Accounts Receivable

Mission Statement

The Bursar’s Office acts as a clearinghouse for various charges and credits that are placed on a student’s account by several different University departments. We manage the billing and collection of student accounts and provide customer service to students and their families. The Bursar’s Office is responsible for the administration and collection of the Federal Perkins Loan Program.

In addition, the Bursar’s Office is responsible for:

  • Departmental Deposits
  • Employee Petty Cash Reimbursement
  • TouchNet UStore Setup
Department Name: Student Account Office
Contacts

  • Bursar – (401) 232-6032
  • Assistant Bursar – (401) 232-6033
  • Student Accounts Manager – (401) 232-6030
  • Accounting Clerk – (401) 232-6031
E-mail: bursar@bryant.edu
Phone: (401) 232-6030
Fax: (401) 232-6284
Payment Mailing Address: P.O. Box 835

Providence, RI 02901-0835

Location: 1150 Douglas Pike

Smithfield, RI 02917

Office Hours:

Academic Year: Monday – Friday: 8:30 a.m. – 4:30 p.m.

Summer Hours: Monday – Friday: 8:30 a.m. – 4:00 p.m.


Appendices
Important Links

General Student Billing Information

Undergraduate students admitted to a full-time study program will enroll for 12 to 20 credits per semester with 15 credits being the norm, and they are required to pay the full-time tuition fee for that semester.

Those students carrying more than 20 credits pay the full-time tuition plus a surcharge fee equal to one-twelfth of the full-time semester tuition per credit for each credit over 20.

Traditional undergraduate students who enroll for fewer than 12 credits pay a pro-rata fee equal to one-twelfth of the full-time semester tuition per credit.

The full-time tuition fee (see Tuition/Room/Board Fees for details), in addition to tuition, covers all costs associated with attending Bryant, other than room and board. Such costs include: laboratory fees, health services, participation in intramural sports, use of athletic facilities, and a subscription to The Archway (University student newspaper).

In addition to academic programs and related services, this figure covers the cost of providing each student with personal use of a laptop computer that is fully loaded with software and is network ready. Prior to the beginning of the student’s junior year, the laptop will be exchanged for an updated model. This two-year renewal cycle ensures that students always have access to the latest available technology. There are no separate fees for technology at Bryant University.

The student bill is an electronic, online bill that provides the detail activity for one particular semester. The process to run a bill in Banner is called TSRCBIL.

Prior to the generation of the E-Bill, the tuition fee assessment process (SFRFASC) is tested in audit mode to ensure accurate assessment rules are in place on the tuition billing rules form (SFARGFE). The Bursar’s Office coordinates with Office of the Registrar, Financial Aid, and Residence Life to ensure that registrations are complete, financial-aid packages are posted, and meal and housing assignments have been assigned in Banner. Without this information, a billing invoice is not accurate.

Students will receive E-Bills for payments that are due in August (for the fall semester) and January (for the spring semester) at least 30 days prior to the due date. The due date for the fall semester is August 9 and the due date for the spring semester is January 9 (or the first business day following these dates if they fall on a weekend). If there is a delay in the freshman information (registration, meal plan, housing, etc.) being entered into Banner, an extension is granted on the due date for the tuition bill to allow for a 30-day window between the initial E-Bill and the payment-due date.

The credits and anticipated credits listed on the billing statement include any cash, credit card or check payments, direct financial aid awards, private alternative loans, Federal Direct and/or Federal Perkins Loans, or the balance of the Tuition Management Systems (TMS) 10-month, interest-free budget plan.

The remainder of the bill is shown as a “balance due.” All required financial aid forms, loan applications, and budget plan contract applications must be completed prior to the generation of the E-Bill in order for any anticipated credits to appear on the billing statement. If the necessary paperwork is not submitted at the time the bill is due, the student must pay the balance and request reimbursement after the receipt of financial aid.

