The Office of Student Accounts is located on the first floor of the Administration Building.

Mailing Address
West Virginia Wesleyan College
Student Accounts Office
59 College Ave
Buckhannon, WV 26201

Phone (Toll Free)
1-800-704-4078

Phone (Local)
304-473-8569

Hours
8:00 AM – 4:00 PM (M – F)

The Office of Student Accounts provides a variety of services for the student including the following:

  • Generates the student’s statement of account.
  • Receipts payment on account.
  • Transfers money from the student’s account to commuter meal plans.
  • Process refunds.
  • Field questions related to the student’s statement of account.
  • Manage Monthly Payment Plans.
  • Facilitates book purchase assessments to the student account.
  • Invoices third party payees, i.e. State Rehabilitation Programs, etc.

Current WVWC students can review your up-to-date financial aid package and student account through our Colleague Self-Service.

Proxy Access Instructions

Refund Request Form

Freshmen Billing Packet

  • Frequently Asked Questions

    WHEN IS PAYMENT DUE?

    Fall term payment is due by August 1, and Spring term payment is due January 2. Payments for May (SU1) and Summer (SU2) terms are due 10 calendar days prior to the start of the term.

    WHAT IF I CANNOT PAY THE BILL IN FULL BY THE DUE DATE?

    It is important for the student and parents to have a proposed plan for payment before each term’s DUE DATE to avoid paying a late payment fee. If the student and parents determine that it is not possible for the entire bill to be paid in full by the due date, there are two options. One option is to contact the Financial Aid Office to explore additional loan possibilities, including the Parent Plus Loan or outside alternative loan providers.

    WVWC provides another payment option known as the Monthly Payment Plan, which is an interest free option. If you choose to enroll in a Monthly Payment Plan, you must complete and submit the online enrollment form for each semester by enrolling here and make the first monthly payment including the enrollment fee by the payment due date. To request more information about this plan, contact the Office of Student Accounts at 1-800-704-4078. If there is no plan in place for payment by the due date, a late payment fee of $250 will be assessed to the student account.

    HOW DO I GET A REFUND ON MY ACCOUNT?

    Refunds in excess of institutional costs are typically issued within 30 days of the start of each academic term, and on Fridays afterward. A Refund Request Form must be submitted by the close of business on Monday in order to be processed during the same week.  Refunds are issued to the student unless their account has a Parent Plus Loan. During the Parent Plus Loan application process the parent must select whether a refund is issued to the borrower or to the student.

    HOW MAY I PAY FOR ADDITIONAL BOBCAT BUCKS TO USE IN THE CAT’S CLAW RESTAURANT?

    You or your family may pay for additional Bobcat Bucks or add money to your commuter meal plan in the Office of Student Accounts in person or by phone at 1-800-704-4078 with a credit card, cash, check, or student account transfer (only when the student account has a credit balance).

    HOW MAY I VIEW MY BILL?

    Students may view their statement of account 24/7 through their Colleague Self Service. It is the responsibility of the student to pay any additional amounts that become due.

    AM I REQUIRED TO HAVE MEDICAL INSURANCE?

    Yes, it is a requirement for ALL students to provide their own medical insurance.

    HOW DO I KNOW IF I HAVE A STUDENT ACCOUNT HOLD ON MY ACCOUNT?

    Students should log into Web Advisor at least a week prior to pre-registration or registration to see if they have any holds on their student account. Once logged in under, “Academic Profile”, you can select “My Holds”. If a Student Account Office Hold exists, you have a balance or monthly payment that must be paid prior to registration. If you have any questions about a student account hold, please contact the Office of Student Accounts.

    HOW ARE RETURNED CHECKS HANDLED?

    If a check is returned from the bank for non-sufficient funds (NSF) or any other reason, the student’s account will be billed the amount of the check and an additional $75 return check charge. If two checks are returned from the same account, we will no longer accept the checks. If the check was used to pay for registration, the student will have five business days to pay the amount of the check and the returned check fee.

    WHAT ARE OTHER TYPES OF CHARGES THAT I MIGHT SEE ON MY STATEMENT OF ACCOUNT?

    Instruction course fees, traffic/parking violations, library fines, housing damage charges, Campus Health Center charges as well as late payment fees and others defined in your student handbook. These charges will be added throughout the semester and after the semester is over.

    WHERE DO I GO IF I HAVE ADDITIONAL QUESTIONS?

    The Office of Student Accounts is located on the first floor of the Lynch-Raine Administration Building or you can always call the office at 1-800-704-4078.

  • Make Payment

    The Office of Student Accounts accepts:

    West Virginia Wesleyan College will charge a non-refundable 2.25% Credit Card Convenience Fee, with a $1.00 minimum, on credit card payments made through ACI/Official Payments.  All convenience fees are charged by and paid directly to ACI/Official Payments during the payment process.

    ** For bank routing information to wire payment to WVWC, please contact the Office of Student Accounts at (800)704-4078

    • Click here to view the schedule of fees and charges.

    PAYMENT DUE DATES

    Enrollment Term Payment Dues Dates*
    Fall August 1
    Spring January 2
    May Term (Summer 1) 10 days prior to first class
    Summer Session (Summer 2) 10 days prior to first class

    * Dates can be subject to change.

  • Textbook Buyback and Return

  • 1098-T Tax Form

    WHEN WILL I RECEIVE MY 1098-T?

    West Virginia Wesleyan College will mail a 1098-T to the preferred mailing address of each student no later that January 31 each year.

    WHAT IS A 1098-T?

    The 1098-T tax form shows the amount billed in the form of tuition and fees as well as the scholarships disbursed to the student account during the tax year.

    CAN I GET A DUPLICATE 1098-T?

