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About > Important Offices & Centers > Business Office > Student Accounts Office

Student Accounts Office

The Student Accounts Office exists to assist students with their account needs throughout their enrollment at Concord University.  The primary function of the Student Accounts Office is to coordinate and maintain all aspects of the student’s financial account including:  issuing eBill statements, confirming attendance, processing payments, maintaining payment plans, and releasing refunds.  

The Summer II 2021 term begins Monday, June 28, 2021.  Please see the 'Paying Your Bill' and 'Confirming Your Attendance' sections for more information.

The Fall 2021 eBills are currently underway.  The Fall 2021 eBills will be sent electronically to all active email accounts on file for the student.  Paper bills are not automatically generated.  Should you require a paper bill, please contact the Student Accounts Office for assistance.  For those participating in pre-registration, payment is due August 13, 2021.  See the 'Paying Your Bill' section for more information.

Attention MSW Students:  DO NOT PURCHASE COURSE MATERIALS! CU and Follett and have you covered!  MSW students enrolled in courses with required materials have been automatically enrolled in the Follett ACCESS program.  More information can be found here.
 
Paying Your Bill

All student accounts must be settled by the first day of each semester.  An account is considered settled when it reflects a zero or credit balance.  This can be achieved by any combination of the following:

  • Paying the bill in full
  • Enrolling in the Monthly Installment Plan
  • Establishing adequate financial aid
  • Arranging for direct billing to your employer

Students whose bills are not settled by the published Last Day to Pay, in the Academic Calendar, may have their registration removed.  Re-enrollment will result in the additional assessment of a reinstatement fee.

Forms of Payment
In addition to the standard forms of payment: cash, checks, and all major credit/debit cards, the Student Accounts Office also accepts online payments, wire transfers (domestic and international), and international payments. 
In-Office Payments
The Student Accounts Office is available to accept in-person payments being made in the form of cash, check and credit/debit cards during regular office hours, 8:30 am to 3:30 pm.  Check payments can also be mailed to Attn: Student Accounts Office, Concord University, P.O. Box 1000, Athens, WV 24712.  Please be sure to include the student ID number on the Memo line.
Online Payments
If you need to make a payment outside of regular office hours or just like the convenience of making online payments, you can do so through the WV State Auditors’ Office’s Online Payments portal.  

Tip:  The first page, or Applicant Page, of the process is referring to the Student. The second page, or Cardholder page, of the process is referring to the individual submitting the payment.
Wire Transfers

Domestic and international wire transfers can be sent to Concord University as follows:

Bank Name: BB&T Bank

Account Name:  State of West Virginia, Office of the State Treasurer

Account Number:  5174294463

ABA/Routing Number:  051503394

Account Address:  322 70th Street SE, Charleston, WV  25304

Swift Code:  BRBTUS33

Reference:  Concord University for {student’s name and ID number}

Failure to include the required reference information could result in the return of the wire to the originating bank.

International Payments
Concord University currently accepts international payments processed through FlyWire.  International students may benefit by using FlyWire over the traditional wire transfer bank-to-bank.  FlyWire typically allows you to pay in your own currency which may reduce the conversion rate and any additional bank service fees that may be charged by the receiving bank for a standard international wire transfer. Please visit FlyWire for more information.
Confirming Your Attendance
Concord University utilizes a Confirmation of Attendance Policy in order to comply with federal regulations regarding disbursements of financial aid funds for enrolled students.  The Student Accounts Office issues electronic requests to the students MyCU email to confirm attendance for the current semester regularly until the confirmation of attendance is completed.  Confirmation of attendance is considered part of the payment process, since financial aid cannot be disbursed until the confirmation of attendance is completed.  As such, the confirmation of attendance is also due to be completed by the payment date established by the University each semester.
Student Refunds

Financial Aid Refunds
When students receive financial aid assistance in excess of their actual charges for a semester, the Student Accounts Office will release a refund to BankMobile on behalf of the student.  Students can receive their financial aid refund from BankMobile under two options:  direct deposit into an existing bank account or open a VIBE checking account through BankMobile.  Students can enroll in BankMobile Disbursements to make or change their preferred refund selection by visiting BankMobile.