Students interested in applying for financial aid are required to complete a Free Application for Federal Student Aid (FAFSA) atwww.fafsa.ed.gov. The deadline for applying:

  • February 15 – freshmen
  • March 1– continuing students
  • April 1– transfer students

If an incoming student is awarded a Federal Direct Student Loan, they will be required to complete a Master Promissory Note (MPN). The Direct Student Loan MPN applications are completed electronically via the Department of Education web site prior to the beginning of the academic year.

All federal-aid awards are disbursed as actual credits 30 days after the start of the semester as prescribed by federal regulations.

The Office of the Bursar sends updated E-Bills to students whose accounts have been adjusted since the initial billing statement. This is done every two weeks. All students who owe an outstanding balance as of October 1 for the fall or February 1 for the spring semester will receive a semester bill whether or not they have had any changes/adjustments made to their account. Students also have the option to view their accounts online at the Student Account Center.

Method of Payment

Wire Payments

Bryant University has partnered with Flywire to offer an innovative and streamlined way to make international tuition payments. Flywire’s mission is to save international students and their families money that would otherwise be lost on bank fees and unfavorable foreign exchange rates. With Flywire, you are offered excellent foreign exchange rates, allowing you to pay in your home currency (in most cases) and save a significant amount of money, as compared to traditional banks. In addition, the posting of the payment into your Bryant University account will be faster, you will be able to track where your payment is in the transfer process via a student dashboard and you will be notified via email when it is deposited into our account.  Additional information can be found at:https://www.Flywire.com/school/bryant

Credit Card Payment Policy

Bryant University does not process credit/debit card payments in the Bursar’s Office for student account charges, housing deposits or SIE deposits. A third-party processor (Touchnet) accepts all credit card transactions on behalf of the University via the Student Account Center on the web. The credit cards that will be accepted through Touchnet are as follows: AMEX, MC and DISCOVER. There will be a 2.75% convenience fee associated with all credit card payments.

Students/Parents have the option to pay online with a Web Check without being charged a fee. If a student/parent chooses to pay with a credit card, they will be required to pay via the web and will be directed to Touchnet’s secure network environment in order for the credit card to be processed.

Students and their families will not be charged a convenience fee while making purchases at the Bryant University bookstore, Athletics, Support Services or the Information Desk.

Cash Payment Policy

Students are allowed to make cash payments in person at the Bursar’s Office.  

Section 6050 I of the IRS Code requires that the University must report any cash payment more than $10,000 in one or more related transactions(IRS Form 8300 Filing).  

  • If a student, parent, or third party makes a cash payment in excess of $10,000 on behalf of a student, the University is required to obtain their name and social security number in case it is necessary to file an IRS Form 8300 at a future date.
  • If a cash payment or a combination of a cash payment and a cashier’s check in excess of $10,000 is submitted to the University, the Bursar must be notified.
  • The Bursar is required to complete an IRS Form 8300 and maintain a copy of the form for five years.
  • A copy of the form and a written notification will be sent to the parent/student/third party who made the payment or cumulative cash payments in excess of $10,000.
  • The following information should be kept for at least fiveyears after the payment is made:
    • A copy of the 8300 form
    • A copy of the notification to the student/parent who made the payment
    • Account history for the term in which the payment was made
  • As a double-check, each month a cumulative cash payment report will be run to ensure that a combination of cash payments/cashier checks do not exceed the $10,000 allowable maximum.

Check Payment Policy

All checks and money orders should be made payable to Bryant University. Envelopes should be addressed to the University’s lockbox address:

Bryant University

P.O. Box 835

Providence, RI 02901-0835

The University does not accept post-dated checks. A $40 fee is assessed to the student’s account if a check is returned from the bank as noncollectable.

A $3.00 fee is assessed to the student’s account for returns via online ACH.

Room and Board Policy

Room:

To reserve on-campus housing for an upcoming fall semester, each returning student is required to make an advance room reservation non-refundable deposit of $300 in March of the prior academic year. Housing deposits are made online at the Student Account Center. Students are required to complete an online Housing and Meal Contract to be submitted to the Office of Residence Life. Students are notified by Residence Life of the sign-up schedule.

