Campus Fee

Approval Date: August 3, 2018
Effective Date:August 3, 2018

Campus Fee Form (Download file and save to your computer to use the fillable form feature)

Campus Fee Approval Procedures

Campus Fees are defined as charges in addition to the regular instruction fee (tuition), special course fees and segregated fees. These fees are assessed to students if the campus fee has been approved by the Department Dean/Director, the Bursar/Controller, and the Vice Chancellor Finance and Administration.

This fee is requested to reimburse a charge that has been incurred. Fees should be based on the actual cost.

Specific detail in the request for the fee should include why the fee needs to be charged and a calculation of how the fee was determined.

Examples of campus fees include athletic team travel, pre-season camps, clothing, athletic performance fee, textbook fines, equipment loss fees, etc.

The Department requesting the fee needs to maintain documentation supporting of the amount of the fee.  Invoices or other supporting documents are acceptable.

All campus fees for a particular term/session must be approved prior to the first tuition calculation for that term/session. To allow processing time, the following due dates have been set and need to be adhered to:

 

Fall - July 15th
J-Term - November 1st
Spring - December 15th
Summer - April 15th

The procedures to complete the form are:

1. A Request for Approval of Campus Fee Form must be completed for each fee to be charged to a student's account.
    
2. If there is ANY change from the original request, a new request must be processed.
    
3. The completed form should be forwarded to the Department Dean/Director for approval.
   a.  If denied, the request is returned to the person submitting the form.
   b.  If approved, the request is forwarded to the Bursar/Controller.
    
4. The Bursar/Controller receives the approved Request for Approval Campus Fee Form.
   a.  If denied, the request is returned to the Department Dean/Director.
   b.  If approved, the request is forwarded to the Vice Chancellor for Finance and Administration.
    
5. The Vice Chancellor for Finance and Administration receives the approved Request for Approval of Campus Fee Form.
   a.  If denied, the request is returned to the Department Dean/Director.
   b.  If approved, the request is forwarded to the Student Billing Office.
   c.  The Student Billing Office will code the request and update the eSIS system.
   d.  The Student Billing Office will maintain a spreadsheet on file of all Campus Fees.
6. Refunds: The student may appeal to the Department contact and obtain written documentation from the Department contact granting a campus fee refund. This documentation must be sent to the Student Billing Office for processing.
    
7. The Student Billing Office will request the Department to email a file of charges to billing@uwrf.edu. The file must be an Excel spreadsheet and must include the student ID#, name and the amount to be charged to each student. See format below.
   
   ID#, Amount, Last Name, First Name
   
   The Department must verify that the student ID# matches the name before emailing it to the Student Billing Office.
   
   a.  Once the file is posted, the Student Billing Office will send the contact person a file of what has been posted to accounts.
   b.  The contact person must verify and reconcile against their records to make sure each student has been charged correctly.  If any errors are identified, the Student Billing Office should be contacted immediately.