Cashiers and Student Accounts

The Office of Cashiers and Student Accounts is located in 112 Horace Mann and provides service related to depositing all revenue for the University, receipting all payments on students' accounts, and disbursing financial assistance to students.
Office Hours: Monday-Friday 8:30 am - 3:30 pm

Student Accounts Payment Information


2019 Winter/Fall Important Dates

Title Date
Fees Assessed 7/20/2019
Payment Plans Available 7/22/2019
(Due Dates Aug 5, Sept 5, Oct 5, Nov 5)
Verification of Enrollment Begins 8/1/2019
Online Billing Statement Available 8/1/2019
Financial Aid and Scholarships Applied 8/15/2019
Tuition and Fees Due 8/26/2019
Housing Contract Due 9/5/2019

Other Important Dates - See the Academic Calendar

Student Billing and Payment Information
  • Payment Options
  • Student Account Statement
  • Parent Payment and eProxy Access Instructions

Three ways to pay your bill:
· Online: You may pay using the electronic check option, (no additional cost to you) or by debit/credit card, for which you will be charged a 2.9% convenience fee. Click here to pay.

· By Mail: If you wish to pay by paper check, please include your PSU ID on the bottom of the check. Mail your payment to: Pittsburg State University, Cashiers & Student Accounts Office, 1701 S. Broadway, Pittsburg, KS 66762-7536.

· In Person: You can pay in person by cash, money order, traveler’s check, cashier’s check, or personal check (all checks must be in US Dollars) at the Office of Cashiers & Student Accounts, Room 112 Horace Mann, during normal business hours. Normal business hours are Monday through Friday, 8:30 a.m. to 3:30 p.m. The Cashiers and Student Accounts Office cannot accept in-person debit or credit card payments.

FAQs

Why is there a 2.9% convenience fee for using a card?

There is a cost to the University for accepting credit and debit cards; these charges would be passed to the University in the form of merchant fees billed by the card companies, if we did not use a third-party vendor. CASHNet is our third-party vendor that establishes the rate and collects the charges for the convenience fee. (PSU does not control the rate charged or receive any additional proceeds from this charge.)

What if I am unable to pay my tuition and or housing in full?

PSU offers both a tuition payment plan and a housing payment plan. The cost of each plan is $25 per semester per plan. By signing up for the plan(s) by August 5th for the fall semester or by January 5th for the spring semester, you agree to make four (4) installment payments. Following your initial payment of one fourth of the total owed, there are three subsequent payments due on the 5th of the three following months. For example: If you enter a payment plan on August 5th, you will have payments due on September 5th, October 5th, and November 5th for the fall semester. If your payments are not made in full by the 5th for each payment, a $25 late fee will apply.

Pittsburg State University is pleased to offer electronic billing notification, also known as eBill. The eBills will include the student's tuition and fees, housing, and international student health insurance.   In order to provide quick, convenient service and eliminate mailing delays, Cashiers and Student Accounts Office sends billing notifications electronically to each student's PSU e-mail address. Statement cutoff dates will be the 25th of each month and will be available for viewing online within a few days.  An e-mail notification will be sent to the students' PSU e-mail address if they have had any transactions between the 26th of the prior month and the 25th of the current month or if there is a balance due.  Upon e-mail notification, students are responsible for accessing their eBill account each month to view their account balance and confirm payment due dates. Students will access their eBills through their GUS account. 

 

 

Student information is confidential, unless access is granted by the student to a designated user.  Access may be granted by following the instructions in these links:

Parent PIN access is required to make online payments.  Click here for Parent PIN instructions.

eProxy access allows parents to view online student data and discuss student data with the staff at PSU.  Click here for eProxy instructions.

Other Student Resources


If you have grants, loans, or scholarships, you are required to verify your enrollment before these funds can be applied to your account. This verification process must be completed each semester. All University holds must be cleared before verification of enrollment can be completed.

Verification of Enrollment for Disbursement of Funds Link: https://go.pittstate.edu/finaid.enr.ver

Please note: you cannot verify your enrollment, unless you have financial aid awards. If you have difficulty with the verification process or questions about your financial aid awards, please contact the financial aid office at: (620)235-4240

All University charges are required to be paid in full before financial aid refunds will be disbursed to the student.

Refund Options

Direct deposit is the preferred method for student refunds at Pittsburg State University (PSU). It is the safest and quickest way to receive money that is due to you. If you are not signed up for direct deposit of student refunds, we may issue a credit to your credit/debit card used during the current semester or a refund check will be issued to you. Direct deposits are processed daily. Selecting a check refund will delay your refund 10-14 days.

If PSU is processing a refund for a student or patron, PSU will use the following hierarchy to determine how a refund is processed:

  • Direct Deposit to your financial institution
  • Credit issued to the card number that made the original payment, up to the current semester payment amount
  • Check by mail

PSU, in its sole discretion, will determine the refund amount and which card is refunded, if multiple credit/debit cards were used to make the payment for the current semester.