All outstanding balances must be resolved prior to a student being eligible to participate in the housing lottery. If a student has a credit balance on his/her account, that student is also allowed to use $300 of that credit to pay the housing deposit.

Board:

The University requires that all students who reside in the residence hall village and residence halls 14, 15, 16, and 17 enroll in one of the meal plans that are offered. There are no exceptions to this rule except in the case of an extreme medical problem. All requests to forego the meal plan must be made in writing and addressed to the Residence Life Director. Since on-campus townhouses and senior apartments have kitchen facilities, these resident students are not required to purchase a meal plan but may do so if they choose. For further information please refer to the Room and Board Policy.

Students who have a credit balance on their student accounts are allowed to transfer that credit to their Bryant Bulldog Account. The student can do this by logging onto Banner and choosing the bulldog bucks transfer option under the personal information tab.

A student may also purchase additional Bulldog Bucks with cash, check or credit card in the Auxiliary Services Office or at www.bryant.edu/getfunds. All Bulldog Bucks purchased will remain on student accounts until graduation, transfer or withdrawal from the University. Any remaining Bulldog Bucks balance over $25.00 will be applied to the student’s account, and refund checks will be issued by the Bursar in accordance with their normal refund policies. Bulldog Bucks balances less than $25.00 will not be refunded.

Resident students who do not select one of the optional meal programs will be enrolled in the default 14-meal board program. Breakfast, lunch, and dinner are available Monday through Friday; brunch and dinner is served Saturday and Sunday. The standard 14-meal plan gives the student the option to choose 14 of the 19 meals available.

Students enroll in a meal plan when they complete a housing application form each spring.

IMPORTANT: Any change in meal plans must be made during the first week of classes each semester. Meal plan cancellations must be made by the first week of school or students may be charged for a portion of the meal plan cost.

Room and Meal Plan Assignments/Assessments

The Bursar’s Office provides Residence Life with a fee schedule for on-campus housing and meal plans. These fees are entered on the Room/Meal/Phone Code Rules Form (SLALMFE). The fees are associated with a detail code that is associated with the charge on A/R. The Banner system allows the University to charge a daily rate (base rate) or a semester rate (maximum charge). Both the base rate and the maximum charge are set up on SLALMFE. Currently, Residence Life is charging a per semester rate.

Once room and meal plan assignments are determined by the Office of Residence Life, they are entered into the Residence Life StarRez system. An interface is run nightly to upload the assignments into Banner.

To ensure that the appropriate fees will be assessed, the room and meal plan assessment process (SLRFASM) is run in audit mode in Banner. Assignments are verified to ensure that the proper amounts correspond with the appropriate assignments. Residence Life is notified if the fees require adjusting, and the audit fee assessment process is run again until accuracy is achieved.

Any and all changes to housing and/or meal plans must be made at the Office of Residence Life. The Bursar’s Office runs fee assessment every week so that these changes can be updated on the student’s account and an updated E-Bill notification can be E-Mailed to the student.

The residence hall room and board fees can be found at:Tuition/Room/Board Fees.

Payment Plan Options

Students and their families have two payment options available to them:

OPTION I

A family may pay the semester balance in full by the following due dates:

  • August 9
  • January 9

OPTION II

Bryant University offers a 10-month, pay-as-you-go payment, plan to help families budget their tuition and fee payments for the full academic year over a 10-month period rather than paying once per semester on the specified due dates. The plan is offered through:

Tuition Management Systems (TMS)

171 Service Avenue

Second Floor

Warwick, RI 02886

(800) 356-8329

www.afford.com/bryant

The amount that is budgeted is based on the student’s total expenses minus any financial aid and loans awarded to the student. For an example of calculating a 10-month, interest-free payment plan, visit the Bursar website.

A family can make their monthly payment to Tuition Management Systems by check, money order, or credit card, by mail, telephone or the Internet. For convenience, automatic monthly payments may be made right from a family’s checking or savings account.

