»Student Accounts: Frequently Asked Questions

Tuition bills cannot be generated until a student is registered for classes.  Returning students who register during the priority registration period can expect their Fall bills to be generated June 30, Spring bills November 30, Summer around April 30.  Students registering after those billing dates won’t be billed until the end of the month during which they enroll and should check immediately with the Business Office for payment details.

Yes, please click on this link for Payment Plan details.

Payment in full or the first payment of the Payment Plan for the Fall semester is due no later than July 31 of each year, or the date of registration, whichever is later.

Payment in full or the first payment of the Payment Plan for the Spring semester is due no later than December 31 of each year, or the date of registration, whichever is later.

Payment in full for Interterm is due December 31 or the date of registration, whichever is later.

The eBill notification is the monthly email sent to the student’s Chapman University email address reporting that the latest eBill is available to view online. 

Parents and other responsible parties will not receive notices or have access to eBills unless the student sets them up as authorized users in the eBill website. 

Please click on this link to access tutorials for viewing bills.

Information is secure and access is available 24/7.  You can view or print previous statements for up to 6 months. 

Monthly statements are available to view sooner than waiting for a paper bill.

The ebill notification provides the link for accessing the billing website and provides a summary of the student account status.

The eBill, or statement will report the activity from the most recent month, report any pending financial aid, and calculate the balance due and outline the Payment Plan amounts/due dates for those opting to use the Payment Plan.  To access this information, click on eBill on the menu bar when in the eBill website.

View Account Activity reports all historical activity as well as real-time transactions on the student account.

The preferred methods of payment are via ePay, the secure online payment gateway offered through our online billing servicer, or by wire transfer.  Click here for tutorials for making online payments .

Wire transfer information is on the Student Business Services page under Making a Payment.

Payment can be submitted in person at the Cashier’s Office in the Bhathal Student Services building or by mail to:  Chapman University, Cashier’s Office, One University Drive, Orange, CA 92866. If mailing a payment please include your student ID number on your check or money order you mail to the Cashier's Office.

Accepted forms of payment are cash and checks or money orders payable to Chapman University.  Credit cards are not accepted for tuition payments but can be used to purchase commuter meal plans, establish declining balance accounts, pay for transcripts, replacement ID cards, etc.  Visa, MasterCard and Discover Cards are accepted.

A hold can be placed on your records by departments to ensure that the student complies with a university or federal regulation.  A hold can prevent a student from registering for a future term, or obtaining a transcript, diploma or other university services. You can view your holds in Webadvisor.  If you have a hold, please contact the department(s) for further assistance. 

• Academic Advising – usually regarding an academic requirement.
• Student Health Services – usually for missing health records.
• Financial Aid Office – usually for failure to complete the exit interview required of students who received federal loans while in attendance.
• Dean’s Office – usually for failure to resolve conduct issues.
• Business Office – can be for missing forms (Tuition and Fee Master Payment Contract and/or annual Interest Disclosure Statement) past due payments, expected financial aid not received, excessive fines, etc.

The Tuition and Fee Master Payment Contract is required of all students and notifies students and authorized payers of their rights and responsibilities regarding the tuition account.  The Third Party Sections allow you to list those parties (parents, relatives, guardians, etc.) with whom you authorize the Business Office to discuss your tuition account details. Please click here to download a copy of the contract.

Because Chapman charges interest on the Payment Plan and unpaid balances, federal regulations require full disclosure of the policy.  All students are required to sign this form annually acknowledging receipt of this information.  Please click here to download a copy of the form.

Student Loans, grants and most scholarships are disbursed within the first two weeks of the semester if the student meets all eligibility criteria (i.e. enrolled in the correct number and/or type of units) and has completed all required paperwork to secure these funds.  PELL and CAL Grants are not disbursed until after the end of the second week.  Students expecting a refund can come to the Business Office to charge commuter meal plans, declining balance deposits, and purchases from the Bookstore (go to the Bookstore first to determine how much you need) against the pending credit prior to receipt of the aid if the aid can be confirmed .  After the aid is applied to your tuition account you can request a refund of any credit balance. 

To see if your funds are available, log into Webadvisor and select Make a Payment/View Monthly Statement.  On the next page, if the amount next to the word STAR in the red box has a minus (-) sign, check with the Business Office to request your refund.

Refunds can be requested with the Business Office in person or by emailing your Student Account Advisor from your Chapman email address.

If a hold exits on the student account, it must be resolved before the refund can be issued.

If the refund is caused by the PLUS loan, parent permission to release the credit balance to the student is required.  Please click on the link to download the Parent Plus authorization release form.

If a refund has been issued and new charges are later added, it is the responsibility of the student to make sure payment is made.

Chapman will report to the IRS required information about students who were billed for at least one credit hour in any semester of a tax year.  As required by law, 1098-T statements will be mailed by January 31^st of the following year.  If you were not billed tuition and fees for the preceding year, you will NOT receive a 1098-T.  A 1098-T form is mailed to students with a valid social security number on file.  If you did not receive a 1098-T but feel you should have one, please contact Student Business Services.

Most charges that a student incurs on campus will be reflected on the student account. 

These charges include but are not limited to:

Fines owed to the Library or Film/TV Gold Room are charged to the tuition account if not paid to the respective department upon notice.

Please note that the bookstore is a separate entity.  Therefore, charges for textbooks will not be applied to the student account.

A.W.G. Dewar Inc. offers students and parents a tuition insurance policy which would guarantee a refund of all moneys paid to the university in the event that a student suffers a serious illness or accident and must withdraw from the university before the semester is completed. This elective plan covers tuition, fees and on campus housing.  The cost is approximately 1% of the annual cost. You must apply for this coverage directly with A.W.G. Dewar Inc. prior to the first day of classes. Forms are available in the Business Office or DEWAR online.

