Business Office

Students can view their student account on the student portal at my.quincy.edu. Once logged in,

• Select the Student tab,
• then select My Student Account from on the left hand menu.
• Look for Pay Online with Transact Payments

Each semester student account statements are also emailed to your QU email account. The email will contain a PDF of your statement that can be easily shared with anyone who is helping you pay for your education.

Students have three options to submit payment before the posted deadline:

Online: Visit the student portal at my.quincy.edu  Once logged in,

• Select the Student tab,
• then select My Student Account from on the left hand menu.
• Look for Pay Online with Transact Payments

By Mail: Send your check or money order to:

• Quincy University | Student Accounts
  1800 College Avenue | Quincy, IL 62360

In-Person: Pay by cash or check at Student Financial Services, Francis Hall, Room 104.

Quincy University, in partnership with TransAct, is pleased to offer convenient payment plan options to help you manage your educational expenses. To access these options, login to my.quincy.edu portal and select My Student Account from the left-hand menu. Follow the Transact link (Make Online Payment Now or Set Up Authorized User) to enroll in a plan. Please note that the first payment is due at the time of enrollment.

Quincy University will provide a 1098-T to any student who has eligible expenses that exceed their scholarships in grants. The dollar amounts reported on your Form 1098-T may assist you in completing IRS Form 8863-the form used for calculating the education tax credits that a taxpayer may claim as part of your tax return.  For more information about the IRS Form 1098-T, please visit the IRS webpage https://www.irs.gov/forms-pubs/about-form-1098-t.

Students who are eligible to receive a 1098-T will receive the document on or before January 31st via their QU email account. The email will contact a PDF copy of the 1098-T for easy sharing. The 1098-T document will also be available student portal at my.quincy.edu. Once logged in,

• Select the Student tab,
• then select My Student Account from on the left hand menu.
• scroll to the bottom of the page where you will find your 1098-T form in the Financial Data Center

A hold is placed on any past-due account and will prevent registration for the next term. Holds are removed once the account balance has been resolved.

1.0 STATEMENT OF POLICY

Any student wishing to withdraw from the University must contact the Vice President for Student Development (or the designee of the Vice President for Student Development). Full tuition is charged unless a formal withdrawal is completed. There are no exceptions to this policy.

No refund of tuition will be given for unapproved withdrawals.

No refund of tuition will be made to students dismissed for disciplinary reasons.

If a traditional undergraduate student formally withdraws during the semester, the following tuition will be charged:

• No charge during published Add/Drop Period
• 25 % of tuition is charged up to 7 days after Add/Drop Period**
• 50 % of tuition is charged up to 14 days after Add/Drop Period**
• On the 15th day after Add/Drop 100 % of tuition is charged

Graduate and Professional Studies (PS) students will receive a refund only if they formally withdraw during the Add/Drop Period.

In some cases a student must withdraw from the institution after the refund dates due to a significant financial or physical hardship. Such hardships may include but are not limited to the following:

• serious injury or illness;
• chronic illness;
• a medical issue of a family member in which the student has to become a part-time or full-time caretaker of that family member;
• a mental health condition
• a sudden or consistent lack of transportation
• a significant cost of living increase

If a student believes the student has experienced a significant financial or physical hardship, the student may choose to submit an appeal requesting that the student’s tuition and institutional aid be refunded at the 50% refund rate.  Such appeals must be made in writing, must be addressed to the Vice President for Business Affairs, and must include documentation supporting the reason for the hardship. Appeals must be emailed to Student Accounts within 14 calendar days of the official withdrawal date.

Appeals will be presented to and reviewed by the Financial Appeals Committee to determine if the student meets the criteria for a significant financial or physical hardship and should be granted a 50% tuition refund. The decision of the Financial Appeals Committee is final.

No refunds are given on housing and meal charges.

**All Quincy University institutional aid awarded is adjusted accordingly by the same

percentages to calculate the net amount charged for tuition and aid. Federal and state aid is adjusted as required by law.

2.0 POLICY MANAGER AND RESPONSIBLE PARTY OR OFFICE

The Vice President for Business Affairs (or the designee of the Vice President for Business Affairs) is responsible for the management and interpretation of this policy. As appropriate, the Vice President for Business Affairs (or designee) should consult with the Provost and Vice President for Academic Affairs, the Vice President for Student Development, and/or the Registrar in the management or revision of this policy.

