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.
Financial Aid Policies & Billing Practices
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 ensure availability of funds. Prospective students may call the Office of Financial Assistance if they need appropriate forms or more information.
The aid package you receive is based on information currently on file with the Office of Financial Assistance. If any of the following occurs, your aid package will be revised and/or nullified:
1. Change or reduce semester hours
2. Change housing status and/or meal plan
3. Receive grants, scholarships, or other aid from any source not on file with the Office of Financial Assistance
4. Not maintaining Satisfactory Academic Progress as defined by Federal Financial Aid regulations. See the Office of Financial Assistance or log on to www.uiw.edu and go to the financial assistance web page for more details.
Please check with the Office of Financial Assistance for these or other changes as they might have a serious impact on the aid you receive.
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 Policy
1. Payment arrangements must be finalized by the eighth calendar day from the first class day of the semester.
2. ALL FEES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
3. Students who have not met their total financial obligations to the University will not be permitted to enroll for a subsequent academic term.
4. 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.
5. Students must pay their financial obligation in full to the University to have diplomas and transcripts released. In addition, if payment is not made in full, students maybe prohibited from participating in the graduation ceremony.
6. The student agrees to assume liability for any debt incurred during his/her attendance at the University. In the event of a delinquency or default, the student will pay all reasonable costsof collection including but not limited to attorney fees and necessary court costs.
The University does not send out paper bills; all bills are available online through the MyWord portal. The bill will serve as a full accounting of the student account activity for the period. Each student must review their bill promptly and notify the Business Office immediately (busad@uiwtx.edu or 210-829-6043) of any errors or omissions on the bill.
Students should report any disputed items to the Business Office within 60 days after the disputed items appears on the student's statement. If the student fails to report a disputed item, he/she may not claim any liability on the part of the University in connection with the University handling of the item (items) in dispute.
Account Statements and Disputes
The University will notify the student that an electronic bill/statement is available to view. The bill/statement will serve as a full accounting of the student account activity for the period. Each student should review their bill/statement regularly and notify the Business Office of any errors or omissions in the statement.
Report any disputed items to the Business Office within 60 days after the disputed items appears on the student's statement. If the student fails to report a disputed item, he/she may not claim any liability on the part of the University in connection with the University handling of the item (items) in dispute. Before the University will consider making a refund or credit to the student because of a claimed discrepancy, the student must give the University a written statement identifying the concerns; the request will require the student name, student ID, term (fall, spring, summer).
Returned Items/Insufficient Funds
When the bank for whatever reason returns a check, a $30 nonrefundable returned check service charge is assessed. The student is given ten days from the date of notice to make full payment by cash, money order/cashier's check, or credit/bank card. The University reserves the right to refuse payment by personal checks for future payments. Returned checks not paid will be submitted for collections.
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 AND MAY CAUSE AID TO BE PULLED FROM YOUR ACCOUNT AND RETURNED TO ITS SOURCE ACCORDING TO RETURN OF TITLE IV REGULATIONS.
Students will be refunded tuition and fee charges at 100% or 0% based on the last day for 100% withdrawal, as outlined in the Academic Calendar. If students have received federal aid during the semester and withdraw or stop attending from all courses before the end of the semester, the Office of Financial Assistance will return the unearned portion of federal aid funds disbursed based on the guidelines established by the Department of Education.
Please see the Academic Calendar for the specific 100% drop dates for each individual semester or term.
Resident Meal Plans: The unused portion of a meal plan purchased in the summer and fall term may be used in the following spring term. 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 the University, the lesser of the unused portion or prorated amount of the meal plan will be credited to the student's account. Please see the Return of Title IV Funds policy below.
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 fromUIW 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 percentageof 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 http://www.uiw.edu/finaid/.sap.html.
