External Third Party—Responsibilities

Student's Responsibilities

It is the sponsored student's responsibility to:

  1. Ensure that the University is provided with a valid authorization letter from their sponsor, prior to the tuition due date to avoid late payment fees and financial holds.
  2. Monitor their student tuition account status regularly. To determine if your charges are being deferred to a third party sponsor for payment, log in to http://my.wisc.edu , then click Student Center on the Finances tab to view your Tuition Account activity.
  3. Know the duration of the sponsorship as listed in the authorization letter. The University will NOT notify a student when the sponsorship has expired.
  4. If the sponsor is not paying the entire tuition and fee cost, the student must pay the remaining balance before the tuition due date in order to avoid a late payment fee.
  5. If the sponsor's authorization is not received prior to the tuition due date , the student is responsible for payment of the late payment fee.
  6. An updated letter must be submitted to the Bursar's Office if any portion of the agreement changes.
  7. Supply additional information required by the sponsor, including grades, transcripts, course(s) and other miscellaneous information.

If questions arise concerning conditions of the sponsorship, the student should contact the sponsor, not the University of Wisconsin–Madison.

Sponsor's Responsibilities

It is the Third Party Sponsor's responsibility to submit a third party invoice authorization letter or list (on Sponsor's letterhead) to the Bursar's Office prior to the tuition due date with the following information:

  • Student's Name
  • Student's Campus ID Number
  • Duration of Sponsorship (specific timeframe or specific semesters)
  • Amount to be Billed (all tuition and fees or a set dollar amount)
  • Sponsor's Address (where should the invoice be addressed to)
  • Sponsor's Contact Information (who can be contacted via email or telephone for payment questions)
  • Special Instructions (for requests that we are able to accommodate)
  • How Payment will be made (by check or wire transfer)

A sponsor should only make payment from the University Invoice, not the student's bill. A Sponsor shall make payment to the University's bank (per the wire transfer instructions included with the invoice) or mail payment to the provided address. Payment is due in full upon receipt of invoice notice. Credit card payments are NOT accepted. Sponsor will notify the University in writing of any changes to the third party invoice authorization letter or list.

Bursar's Office Responsibilities

The Bursar's Office responsibilities are:

  • Bursar's Office/Third Party Billing (TP Billing) will review authorization letters upon receipt and will certify eligible students. A third party deferral credit will be applied to the student's tuition account for the covered expenses.
  • TP Billing will invoice the sponsor for the authorized charges. The invoice will state the student's name and the total allowable charges.
  • Any refund resulting from an adjustment to the student's account after sponsor payment will be returned to the sponsor.
  • TP Billing will charge back to the student's account any charges resulting from non-payment of sponsored charges by the sponsor.
  • TP Billing will attempt to comply with a sponsor's particular invoice requirements, but this is not guaranteed and is based upon system limitations.