Any refund that is a result of an overpayment by non-certified funds (personal check, money order, etc.) will be held for 15 days before the refund is processed. Refunds that are a result of dropped classes must be approved by the Registrar’s Office and Office of Student Financial Assistance before being issued to the student.

 Direct Deposit to Your Bank Account

  • You will need to provide your account type (checking or savings), your financial institution’s routing number and account number in GUS under the Personal Information section at http://go.pittstate.edu.
  • It is extremely important that your financial institution’s account information is entered correctly. Incorrect information will result in a delay in you receiving your refund.
  • Funds will generally be available in your bank account within two to three days after being released from your student account. Check with your financial institution for their Funds Availability Policy.
  • In the event your financial institution refuses the electronic transfer of funds, it could be up to ten business days before the University will produce a refund check.
  • When you select this option, you give consent for PSU to provide certain student information to your financial institution.
  • The Cashiers and Student Accounts Office reserves the right to select and / or change your refund option if necessary.
  • If you want to terminate direct deposit of your refund, you will need to disable your Direct Deposit in GUS under the Student Accounts section at http://go.pittstate.edu.
  • Direct Deposit is not an option for Federal Parent PLUS Loans. A check will be sent to the parent at the address designated by the parent.

 

Check by Mail

  • This option is not recommended, as it will cause a delay in any refund that you may receive. Checks are only mailed on the first business day of the week.
  • Be sure to keep your permanent address up to date in GUS at http://go.pittstate.edu, as this is where the refund check will be mailed. All checks must be mailed. Checks will be mailed through the US Postal Service, so please allow a minimum of 3-5 business days for mail processing time.
  • Refund checks mailed to an outdated student address will have to wait until the refund check is returned to PSU or wait 10 business days, whichever occurs first, until the refund can be reissued. To avoid delays in receiving your refund check, students are encouraged to set up Direct Deposit.
  • If your check is lost or stolen, it will be your responsibility to contact Cashiers and Student Accounts in Horace Mann, Room 112, call 620-235-4092 or e-mail cash@pittstate.edu and request that the check be reissued. Checks will not be reissued until 10 business days have passed from the date of the original check. A signed Lost or Stolen Check Affidavit Form may be required by the Cashiers and Student Accounts Office before the check is reissued.
  • A $25 administrative fee may be assessed for issuing a replacement check.
  • PSU does not verify funds for check cashing by third party entities.
  • Cashiers and Student Accounts reserves the right to select and / or change your refund option if necessary.
  • Refund checks not cashed within 90 days of issuance are not valid. These checks will have a stop payment placed on them and cannot be cashed. Refunds containing federal loan or grant funds will have the funds returned to the appropriate federal program.

All returned checks are processed twice by the bank before deemed insufficient funds. Restitution must be made by either cash, money order, cashier’s check, or credit card.  A $30 fee will be charged for each returned item.  An academic ‘Hold’ will be placed on the student’s record, which will be removed when the returned check and the returned check fee are paid to the Office of Cashiers and Student Accounts.

American Opportunity and Lifetime Learning Credits 

The Office of Cashier's and Student Accounts is responsible for reporting all students' tuition billing charges, all grants, scholarships, attendance, and graduate status at PSU to the Internal Revenue Service (IRS). In January, the Office of Cashier's and Student Accounts will mail a 1098-T (Tuition Payment Statement) form to all students who attended PSU during the previous calendar year. The Tuition Payment Statement will also include a brief summary of the charges and credits to the student's tuition account during the calendar year for assisting taxpayers in determining the amount of tax credit available. This statement will be available through the student's GUS login under the Student Accounts menu.  As a green initiative, students may opt to receive their IRS 1098T form electronically.  This must be authorized by the student in GUS by selecting Electronic Form 1098T Authorization under the Student Accounts menu. Otherwise, the Tuition Payment Statement will be mailed to the student's permanent address that is on file in January.

Pittsburg State University will not give individual tax advice. Please consult with a tax professional regarding any potential tax benefits.

Students and families interested in finding out more about the American Opportunity and Lifetime Learning Credits, and other education-related tax provisions of the Taxpayer Relief Act of 1997 may find the following consumer information pieces useful.

(PDF Files; you will need Adobe Acrobat Reader to download, read, and print off the document.)

Pittsburg State University now offers three online options for Tuition, Fees, and Housing payments.  All options can be accessed via the student portal at go.pittstate.edu (logging into GUS). 

Credit Card Policy

  • The Cashiers & Student Accounts and Housing offices only accept credit card payments for tuition, fees and housing charges online.
  • Credit card payments can be made via the CASHNet SmartPay Payment Service. This service is available by going to the student portal (GUS) go.pittstate.edu and signing in with your PSU ID and password.  Informed Decisions Corporation/CASHNet will assess and collect a convenience fee of 2.9% that will be included in the total payment amount.  This fee will be charged at the time of processing.