Tuition and Fee Refunds
Refunds will be given ONLY upon withdrawal from the institution.  The Student Accounts Office will release any refund to BankMobile on behalf of the student.  All refunds are determined based on the Policy CU-BA-19: Assessment, Payment, and Refund of Fees.  More information can be found by accessing the Academic Catalog and by viewing the full Board of Governors' approved Policy CU-BA-19.

The following benchmark dates for withdrawal periods is being provided for general information only.  Withdrawing can have an academic and financial impact.  All students are strongly encouraged to consult their Academic Advisor, a Financial Aid Advisor, and the Center for Academic and Career Development prior to officially withdrawing.  Veterans should also consult the Veteran Representative and the Certifying Official prior to officially withdrawing.  

Spring 2021
90% Refund:  January 29, 2021
75% Refund: February 15, 2021
70% Refund: February 20, 2021
50% Refund: March 14, 2021
40% Refund: March 24, 2021
0% Refund: March 25, 2021

Summer I 2021
90% Refund:  May 27, 2021
75% Refund: June 1, 2021
70% Refund: June 2, 2021
50% Refund: June 9, 2021
40% Refund: June 12, 2021
0% Refund: June 13, 2021

Summer II 2021
90% Refund:  July 1, 2021
75% Refund: July 7, 2021
70% Refund: July 8, 2021
50% Refund: July 14, 2021
40% Refund: July 16, 2021
0% Refund: July 17, 2021

Fall 2021
90% Refund:  August 26, 2021
75% Refund: September 11, 2021
70% Refund: September 17, 2021
50% Refund: October 8, 2021
40% Refund: October 18, 2021
0% Refund: October 19, 2021

Spring 2022
90% Refund: January 20, 2022
75% Refund: February 5, 2022
70% Refund: February 11, 2022
50% Refund: March 4, 2022
40% Refund: March 23, 2022
0% Refund: March 24, 2022

Pursuant to the Department of Education under Section §668.164(e)(2)(viii) and (f)(4)(v) the following information is being provided regarding the electronic financial aid refund services available at Concord University: BankMobile Contract Page

Tax Information - Form 1098-T
Form 1098-T (Domestic Students only)

The 1098-T Form, is required by the IRS to be provided to all U.S. taxpayers who paid eligible tuition expenses above and beyond any institutional scholarships, grants or other awards, except those that have to be repaid, greater than eligible tuition and fees charged by the University.  Since the form is on a cash basis, all transactions posted during the calendar year are considered when generating the 1098-T form.  Should a transaction be posted for a term that occurred prior the calendar year, those transactions will be displayed as an adjustment.  The chart below illustrates the 1098-T cycle for a typical student beginning in a fall semester.

   
Calendar (Tax) Year 2021 2022 2023 2024 2025
 Enrollment Year Fall 2021 Freshman 2nd year 3rd year 4th year May 2025 Graduate
  Fall 2021 Charges Spring 2022 Payments Spring 2023 Payments Spring 2024 Payments Spring 2025 Payments
  Fall 2021 Payments Summer 2022 Charges Summer 2023 Charges Summer 2024 Charges  
  Spring 2022 Charges Summer 2022 Payments Summer 2023 Payments Summer 2024 Payments  
    Fall 2022 Charges Fall 2023 Charges Fall 2024 Charges  
    Fall 2022 Payments Fall 2023 Payments Fall 2024 Payments  
    Spring 2023 Charges Spring 2024 Charges Spring 2025 Charges  
 
As illustrated, the initial form contains two terms of charges and only one term of payments and the final form contains no charges and the last term of payments.  This cycle will result in lower eligible tuition expenses for the first year, often $0, and a higher eligible tuition expense in the final year.  Keep in mind, this is a general view of the process.  If for any reason, the student does not make payments as scheduled or participate in the ability to pre-register for courses, the terms included in form 1098-T could vary as a result. 
 