It is not Bryant University’s policy to grant extensions for tuition payments. If families are unable to pay under option I or option II, it is recommended that they contact the Office of Financial Aid to discuss borrowing alternatives.

Undergraduate Late Payment Policy

The Bursar’s Office assesses a late fee to any account that is outstanding after all financial aid is posted in October for the fall semester and February for the spring semester.

The late payment penalty is assessed accordingly:

Amount
Balance Outstanding
$25 $500 – $1,500
$75 $1,501 – $2,500
$100 $2,501 – $3,000
$150 $3,001 and up

This late fee penalty will also apply to any account that may have an outstanding balance due to a check being returned by the bank as uncollectible (i.e., non-sufficient funds).

The Bursar’s Office will process a one-time late fee waiver if a student or parent contacts the office offering a valid reason for the delay in payment, aid, or loan.

Withdrawal from the University/Tuition Refund Policy

Traditional Undergraduate Student:

A student withdrawing from Bryant must contact the Registrar’s Office and complete a voluntary withdrawal form in order for his/her withdrawal to be official. When leaving the University, students are required to remove all personal property. At the time of the withdrawal/dismissal, the University-leased laptop must be returned. Any damage outlined in the laptop contract will be automatically charged to a student’s account.

Tuition refunds will be calculated as follows:

If written notification is received by the Registrar’s Office by the:

1st week of classes: 80 percent

2nd week of classes: 60 percent

3rd week of classes: 40 percent

4th week of classes: 20 percent

After 4th week of classes: No Refund

Room: No Refund (charged by semester)

Board: Refund is pro-rated (based on days used)

Non-traditional students are also required to officially withdraw from any classes that they may be enrolled in through the Registrar’s Office. The refund rules above will apply when determining a tuition refund.

Students dismissed academically at the end of the first semester are entitled to a refund of all tuition and room and board fees that have been paid for subsequent semesters.

Return of Title IV Federal Financial Aid:

Regulatory guidelines associated with the return of Title IV federal funds require institutions participating in federal student aid programs to utilize very specific measures in effecting financial aid adjustments for students who withdraw from the University. The policy governing the Return of Title IV Federal Financial Aid applies to all federal grant and loan programs: PELL, SEOG, Direct Loans, Stafford Loans, Perkins Loans, and PLUS loans. It does not include the Federal Work-study Program.

In general, a student earns federal financial aid awards (which have been approved and verified) in proportion to the number of days completed in the term prior to the student’s complete withdrawal. The portion of the federal grants and loans that the student is entitled to receive is calculated on a percentage basis by comparing the total numbers of days that the student completed before he/she withdrew. For example: If a student completes 30 percent of the semester, he/she earns 30 percent of the approved federal aid that he/she was originally scheduled to receive for the term.

This policy determines the earned and unearned portions of a student’s Title IV Federal Financial Aid only. It does not affect the student’s charges. Bryant University’s withdrawal policy stated above makes that determination.

Requesting a Student Account Refund

A student’s account may have a credit balance as a result of an overpayment or a financial-aid disbursement.

Refunds due to students for overpayment will be issued upon request, after a minimum of 30 days following the date a check has been deposited to a student’s account or a financial-aid disbursement has taken place.

A student can receive a refund by requesting a check or an Electronic Refund. A student is required to provide the University with their banking information by setting up their profile in theStudent Account Center.

Graduate Students are entitled to a refund of Title IV overpayments within 14 days of those Title IV payments being credited to their accounts.

A Parent PLUS (Parent Loan for Undergraduate Students) Loan overpayment can also be refunded to the parent within 14 days that the parent PLUS loan was disbursed. The University is not allowed to refund a student for excess parent loan funds unless we have written permission from the parent to refund the student. If a parent would like to grant permission for a refund to be issued to the student, they can e-mail refunds@bryant.edu to make this request.

In order for a student to receive a refund, a refund request form must be completed. A student has the option to visit the Bursar’s Office and complete a form in person or a student can file one electronically by logging into Banner, selecting Student Services and Financial Aid and then Refund Request.