    Yes, by mid February all 1098-Ts can be viewed and printed online by logging into Self-Service. Select “Tax Information” and then choose the appropriate tax year.

    WHAT FEES ARE INCLUDED IN THE “TUITION AND FEES”?

    The fees included on this form are “General Fees” which are listed on your Statement of Account that you receive. They are the only fees that must be paid to the institution as a condition of enrollment to the school. All other charges such as room, board, books and other course fees are not reported on the 1098-T.

    WHY DOES THE 1098T NOT SHOW WHAT I HAVE PAID FOR THE CALENDAR YEAR?

    We report only the tuition and mandatory fees as well as scholarships disbursed to the student’s account.

    DO INTERNATIONAL STUDENTS RECEIVE THE 1098-T FORM?

    The Office of Student Accounts will produce 1098-T forms for international students only if requested. Presentation of a valid social security card or an Individual Taxpayer Identification Number (ITIN) is required. To determine if you are eligible for an educational tax credit as an international student, you should read IRS publication 970 and Form 8863, then contact a tax professional for tax advice. The Office of Student Accounts cannot determine if you qualify for a tax credit and is not permitted to give tax advice.

    It is not appropriate for the institution to provide tax advice, so we direct you and your families to take advantage of the many online IRS resources at www.irs.gov or to contact your tax professional.

  • Monthly Payment Plan

    West Virginia Wesleyan is pleased to offer an online monthly payment plan option. The plan allows students, parents and guardians to choose to pay monthly installments for a portion or the entire semester of their Wesleyan tuition, room, board and fees. This provides families greater flexibility in budgeting semester costs to best fit their individual needs.

    Students, parents and guardians may enroll on-line by visiting: https://payplan.officialpayments.com/Enrollment.aspx?billerId=52&planGroupId=86

    Step 1: To create a login you will need the Student ID (this will be 7 digits, start with ‘0’ and then your 6-digit Account Number) and Last Name of the West Virginia Wesleyan College student.

    Step 2: Select the plan that you wish to enroll in. Depending on the time of enrollment, there will be a 3, 4, or 5 month payment plan option available.

    We understand that not all financial aid may have been awarded at the time you enroll in the payment plan. Your payment plan budget may be adjusted upward or downward at a later date.

    Step 3: Set up your e-wallet in order to take advantage of automatic payments by E-Check (ACH) or Credit/Debit Card. Please note that monthly payments are due on the first of the month. If your monthly payment is not paid by the 10th of the month, you will charged a monthly late payment fee of $20.

    No Interest Charges

    West Virginia Wesleyan provides all of the benefits of a monthly payment plan without charging interest. An application fee does apply for participating in the payment plan in the amount of $100 per semester.

    Questions

    All questions concerning the West Virginia Wesleyan Monthly Payment Plan should be directed to the Office of Student Accounts at 1-800-704-4078.

  • Refund & Withdrawal Policy

    Funds in excess of institutional costs are typically issued within 30 days of the start of each academic term, and then on Fridays afterward. Refund Request Forms must be completed by the close of business on Monday in order to be processed.

    Refunds are issued to the student unless their account has a Parent Plus Loan, in which case refunds are issued based on the borrower’s instructions provided on the loan application itself.

    The Student Accounts Office will not process refunds that include balances of “Pending Aid”.

    Students making schedule adjustments that change their status from full-time to part-time or reduce their part-time load after the first five days of a semester or the first two days of a summer term will not have any adjustments in tuition charges unless they withdraw from the College. For a student withdrawing from the College because of illness or for other reasons approved by the College, the following refund schedule will be used:

    Fall Semester 2021 Spring Semester 2022 Student Responsibility
    August 23, 2021 –
    September 5, 2021
    January 11, 2022 –
    January 24, 2022
    20% of tuition
    September 6, 2021 –
    September 19, 2021
    January 25, 2022 –  February 7, 2022 40% of tuition
    September 20, 2021 –
    October 3, 2021
    February 8, 2022 – February 21, 2022 60% of tuition
    After October 3, 2021 After February 21, 2022 100% of tuition
     
    May Term 2022 Summer Term 2022 Student Responsibility
    May 11, 2022 –
    May 14, 2022
    June 9, 2022 –
    June 12, 2022
    20% of tuition
    May 15, 2022 –
    May 18, 2022
    June 13, 2022 –
    June 16, 2022
    40% of tuition
    May 19, 2022 –
    May 22, 2022
    June 17, 2022 –
    June 19, 2022
    60% of tuition
    After May 22, 2022 After June 19, 2022 100% of tuition

    Fees
    All fees are non-refundable.

    Room
    A student withdrawing from the College during a semester or summer term will receive no refund of room charges.

    Board
    A student withdrawing from the College during a semester, for any reason, will be refunded a part of the charges for board proportionate to the number of days of the semester remaining after the meal ticket is surrendered.

    Financial Aid
    Refunds of financial aid are a separate calculation to comply with federal regulations.

    The calculations include the length of the enrollment period, unpaid institutional charges, all educational costs for the enrollment period and amounts paid toward institutional charges from financial aid and cash paid by the student. Students who consider withdrawing or reducing hours below full-time are advised to contact the Financial Aid Office.

    POLICY FOR A STUDENT WITHDRAWING FROM A COURSE
    Students making schedule adjustments that change their status from full-time to part-time after the first five days of a semester will not have any adjustments in tuition charges unless they withdraw from the College.

  • Student Accounts Staff

    April Cutright
    Director of Administrative Services

    Ashley Stanton
    Administrative Services Assistant

    Phone (Toll Free)
    1-800-704-4078

    Phone (Local)
    304-473-8569
    304-473-8453

    Email
    studentaccounts@wvwc.edu