibility of the student to apply for financial aid every award year. The University does not arrange financial aid for the student. It is the student and his/her family who must apply using the appropriate form(s) to receive consideration for financial aid, whether offered by a federal agency or a lending institution. Applications for financial assistance should normally be submitted by the student prior to the April 1 priority deadline for the coming school year in order to insure availability of funds. Prospective students may call the Office of Financial Assistance if they need appropriate forms or more information.
Payment Policy
- Tuition is due on the first day of class or payment plan must be finalized by the 100% drop date (refer to academic calendar for dates).
- Students who have not met their total financial obligations to UIW will not be permitted to enroll for a subsequent academic term and current registration is subject to cancellation.
- Withdrawal without proper notice entails failure in all courses for the semester, and the student is held liable for the full payment of tuition, fees and other charges.
- Students must pay their financial obligation to UIW to have diplomas and transcripts released.
- In addition, if payment is not made in full, students may be prohibited from participating in the graduation ceremony.
- The student agrees to assume liability for any debt incurred during his/her attendance at UIW.
- In the event of a delinquency or default, the student will pay all reasonable costs of collection including but not limited to attorney fees and necessary court costs.
- ALL FEES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
Payment Options
In addition to Financial Assistance and Work-Study programs, UIW accepts cash, *check, and credit cards for payment of tuition and fees. Payments sent by mail should be forwarded to: UIW Business Office, 4301 Broadway, CPO 291, San Antonio, Texas 78209. All checks must include the student’s name, account number, and specific term to insure proper credit to account. *Drop Box located next to Room 190 in Administration Building. Credit cards accepted are: MasterCard, Visa, American Express, and Discover.
Secured Web payments for tuition and fees are accepted with your UIW pin number. UIW offers students the option to pay their student accounts via the UIW ePayment Center, accessible through the MyWord portal. Username for the MyWord portal is the prefix to the students UIW email; password is the same as the UIW email password. For BannerWeb, if you have already been issued a PIN number you may use this same number to gain access to this screen. Students with no PIN number should contact the Registrar’s Office at (210) 829-6006.
The UIW Tuition Payment Plan offers students a way to divide their payments into installments. It is the responsibility of the student to enroll in a payment plan each semester. Failure to remit these payments may result in withholding of credits, transcripts, diplomas, and a late payment fee each month for not submitting tuition payments as agreed. However, this will not exempt students from liability for those charges. Enrollment into the UIW Tuition Payment Plan may include an application fee. Students may access the UIW ePayment Center to enroll in a payment plan. For additional information, direct your browser to http://www.uiw.edu/busoff/, visit the Business Office, or call (210) 826-6043.
Account Statements and Disputes
The University of the Incarnate Word will send each student a statement of the student account on a monthly basis through the ePayment Center (a notification advising that your bill is available will be sent via Cardinal email). The statement will serve as a full accounting of the student account activity for the period. Each student must review the statement promptly and notify the Business Office immediately at the telephone number or address provided on the statement of any errors or omissions in the statement. If any student does not receive a statement when it is due, the student should notify the Business Office promptly. Students are responsible for providing UIW with the most current address and telephone number.
Any student must report any disputed item to the Business Office within 60 days after the disputed item appears on the student’s statement. If the student fails to report a disputed item, he or she may not claim any liability on the part of UIW in connection with university handling of the item in dispute. Before the university will consider making a refund or credit to the student because of a claimed discrepancy, the student must give UIW a written statement containing any reasonable information UIW may require (i.e. name, Student ID number, term and discrepancy).
Returned Items/Insufficient Funds
When the bank for any reason returns a check, a nonrefundable returned check service charge is assessed. The student is given 10 days from the date of notice to make full payment by cash, money order or cashier’s check. Once the student has had returned checks, UIW reserves the right not to accept any personal checks from the student for future payments. Returned checks not paid will be submitted for collection.
Late Disbursement of Federal Loans and Grants, Private or State Financial Aid:
The Office of Financial Assistance will determine the amounts to be credited to the student’s account prior to the refund calculation based on federal or state regulations or private source regulations.
Appeals to Refund Policy
Contact the Business Office for exceptions to the withdrawal and refund policy due to medical or other extenuating circumstances.
Withdrawals and Refunds
Refunds will be determined after the 100% drop date has ended, after funds are disbursed to your account, or 14 days after the first day of class for the current semester, whichever is later. All refunds are mailed to the primary residence address on file or you may submit an authorization for direct deposit (forms are available online at the Business Office webpage).
A student’s withdrawal from the university will be considered as occurring the day she or he submits a completed official withdrawal form to the Office of Graduate Studies. Forms for adding or dropping courses are available in the Registrar’s Office or online. Notice to an instructor or any other office does not cancel registration or a student’s contract with the Business Office.
WITHDRAWAL WITHOUT PROPER NOTICE ENTAILS FAILURE IN ALL COURSES FOR THE SEMESTER AND LIABILITY FOR FULL PAYMENT OF ALL TUITION, FEES, AND OTHER CHARGES.