Miscellaneous Student Account Charges

In addition to the traditional tuition, room and board charges on a student’s billing statement, there may be additional miscellaneous charges that are assessed to a student’s account.

Fine: Assessed By (Department):
Alcohol Citation Charge Office of Residence Life
Fire and Safety Violation Office of Residence Life
Dorm Damage Fine Office of Residence Life
Parking Fine Department of Public Safety
Tow Fine Department of Public Safety
Library Charge Library
ID Remake Office of Campus Engagement
DPS Lockout Fee Department of Public Safety
Phone Charge Telecommunications
Non-return Laptop Charge Laptop Central
Laptop Clean-up Fee Laptop Central
Laptop Repair Fee Laptop Central
Laptop Insurance Deductible Fee Laptop Central
Non-return Laptop Component Laptop Central
Computer Printing Charge Information Technology
Audio Visual Charge Information Technology
Key Replacement Charge Facilities
FOB Replacement Charge Facilities
General Issue Fee Athletics

If a student desires to appeal any of these charges, he/she must contact the department from which the charge originated.

Residence Life Fine – Other Residence Life
Residence Life Educational Program Fee Residence Life
Fire Alarm Fee Residence Life

 

 

Insurance for Students

Optional Coverage for Students

Bryant University endorses the following optional insurance plans that are offered to students. Information brochures, and/or applications are mailed to resident students each year during the summer.

i) Personal Property Insurance

Students, resident directors, and assistants may purchase inexpensive personal property insurance for their belongings while on campus directly through National Student Services Inc (www.nssi.com).

ii) Student Health Insurance

The University requires that all students provide documentation of health insurance. Course registration cannot be completed without this information. Accident and illness insurance is available to all full time students who wish to purchase the University-sponsored plan through University Health Plans. The cost for the 2016-2017 academic year will be $2,402. The policy is in effect from August 15, 2016 through August 14, 2017.

Each year, students must log onto www.universityhealthplans.com to complete and submit online enrollment or waiver form. They may also download brochure describing student insurance coverage, look for participating doctors and hospitals, review frequently asked questions and e-mail questions to University Health Plans. Information on this insurance can be obtained at the Health Services Office.

Graduate School Financial Policy

Tuition invoices are E-Mailed to Graduate students once registration has begun for a semester. The student is E-Billed every two weeks throughout the registration period in order to capture any new registrations.

Graduate students are required to pay their tuition in full by August 9th for the fall semester and January 9th for the spring semester unless they provide the University with a third-party authorization indicating that a payment will be made directly to the University.The third-party authorization must be submitted to the Bursar’s Office each semester no later than the said due date.

If, by the said due dates, an account remains outstanding, a $75 late fee will be assessed to the account. A registration and transcript hold will also be placed on the account. The student will not be allowed to register for the following semester until his/her balance is resolved. For information regarding tuition Fees, seeTuition/Room/Board Fees.

For additional information, students should contact the Graduate School Office at (401) 232-6230.

Non-Traditional Student Financial Policy

Undergraduate Non-Traditional (Part-Time) students are notified via their Bryant University e-mail that an E-Bill is ready to be viewed once a student registers for a particular semester. E-Bill notifications are sent periodically throughout (typically every two weeks) the registration period in order to capture any new registrations and/or changes on the student account.

Undergraduate Non-Traditional (Part-Time) students are required to pay their tuition in full by the August 9 and/or January 9 semester due dates unless they provide the University with a third-party authorization indicating that a payment will be made directly to the University. The third-party authorization must be submitted to the Bursar’s Office each semester no later than the August 9 and/or January 9 due dates or the Late Payment Policy will apply.

While an account remains outstanding, a registration and transcript hold will also be placed on the account. The student will be prohibited from registration and will be unable to request an official transcript until their student account balance is resolved.

Bryant University PA Program

Bryant University PA Program – The Physician Assistant’s program is a 27-month, 126 semester hour course of study leading to a Master of Science in Physician Assistant Studies Degree.  The program consists of 9 twelve week terms.  The program must be completed within 5 years of initial entry/matriculation.

