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Third Party Sponsor Billing Frequently Asked Questions

SDSU Cashier’s Office Third Party Sponsor Billing Frequently Asked Questions

 

What does SDSU require of Third Party Sponsors?

The Third Party Sponsor cannot be related to the student beneficiary. The Third Party Sponsor must submit a letter of authorization with the required information by the due date for that term. The Third Party Sponsor must pay SDSU upon receipt of bill. The Third Party Sponsor must agree to abide by the Family Educational Rights and Privacy Act of 1974 (FERPA).

 

What does SDSU require of students who receive funding from Third Party Sponsors?

Students are required to access their SDePay account and JACKS email accounts to monitor their account balances. The student is responsible for knowing their sponsor’s requirements to receive the funding and work directly with their sponsor to provide information required by their sponsor that is outside of the scope of billing and payment. The student is responsible for ensuring their sponsors authorization is on file by the term deadlines to avoid late fees being assessed on their account. The student is responsible for paying any charges not paid by their sponsor.

 

What is a Third Party Sponsor letter of authorization to bill?

A Third Party Sponsor letter of authorization to bill is a letter on official letterhead or a form with business logo and information that requests a direct billing from SDSU in order to pay for a portion or all of the approved students educational expenses at SDSU.

This letter of authorization must include the following information:

  • Date the letter of authorization was created.
  • The name or names of the students the third party sponsor wants to be billed for.
  • The ID numbers of the student or students. This is the preferred number. (If the ID number is unknown the last 4 digits of the social security number will be accepted.)
  • What the third party sponsor wants to be billed for. (For example, a specific course or dollar amount per student. If the third party wants to generalize they may state they want to pay all tuition and fees for said students.)
  • The period of time the authorization covers. (If the third party wants to cover a spring course only they may state the period of time as spring term only.)
  • The address where SDSU Cashier’s Office is to send the billing.
  • A contact person, phone number, fax and email address.
  • Signature of person authorized to expend these funds.

 

What charges or fees cannot be billed to the Third Party Sponsor?

In order for any charges to be billed out by the SDSU Cashier’s Office they must be assessed through our university student system. Any charges that are not billed through our student system will not be billed to the Third Party Sponsor.

The Cashier’s Office will not bill Application or Transcript fees. The Cashier’s Office will not bill “Bookstore Charges” posted to the student’s account. Currently, no method is available to verify the content of these charges. Books must be billed directly from the SDSU University Bookstore.

 

When does the Third Party Sponsor/student need to submit the letter of authorization to the SDSU Cashier’s Office?

Both the Third Party Sponsor and student are responsible to ensure the letter of authorization is received by the SDSU Cashier’s Office by the deadline for each term to avoid late payment fees on the student account. The current fiscal year 2018 deadlines are as follows:   Summer 2017 – 08 May 2017,

Fall 2017 – 21 Aug 2017 and Spring 2018 – 08 Jan 2018.

 

Where does the Third Party Sponsor send the letter of authorization?

You may mail or bring the authorization document to the SDSU Cashier’s Office.

SDSU Cashier’s Office

Attn: Barbara Geise

Box 2201, SAD RM 136

Brookings, SD 57007-2598

 

Phone (605) 688 – 6116

 

Why have late fees been added to my student bill?

Your sponsor’s letter of authorization was not received by the term deadline or you did not pay your portion of the bill by the due date.

 

When do Third Party Sponsor’s get billed?

The Third Party Sponsor will be billed for the authorized term after the adjustment period is completed and usually before the end of the approved term.

 

What if my Third Party Sponsor does not pay?

The student is responsible for any balance the Third Party Sponsor does not pay. This includes any late fees that have been assessed. A hold will be placed on the student account until the outstanding balance is paid in full.

 

How do Third Party Sponsors receive student schedules, transcripts or other student information?

The Third Party Sponsor Billing process involves billing and payment only. The student is responsible for providing their sponsor with any required student information that is outside the scope of billing and payment. The student is responsible for paying any processing fees related to their requests for university records. If the student’s sponsor provides the student with group health insurance, the student is responsible to provide the university office that handles health insurance a copy of the document stating their coverage and complete any waiver requests according to university policies and deadlines.

 

What is the process after the SDSU Cashier’s Office receives and approves the Third Party Sponsor letter of authorization request?

Once the letter of authorization is received, reviewed and approved for processing, a conditional credit will be applied to the student account for the amount we will bill the sponsor. The credit does not reflect payment from the sponsor. This credit prevents holds and late fees from being placed on the student account.

The sponsor will be billed after the term adjustment period is over and before the end of the term. If the sponsor does not pay the balance billed to them, the conditional credit on the student account will be removed and the student will be billed directly.

 

I qualify for military benefits. Is this considered a Third Party Sponsor?

The actual payment that the school receives on your behalf will be processed as a Third Party Sponsor payment to your student account. You will need to follow the specific benefit program requirements, procedures and deadlines of each benefit program you qualify for. For more specific information regarding these types of programs, you may contact the SDSU Cashier’s Office or the SDSU Veterans Affairs Office.

 

Is there any other information that may be helpful to a Third Party Sponsor?

South Dakota State University’s Federal Employer ID Number is 46-6000364

 

What office do I contact if I still have more questions regarding Third Party Sponsors?

SDSU Cashier’s Office

Box 2201, SAD RM 136

Brookings, SD 57007-2598

Phone (605) 688 – 6116

Fax (605) 688 - 6944

 

Contact person: Barbara Geise