What is CASHNet?

Informed Decisions Corporation, dba CASHNet, is the third party vendor with whom Pittsburg State University has contracted to provide secure online payments.

Why are we using a third party vendor?

PSU has been absorbing the credit card processing fees charged by credit card processors. These fees have been increasing at an alarming rate. Although some colleges and universities have chosen to no longer accept credit or debit cards, we determined it would be a disservice to our University communities if we eliminated them altogether. The vendor, CASHNet, has the expertise in online payment systems to meet all security and privacy issues and meets the banking and credit card industry compliance requirements (PCI-DSS). Our contract with them ensures that the processes are compliant with the Family Educational Rights and Privacy Act (FERPA) and the Gramm-Leach-Bliley (GLB) Act.

How was the 2.9% rate determined?

That rate is determined by our vendor, Informed Decisions Corporation/CASHNet.  The convenience fee is charged and collected by Informed Decisions Corporation.  (PSU does not control the rate charged or receive any additional proceeds from this service.)

 

Can I pay my tuition, fees and housing with a credit card?

American Express, Discover, MasterCard, and VISA can be used to pay student charges online. If you use a credit card to pay your bill, a 2.9% convenience fee will be charged by and payable to Informed Decision Corporation. You will not be charged a fee if you pay online using the eCheck option.

 


Federal Perkins and Nursing Loan Repayments


  • Federal Perkins Loan Repayment
  • Federal Nursing Loan Repayment
 
 

Faculty and Staff Information


  • Cash Handling Policy
  • Preparation and Transmittal of Departmental Deposits

University Policy

1. The Cashier's Office is responsible for making all deposits to the State Treasurer.

2. It is University policy that all cash (checks, currency, and coin) collected by University departments and student organizations should be deposited on a daily basis with the Cashier's office utilizing a deposit form. If the deposit does not comply with University policy, a memo explaining the reasons will be sent to the department. 

3. The Cashier's Office closes its books each day at 3:30 p.m. For those departments or student organizations which consistently receive cash each business day, a daily cut-off time must be established in order to allow time for the department/organization to prepare the deposit and deliver it to the Cashier's office before 3:30 p.m. in order to be deposited the same day. 

4. Funds received in the departments after the cut-off time each day shall be deposited with the collections received the following business day. Each department and student organization is responsible for ensuring adequate procedures and controls over the temporary safekeeping of funds prior to their deposit with the Cashier's Office. Such procedures and controls should include at minimum: 

  1. Removal of funds from cash register or money tray by the designated fund custodian.
  2. Placement of funds in a locked bank bag (or locked metal container) and securement of the bag in a safe or locked cabinet or locked desk; and
  3. Access to the funds be limited to the designated fund custodian.

5. For those departments or student organizations which receive small amounts of cash on a irregular basis, while the daily deposit of cash is desirable, such daily deposit may not be practical or cost effective. In those cases where the amount of cash receipts are small and an adequate safekeeping facility is available, an aggregate amount of cash receipts not to exceed $25.00 may be retained in the departmental safekeeping facility for a period not to exceed five workdays. Within this five workday period the monies must be deposited with the Cashier's Office.

6. All checks received are to be restrictively endorsed immediately upon receipt. The recommended endorsement is:

            FOR DEPOSIT ONLY 
            PITTSBURG STATE UNIVERSITY 
            (Department's Title) 
            Account No. _____________

7. Under no circumstances will employees or students make disbursements from the department's or student organization's cash receipts. All cash receipts must be deposited with the Cashier's Office.

8. Departments receiving checks should encourage the makers of the check or checks to make them payable to Pittsburg State University and not to the department. However, the following payee format is acceptable: Pittsburg State University/(Name of department). Departments should not request checks to be made payable to the department or individual.

Preparation and Transmittal of Departmental Deposits

   Daily Deposit of Service Area forms are required for all deposits. These forms can be attained from the Cashier's Office. They should be completed in the following manner:

1. The departments fund, unit numbers and unit name. 

2. Date the deposit is prepared and forwarded to the Cashier's Office.

3. Date the monies were receipted. 

4. List the receipt numbers if utilizing them. 

5. List the object code under "Source". 

6. List the description. 

7. List the amount for each source. 

8. Under "Deposit to Cashier", provide the breakdown of the amount of checks, credit cards, currency and coin that is being sent to the Cashier's Office. 

9. Under "Cash Records", provide an accounting of all checks, credit cards, currency and coin that includes the amounts being sent to the Cashier's Office and the change fund. 

10. Account for any shortage or overage of collections. 

11. Person completing the deposit form signature. 

12. Credit card slips should be attached to their appropriate batch total slip. 

13. Checks should be reviewed to ensure the are made payable to PSU, matching numeric and written amounts, signed by the person, and endorsed appropriately. Checks should also have attached two calculator tapes with both identical amounts and order.