The Bursar’s Office is responsible for the billing and collection of your student tuition account.  All tuition and fee billing will be done through electronic bills through the Student Account Center.  A notification will be sent to your Bryant e-mail that your E-bill is ready for viewing approximately 30 days prior to the due date.    Term start dates are January, March, June, and September.

Bryant University’s Bursar’s Office will manage all refunds of tuition.    Fees are non-refundable.

A student withdrawing from Bryant University must contact the Office of the Registrar and the Physician Assistant’s Program Director in writing and complete a voluntary withdrawal form in order for his/her withdrawal to be official.

1st week –           80%

2nd week –          60%

3rd week –           40%

4th week –           20%

After 4th week – 0%

Due to the nature of the PA Program, single courses may not be dropped or added.   All coursework must be completed in sequence.

The Bryant University Office of Financial Aid will coordinate financial aid services for any student requiring student loans.

Students will be required to obtain health insurance through Bryant University.   The program includes the cost of these policies in the Student Fees.

Student Account Collection Policy

Registered Students

Registered students are required to pay their accounts by August 9 for the fall semester and January 9 for the spring semester or by the first business day following these dates if they fall on a weekend. If the student’s account is not paid by the said due date, a late fee (see Late-fee Policy for additional information) will be assessed to the account and financial holds may be placed on the account.

Financial Holds

Transcript Hold – University policy states that an official transcript will not be granted to a student unless he/she has completelyfulfilled his/her financial obligation to the University.

Registration Hold – University policy states that if a student owes $1,000 or more at the time of pre-registration, he/she will not be allowed to register for a future semester until he/she has fulfilled his/her financial obligation for the current semester.

Schedule Cancellation

At the discretion/option of the University, a student’s schedule may be cancelled before classes begin if satisfactory financial arrangements have not been made between the student and the Bursar’s Office.

Inactive Students

Students who leave the University owing a balance must contact the Bursar’s Office within seven (7) business days of their departure to make payment arrangements for the debt owed to the University. A transcript hold and registration hold is automatically placed on a student’s account until his/her financial obligation has been fulfilled.

The Bursar’s Office will send two monthly invoices to a student for the balance owed. The Bursar’s Office will work with any student to arrange a monthly payment plan in order to resolve an account balance. It is important for anyone owing a balance to keep the Bursar’s Office informed of any change in address, telephone number, etc.

If there is no response from the former student, the University may find it necessary to send the unpaid fees to a collection agency for collection. If an account is assigned to an outside collection agency, the student loses the opportunity to deal with the University directly. The student will be responsible to pay any reasonable collection fees and/or legal fees associated with said collection of the amount owed to Bryant University. Also, once assigned to an outside collection agency, the account will be reported to a national credit bureau as a past-due debt.

Once an account has been assigned to a collection agency, the former student must deal directly with that agency.

Below is a list of collection agencies used by Bryant University:

General Revenue Corporation (GRC) (800) 234-6258
Williams & Fudge (800) 849-9791

IRS Form 1098-T

Enrolled students have online access to their 1098 form through Banner Self Service and are able to print the form if required. The Bursar’s Office will send a paper copy to all students who have graduated or who have withdrawn from the University and no longer have access to their online Banner Self Service account.

The 1098-T form is used to assist students and families in determining if you are eligible for an Education Tax Credit or a Tuition and Fees Deduction.  Bryant University is required to produce the 1098-T by IRS regulations.  The 1098-T form is provided each year on or before January 31.  The information contained in the 1098-T will help you determine if you may claim one of the two tax credits, the American Opportunity Credit or the Lifetime Learning Credit, or a Tuition and Fees Deduction.

1098-T and Social Security Numbers:  Per state, federal and IRS guidelines, Bryant University will request that all students provide their Social Security Number (SSN) for reporting purposes.  Failure to provide Bryant University with an SSN may result in a registration hold and/or being fined by the IRS in accordance with Internal Revenue Code Section 6723.