Students who withdraw during the 100% refund period of the term will receive a 100% refund of tuition and fees. All aid received will be canceled and returned to its source. After the 100% drop date, there is no refund of tuition and fees, and students who have received Title IV funding may be subject to an additional reduction of aid funds. Please see the Academic Calendar for a schedule of specific refund dates.
Funds Not Yet Received at the Time of Withdrawal
If a student withdraws before federal funds are received and/or disbursed, the Office of Financial Assistance will determine the amount(s) to be returned according to each funding source guideline. The Office of Financial Assistance will notify the student and the Business Office of any changes. A student receiving financial assistance should meet with a financial aid counselor before withdrawing or reducing hours to determine the impact on the student’s award.
Return of Title IV Funds
As a requirement set forth by the Department of Education, the Office of Financial Assistance is required to return a percentage of Federal Financial Aid that was disbursed to students who have completely withdrawn from UIW or have stopped attending all classes (unofficial withdrawal). The amount of aid returned is determined by the following formula:
Number of days attended / Total days in the semester = % of aid “earned.”
Any aid above and beyond this amount must be returned to its source. Additionally, if you receive a partial or full refund of tuition and fees, any State or Institutional grants must be reduced by the percentage of refund you received. Please call the office of Financial Assistance at (210) 829-6008 if you have any questions about the effect of a withdrawal on your financial aid.
Please remember that withdrawals affect your future status of Satisfactory Academic Progress. For more information about Satisfactory Academic Progress, please see A Student Guide to Financial Assistance at UIW, available here, http://www.uiw.edu/finaid/documents/ofa_assistance_guide4.pdf, or the Satisfactory Academic Progress Policy available here: http://uiw.edu/finaid/documents/1516_sap_policy.pdf
The amounts owed for a Title IV return will be refunded to their sources in the following order:
Unsubsidized Federal Stafford Loans
Subsidized Federal Stafford Loans
Unsubsidized Direct Stafford Loans
Subsidized Direct Stafford Loans
Federal Perkins Loans
Federal PLUS loan for Graduate Students
Direct PLUS loan for Graduate Students
Federal Parent PLUS Loans
Direct Parent PLUS Loans
Federal PELL Grants
Federal Academic Competitiveness Grant
Federal National SMART Grant
Federal SEOG Grants
Federal TEACH Grants
State, Private and Institutional Aid
Student Payments
Parent Payments
Students who withdraw and have received financial assistance must complete an exit counseling session. This requirement can be fulfilled at https://studentloans.gov/myDirectLoan/index.action; students log in to their account and select the “Complete Exit Counseling” link. In addition, students who received an institutional loan such as Perkins, Ralston, Nursing, or Faculty Nursing, and are not planning to attend the forthcoming semester, or are planning to graduate, are required to complete an electronic exit interview. Please call the Business Office at (210) 829-6084 if you have any questions.
Meal Plans
The unused portion of a meal plan purchased in the summer or fall terms may be used in the following spring term, but unused meal points at the end of the spring semester are forfeited and not refundable. Meal plans are not transferable. When a resident student withdraws from UIW, the lesser of the unused portion or prorated amount of the meal plan will be credited to the student’s account.
Examples of refund calculations are available in the Business Office.
Tuition Discounts
Military Discount (see Military Student Policies and Resources section)
UIW Employee Discount
Tuition discounts are available for any individual who is employed at the University of the Incarnate Word, Incarnate Word High School or St. Anthony Catholic High School on a regular, full-time employment agreement (at least 75% of the time) as a faculty, administrator or staff. Employees may receive tuition remission for themselves for undergraduate and/or graduate classes taken at UIW per the guidelines listed in the UIW/IWHS/SACHS Administrator/Staff Guidelines and the Faculty Handbook. Employee tuition waiver forms are available through the Human Resources Office. According to the Administrative/Staff Guidelines, the deadline for submission of Employee Tuition Waiver forms is 14 calendar days after the last day to add a course for the term. For further information, please contact the Human Resources Office at (210) 829-6019. The discount will be applied to tuition only and any other fees associated with enrollment will be the responsibility of the student. Refer to the University Payment Policy located under the Tuition and Financial Regulations.
It is the responsibility of the student to apply for tuition discounts. The student and his/her family must apply using the appropriate application form(s) and provide all necessary information to complete each application (i.e., valid identification(s), tuition assistance form(s)) to receive consideration for these discounts. Applications for these tuition discounts should be submitted to the respective departments or the Business Office according to the deadlines posted in each respective semester schedule of classes. No discount(s) will be applied after the deadline indicated in the semester schedule of classes.
All discounts will be evaluated and assessed to the student account after the last day to add and drop a course for the respective term or within stated deadline outlined in the published Course Schedule. In order to continue receiving the discount, the student is responsible for submitting a new application and required information to complete the application each session (fall, spring, summer). Prospective students may call the Business Office at (210) 829-6043 if they need appropriate forms or more information.
Students pursuing a doctorate (PhD) are not eligible for tuition discounts, regardless if enrolled in a graduate level course. Your student financial aid award may be adjusted without notice due to receiving such discount(s).
All discounts are subject to change without notice.