3.0 REVIEW SCHEDULE

Approved: June 2024

Next Review Date: October 15, 2029

1.0 PURPOSE

Following is Quincy University’s institutional policy regarding a student’s course registration, transcript, and diploma when there is a Business Office Hold on their account.  It also includes information on third-party collection agency contracts.

2.0 DEFINITIONS

• An Official Transcript is a certified record of student academic progress throughout one or more courses of study and containing a full enrollment history, including, but not limited to, all courses enrolled, grades earned and degrees and awards conferred. Official transcripts may come in paper form or electronic. Paper official transcripts are provided in a sealed envelope with embossed seals, carry the registrar’s signature, and are marked as “official.” Electronic official transcripts are sent via a secure exchange process and contain a digital signature and other security features. The Official Transcript is the only institutional document intended to certify that a degree or award has been earned and conferred.
• An Unofficial Transcript is a record of student academic progress throughout a course of study and containing a full enrollment history, including, but not limited to, all courses attempted, grades earned and degrees and awards conferred. Unofficial transcripts contain no embossed seals nor the signature of the registrar. Such transcripts are marked “unofficial” and do not certify that a degree or award has been earned or conferred.
• A Diploma is a document provided by Quincy University to a student who has successfully completed a course of study. A Diploma is intended for framing and display, if a student wishes to do so. A Diploma does not certify that a degree or award has been earned or conferred.
• A Business Office Hold is placed on a student’s account when there is a past due balance on the student account.  Accounts that are set up on an official University payment plan will have a hold placed on the account only when payments on the payment plan are past due.

3.0 STATEMENT OF POLICY

A. Business Office Hold

1. A student who does not pay an account balance by the due date or set up a University payment plan will have a Business Office Hold placed on the account. Students removed from a University payment plan due to non-payment will also have a Business Office Hold placed on the account at that time.A student with a balance of less than $500 will have a hold placed on the relevant account, but the student will still be able to make schedule changes for the current term and/or register for future courses (refer to section E of this document). However, students with a balance exceeding $500 will have a hold that prevents schedule changes, future course registration, and the release of diplomas.
2. Business Office Holds restrict the student’s eligibility to:
   a. add courses for the current or future semesters,
   b. receive a diploma,
   c. access University activities/services such as participation in graduation ceremonies,
   d. other items as determined by the University

B. Release of an Unofficial Transcript

1. Quincy University will not require the payment of past due balances prior to the release of an Unofficial Transcript.
2. Students may print an Unofficial Transcript through the student portal-my.quincy.edu. Students who no longer have access to the student portal should contact the Registrar’s office to request an Unofficial Transcript.

C. Release of an Official Transcript

1. For students with a Business Office Hold on their account, Quincy University will honor requests for an official transcript; however, the Business Office Hold will not be lifted.

D. Release of a Diploma

A diploma is released when the student’s account is paid in full and all Business Office Holds are released.

E. Registration for Current or Subsequent Academic Terms

1. Currently, enrolled students will be allowed to register for future courses when their outstanding balance for the current academic term is $500 or less, with the understanding that the outstanding balance will be paid in full prior to last day of the current academic term. Failure to do so may result in the cancellation of registration for future courses.
2. Students who do not maintain continuous enrollment must have their student accounts paid in full in order to register for classes.

F. Past Due Accounts Placed at Third-Party Collection Agencies

The University contracts with third-party agencies to recover past due account balances when:

a. a student is no longer enrolled,
b. a student has not engaged in a payment agreement with the Business Office, or
c. a student fails to make scheduled payments on an agreed-upon payment plan, as previously approved by the Business Office, where accounts will be assigned to a third-party agency after three missed payments in a twelve (12)-month period.

G. Questions Regarding this Policy

Please contact Quincy University’s Business Office or 217-228-5432 Ext. 3749 with any questions regarding this policy.

4.0 POLICY MANAGER AND RESPONSIBLE PARTY OR OFFICE

The Vice President for Business Affairs (or the designee of the Vice President for Business Affairs) is responsible for the management and interpretation of this policy. As appropriate, the Vice President for Business Affairs (or designee) should consult with the Provost and Vice President for Academic Affairs and the Registrar in the management or revision of this policy.

5.0 REVIEW SCHEDULE

Predecessor Policy: August 2023
Revised Policy: June 2024; August 2024
Next Review Date: October 15, 2029

Quincy University’s refund policy explains how tuition and fee refunds are handled and what students and families can expect if changes occur.