1098-T Data:  The data reported on the 1098-T is based on the tax year (not the academic year).  Box 2 displays the total amount the student was billed for qualified tuition and related expenses in the tax year.  Box 5 displays the total amount of any scholarships and grants administered and processed during the tax year for the payment of student’s cost of attendance.   PLEASE NOTE:  Payments are not reported on this form.

Students should refer all tax-related questions to their own tax counsel. Students may get additional information from IRS Publication 970, Tax Benefits for Higher Education, or visit the Internal Revenue Service web site:

http://www.irs.gov/pub/irs-pdf/p970.pdf

Departmental Cash Receipt/Deposit Policy

Departments receive cash or checks for a variety of different transactions. Audit guidelines require proper internal control when handling cash receipts. Department managers are responsible for implementing an internal control system that ensures the following:

  • Proper segregation of duty where one individual is not responsible for both the billing and collections of cash.
  • Security procedures. The cash or check(s) must be locked in a departmental safe and in a secure environment.
  • Deposits are made in a timely fashion. Deposits should be made on a daily basis. It is not necessary to wait for the collection of several checks to make a deposit.
  • A deposit receipt will be issued by the Bursar’s Office at the time of the deposit to verify that the deposit has been received. After the deposit has been processed in Banner, a system generated receipt will be submitted to the department.
  • The Department manager is required to review the Banner Financial Reports and the deposit receipts to ensure the deposits are being recorded properly.

Departments should confirm that deposits being submitted include the following:

  • All cash should be counted and an adding machine tape should be run to verify the cash and check total.
  • A complete account number (FOAPAL) including organization and account number is required.
  • Verify credit card batch totals in the same manner.

Completed deposits, along with cash, checks and credit card batches, should be delivered to the Bursar’s Office. Important: Cash should never be sent via Campus Mail!

  • Departments should not accept or forward any foreign currency.

If a department receives checks via the US mail, it is important that the checks be addressed appropriately for faster delivery. The check makers must use proper and complete addresses. At present, many incoming checks are addressed only to “Bryant University, 1150 Douglas Pike, Smithfield, RI 02917.” Although all checks must be payable to Bryant University, the second line of the address can indicate a department or an individual where the check should be delivered.

The memo portion of the check should also indicate the department or provide a description of the transaction. Departments must supply this information to the payer in order to ensure proper routing once a check arrives on campus. On a personal check, the memo portion is the lower left corner of the check; on business checks, the memo portion is usually a separate sheet, often attached to the check. The more information provided, the faster the check is routed to the appropriate department.

When checks are received and are not payable to Bryant University, an authorized department designee must endorse the check(s) over to the University by hand. This is done by endorsing the check on the back. For example:

RISBC
Pay to the order of Bryant University

Endorsements should be done at the very top of the check in order to leave sufficient room for the Bursar’s Office to endorse the check. Never, under any circumstances, should any additions or alterations be made to the front of a check.

Tips on handling cash, checks and credit card payments within your department:

All cash should group bills together by denomination and ensure that all bills are right-side up and facing the same way.

All checks should be carefully examined when received by a department. Please check the following:

  • Current date (check is less than 90 days old)
  • Text amount on the check agrees with numeric amount
  • Check is payable to Bryant University (see above)
  • Check is payable in US dollars
  • Check is signed by maker
  • Check amount is in compliance with any restrictions on the face of the check, e.g. “amounts over $10,000 require two signatures,” or “not valid for more than $5,000.00”
  • Check is written on a US bank, or, if a foreign bank, that the face of the check shows that it is payable at a bank with a US address.

All Credit Card Transactions must be secured and accessed by employees who are required on a need-to-know basis and it is necessary for them to perform their job duties.

The following information is required by the Cashier’s Office for credit card transactions:

  • A completed deposit slip for each credit card batch.
  • An attached credit card Detail Report and Settlement Report .

Please contact the Bursar’s Office at 401-232-6030 if you have any questions or need assistance.