What are you required to do with form 1098-T?
As a general rule, if you are issued a Form 1098-T, you may be eligible for a tax deduction when filling your federal tax return with the IRS (www.irs.gov).  Form 1098-T is designed for tax deduction purposes only, and not for the calculation of any educational tax credits.  Typically, documentation necessary for tax credits are available in the student’s MyCU account under Account Summary by Term.  Should you have any questions about your legal requirements, you should contact either the IRS or a tax professional.  The University can only guarantee the accuracy of Form 1098-T.  The student’s requirements for the proper reporting of Form 1098-T is a legal tax matter and the University cannot provide tax advice. 

How do you receive form 1098-T?
Concord University has partnered with ECSI/Heartland, offering you the opportunity to receive your 1098-T Tuition Statement electronically this year. If you would like to receive your  Form 1098-T electronically, please give your consent by following the link provided below and following the step by step instructions. 1098-T’s will be provided by the end of January 2021. If electronic consent is not received by January 1, 2021, the 1098-T will be mailed to the current address on file.

1098-T Electronic Consent:  https://heartland.ecsi.net/index.main.html#/access/eConsent
 
The benefits to receiving electronic notification are: 
  • Online delivery provides access to the form 1098-T earlier than the traditional mailing process.
  • Online delivery eliminates the chance that the 1098-T will get lost, misdirected or delayed during delivery, or misplaced once the student receives it.
  • Signing up for online delivery is easy and secure.
  • Students can receive their 1098-T form while traveling or away from their home address.
Tax Information - Form 1042-S
Form 1042-S (International Students only)

Form 1042-S is required by the IRS to be provided to all non-resident aliens who receive institutional scholarships, grants or other awards greater than assessed eligible tuition and fees charged by the University.  Since the form is on a calendar basis, all terms within the calendar year are considered when generating the 1042-S form.  The chart below illustrates the 1042-S cycle for a typical student beginning in a fall semester.
 
 Calendar (Tax) Year 2021 2022 2023 2024 2025
  Enrollment Year Fall 2021 Freshman 2nd year 3rd year 4th year May 2025 Graduate
  Fall 2021 Charges Spring 2022 Charges Spring 2023 Charges Spring 2024 Charges Spring 2025 Charges
  Fall 2021 Payments Spring 2022 Payments Spring 2023 Payments Spring 2024 Payments Spring 2025 Payments
    Summer 2022 Charges Summer 2023 Charges Summer 2024 Charges  
    Summer 2022 Payments Summer 2023 Payments Summer 2024 Payments  
    Fall 2022 Charges Fall 2023 Charges Fall 2024 Charges  
    Fall 2022 Payments Fall 2023 Payments Fall 2024 Payments  
 
Keep in mind, this is a general view of the process.  If for any reason the student does not make payments as scheduled, the terms included in Form 1042-S could vary as a result. 
 
What are you required to do with Form 1042-S?
As a general rule, if you are issued a Form 1042-S, you are required to file a tax return, Form 1040NR, with the IRS (www.irs.gov).  You may be entitled to a full or partial refund of the funds withheld from your institutional scholarships as listed box 7a.   Should you have any questions about your legal requirements, you should contact either the IRS or a tax professional.  The University can only guarantee the accuracy of Form 1042-S.  The student’s requirements for the proper reporting of Form 1042-S is a legal tax matter and the University cannot provide tax advice. 

How do you receive Form 1042-S?
All 1042-S forms will be distributed by February 28th of the following year (i.e. February 28, 2021 for the 2020 calendar year).  The forms will be mailed to the home address on file at the time of distribution.

Are exemptions available?
IRS Publication 515 requires United States payers (i.e. the University) to assess a 14% withholding to any taxable scholarship income for non-resident aliens.  For more information about what portion of scholarships (Code 16) may be taxable and/or to determine if you are eligible to claim an exemption based on an eligible tax treaty, please visit https://www.irs.gov/pub/irs-utl/Tax_Treaty_Table_2.pdf.  The withholding can only be waived if the Student Accounts Office is provided a completed Form W-8BEN or Form 8233 based on an eligible tax treaty for each calendar year enrolled.
 

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