The amounts owed for a Title IV return will be refunded to their sources in the following order:
- Unsubsidized Direct Stafford Loans
- Subsidized Direct Stafford Loans
- Federal Perkins Loans
- Direct PLUS loan for Graduate Students
- Direct Parent PLUS Loans
- Federal PELL Grant
- Federal SEOG Grant
- Federal TEACH Program
- Iraq/Afghanistan Service Grant
- Other Title IV Assistance
- State, Private and Institutional Aid
- Student Payments, Parent Payments
A student who withdraws and has received financial assistance must complete an exit counseling session. The student may fulfill this requirement by logging on to http://www.uiw.edu/finaid/exit.html or visiting the Office of Financial Assistance for a counseling session.
In addition, if students received an institutional loan such as Perkins, Ralston, Nursing, or Faculty Nursing and are not planning on attending the forthcoming semester or are planning to graduate, these students are required to complete an electronic exit interview at www.uasexit.com. Please call the Business Office at (210) 829-6084 if you have any questions or to receive instructions on completing an exit interview.
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, state, or private source regulations.
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 part-time/full-time undergraduate or graduate students who qualify, such as theActive DutyMilitary and their dependents, Civilian Department of Defense Employees (no dependents), Retired Military (no dependents), UIW/SAHS/IWHS Employees and their dependents, and University Senior Preparatory Program.
Military & Civilian Department of Defense discounts apply to any student enrolled with the Main Campus. Those students eligible areactive dutymilitary with or without a Tuition Assistance Form and their dependents, civilian Department of Defense employees (no dependents), and retired military (no dependents). Those students receive the same percentage as a main campus graduate student. The discount will be applied to tuition only and any other fees associated with enrollment will be the responsibility of the student. Discounts are not applicable to students for whom 100% tuition is paid by any third-party payer. Discounts may be reversed if payment is received after discount(s) are applied. The Business Office and Office of Financial Assistance determine eligibility. Refer to the University Payment Policy (p. 10) located under the Tuition and Financial Regulations. Discounts may vary betweenUniversityprograms (Main Campus, or School of Professional Studies).
It is the responsibility of the student to present their valid identification or current military identification along with any Tuition Assistance Forms to the Business Office within the specified dated as published by the University course schedule. Those courses pertaining to the School of Professional Studies and mini semesters have ten days from the first day of the respective term (Mini I and/or II) to submit a valid identification, application and/or TA form(s) to qualify for (10) the 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 (for at least 75% of the time) as faculty, administrator, or staff. Employees may receive tuition remission for themselves for undergraduate and/or graduate classes, and for dependents (defined in the Administrator/Staff Guidelines) for undergraduate classes taken at UIW per the guidelines listed in the UIW/IWHS/SACHS Administrator/Staff Guidelines & Faculty Handbook. Employee tuition waiverforms 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 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 ( p.2) located underthe Tuition and Financial Regulations of this catalog.
University Preparatory Program discounts applies to Junior and Senior Incarnate Word High School (IWHS) and St. Anthony Catholic High School (SACHS) students. The direct cost to all participants inthe HighSchool/University Program varies according to the number of hours for which the student is enrolled at the University of the Incarnate Word. Students selected for this program from IWHS/SACHS will receive tuition discounts resulting in a percentage reduction inUniversitytuition. In addition, they will receive a percentage discount on their high school tuition for each three (3) hour course they take at the University each semester. Discount applies to part-time status 1-9hours,no discounts will be granted for a full-time status 12+ hours (Banded Tuition). The discount will be applied to tuition only and any other fees associated with enrollment will be the responsibility of the student. For further information, please contact the respectiveHigh School Business Office (IWHS (210) 829-3115 or SACHS (210) 832-5639). 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. Applicationsfor 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 discounts 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 Schedule of Classes. 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) or professional degree (Pharmacy, Optometry, Physical Therapy, Osteopathic Medicine) are not eligible for these discounts, regardless if enrolled in a graduate level course.
Your student financial assistance award may be adjusted without notice due to receiving such discount(s).
All discounts are subject to change without notice.