Petty Cash Reimbursement

Petty cash is money that is kept on hand in the Bursar’s Office for minor departmental expenditures such as supplies or reimbursement of mileage that is job related. It is distributed between the hours of 8:30-11:30, Monday through Friday. The maximum reimbursement amount for each expenditure is $75.

Petty Cash Guidelines:

  • Green Petty cash vouchers can be obtained in the Bursar’s Office.
  • All petty cash forms must be signed by the required department head or authorized department director.
  • A complete account number is required. No petty cash is to be distributed unless the number is complete.
  • The petty cash limit is $75. Customers may not submit more than one petty-cash voucher for the same expense to meet the $75 limit. Any expenses over $75 will require a check request and reimbursement through the Accounts Payable department.
  • All receipts must be present at the time petty cash is given out.
  • When being reimbursed for mileage, it is necessary to attach a copy of the driving directions in order to provide an accurate mileage reading.

 

Federal Perkins Loan Program

The Office of Financial Aid is responsible for the selection of recipients for this federal student loan. The award is based upon information contained in a student’s FAFSA and funding limitations within the program. If the student is awarded a Federal Perkins Loan he/she is notified in a financial aid award letter. The student will be required to complete a promissory note and an entrance interview to learn about the rights and responsibilities as a Federal Perkins loan borrower.

The Bursar’s Office manages the Federal Perkins Loans once a student has left Bryant University or is enrolled less than half-time. Once a Federal Perkins Loan borrower ceases to be enrolled at least half-time, the Financial Aid Office will contact the student in order to set up an online exit interview. The exit interview is a federal requirement and its purpose it to review amounts owed to the University, to review the rights and responsibilities as a student loan borrower, and to sign a repayment schedule. A Federal Perkins loan is entitled to a nine-month grace period before repayment begins. During the nine-month grace period, a student borrower will be notified when the grace period will end and when repayment will begin. Repayment of the loan may extend over a 10-year period.

The loan bears a five percent interest rate on the unpaid balance of the principal. The interest starts to accrue at the beginning of the repayment period. Special deferment and cancellation privileges are available. Students are informed of the provisions and responsibilities associated with these loans in the first and final years of their enrollment through entrance- and exit-interview counseling.

The University uses a third party for Perkins billing: University Accounting Service. However, all questions regarding the repayment, deferment, cancellation, and record keeping of the Perkins Loan can be directed to the Bursar’s office.

If you are currently a Federal Perkins Loan borrower and would like to apply for a deferment, forbearance, cancellation, make a payment online, or check the status of your account online, please visit www.uaservice.com and follow the Student/Borrower link. The web site will provide you will the regulations governing your loan and allow you to download any forms that you may need to defer or postpone your payments.

Records Retention

Description
Office Responsible
Minimum Retention Policy
A/R Aging Reports Bursar’s Office Retain for five years, and then transfer to University Storage Area
A/R Audit Files & Reports Bursar’s Office Retain for five years, and then transfer to University Storage Area
A/R Billing Files Bursar’s Office Retain for 10 years, then destroy (only if account PIF)
A/R Daily Reconciliation Reports Bursar’s Office Retain for five years, then destroy
Feeds to Finance Bursar’s Office Retain for five years, then destroy
A/R General Correspondence Bursar’s Office Retain for one year, then destroy
A/R Monthly Reports: Bursar’s Office Retain for five years, then destroy
A/R Reconciliation Bursar’s Office Retain for five years, then destroy
Tuition Revenue Bursar’s Office Retain for five years, then destroy
Collections Report Bursar’s Office Retain for five years, then destroy
Assessment Reports Bursar’s Office Retain for five years, then destroy
A/R Policy Manual Bursar’s Office Retain until updated
A/R Student Write-Off Accounts Bursar’s Office Retain permanently
Collection Agency Statements Bursar’s Office Retain for five years, then transfer to University Storage Area
Federal Perkins Loan Promissory Notes Bursar’s Office Retain for three years after paid in full, then destroy