The city of Orange has stringent parking restrictions, and parking on city streets can result in a parking citation.  If you do not have a vehicle, walk or use public transportation, you can apply for/renew a parking waiver by the end of the second week of the Fall semester.  Log into Webadvisor, and select Vehicle Registration to complete the waiver request.

The monthly statement (eBill from the menu bar in the billing website) will report the month’s activity, Pending Financial Aid if any, and the Account Balance After Pending Financial Aid.  This is the balance due to pay the account in full.  For those using the Payment Plan, the installment amounts (interest added after the semester starts) and due dates are listed under Payment Schedule Due Dates.  Any Past Due amount is added to the next installment amount due and reported as the Minimum Payment Due for the upcoming due date.

The deadlines to drop a class (so that it doesn’t appear on your transcript) and withdraw from a class are academic deadlines and do not affect the refund policy.

Students can change their meal plan with the Student Business Services Office within the first 3 weeks of the semester via email or in person.

Commuter meal plans are purchased with the Cashier in the Bhathal Student Services Building using cash, check, credit card or money order or can be charged against student account credit balances. All commuter meal plans expire at the end of the Spring semester each year.

The declining balance account is established by submitting payment to the Cashier’s Office or transferring funds from a credit balance on the student account.  The funds are accessed using the student ID card and can be used in the Bookstore, for laundry money, print credits, library fines and in lieu of Panther Bucks in campus dining establishments.  Declining balance accounts never expire and unused funds are refundable.

Other than interest, approved waivers and fines submitted by various departments to be charged, the activity on the student account is generated by activity by/through another office.  For example, Tuition, Parking, Sickness Plan 1, Health Services and the Student Activities Fees are charged when a student registers and adjusted when a schedule change is made.  Housing charges are input/revised by the Residence Life Office, and Financial Aid appears if the student is enrolled and meets all the criteria.  The Business Office reviews this activity for correctness, but may have to direct you to another office to resolve your questions.

Pending financial aid isn’t showing on my bill -

                If you have been packaged with financial aid as a full-time undergrad, the details will not appear on your bill if you are not fully registered in at least 12 units.  The system does not bill for wait-listed classes.  Contact the Business Office to get an estimate for full-time tuition and fees/financial aid.

                If you are a graduate student, you must be fully admitted and enrolled in at least the number of units for which you were packaged.  The units must be recognized by the system as program-eligible, and if not contact your department or advisor. 

                If you have not submitted the documents requested by Financial Aid, your funding is in verification and will not appear on your bill.  Contact the Financial Aid Office.      

My financial aid hasn’t posted to my account or doesn’t match my award letter:

                If your funding is in verification, it will not post to your account until outstanding documents have been submitted.               

                Work-study awards will NEVER appear on a bill.  Work-study paychecks can be signed over to the student account as payments.

                PELL and CAL Grants will not post until the third week of the semester.

                Subsidized, Unsubsidized and PLUS Direct Loans will fund for less than the amounts appearing on the award letter because of the origination fee retained by the lender.

                Financial Aid can revise your award at any point during the year due to changes in your status, etc.  If you notice a change in scholarships/amounts awarded, check with the Financial Aid Office.

My housing rate isn’t correct:

                Housing and meal plan charges are based on the assignment input by the Office of Housing and Residence Life as are the adjustments for triple room occupancy, residence hall changes and room/board terminations.  The Business Office can only assist with switching resident meal plans between the four available.

The student and/or authorized payer needs to contact the Business Office to set up special payment arrangements.   A past due balance will prevent registration for future terms and the release of transcripts and/or diploma.  Student accounts that are not resolved by the end of the semester are referred to the in-house collections representative in the Student Business Services Office, who is authorized to establish special payment plans.  Failure to satisfactorily resolve the balance may result in the account being referred to a collection agency at which point the delinquency is reported to a credit bureau and legal action may be pursued.

A Bad Debt hold means that you still have an unpaid balance with the University. Please contact our Collections Office for further assistance.

• Email: trang@chapman.edu (Please include your name, Chapman-ID, and use your Chapman email)
• Fax: 714-744-7995 (Please include your  name, Chapman-ID, and your Chapman email)
• Phone: 714-997-6649
  
   

A collections hold will stop your access to request registration, transcripts and diplomas.  If any charge remains unpaid past the current term the student account is forwarded into collection status, with a restriction of a collection hold.

Additional steps to remove a collection hold:

If you are expecting a Graduate Fellowship from a department or an organization, please contact your academic department or the organization for assistance.

If you are missing Tuition Remission funds please contact Yesenia Castillo in the Human Resource department to verify the receipt of your tuition remission forms.

If you are missing Tuition Assistance or Veterans benefits, please contact your certifying officer for assistance or go to the website below.

www.va.gov

       Contact the University Collections Office to make arrangements to pay the balance due, or discuss the collections hold, as follows:

• Email: trang@chapman.edu   (include your name, Chapman ID #, use your Chapman email,)

• Fax: 714-744-7995 (include your name, Chapman ID #, use your Chapman email,)

• Phone: 714-997-6649
   
  
•  In person:
  
  University Collections
  Bhathal Student Services Center
  One University Drive
  Orange, CA  92866 

Yes, a monthly statement will be sent to your mailing address and you will also receive an eBill notification. Statements/eBills are available to view 24/7 online. 

Please keep in mind that while you are set up on a payment plan with the collections office the “Current Monthly Payment” listed on your monthly statements do not pertain to your plan. The full amount due on your statement or your monthly payment amount listed on your Letter of Intent pertains to your account only.