At KCKCC, a third-party entity is defined as an individual, private, government or state agency, or other outside entities who assist in paying for any portion of a student's tuition and/or fees and they are requesting a bill directly from KCKCC. Examples include military tuition assistance (TA), state vocational rehabilitation, workforce centers, etc.
KCKCC bills the agency or organization on the student behalf but must receive written authorization from the sponsoring agency or organization before the third-party billing can be processed. Keep in mind that some invoices may create a “conditional credit” to the student account while awaiting payment.
Third-party Vs Tuition Reimbursement
Agencies or organizations requiring course completion or proof of grades before they authorize payment are considered tuition reimbursement programs. Students participating in tuition reimbursement programs are responsible for making their own payment arrangements according to the KCKCC tuition payment policy and seek reimbursement directly from their sponsoring agency or organization.
- Tuition reimbursement programs do not qualify for the third-party billing process.
Student's Responsibility
- A sponsor billing request or authorization letter must be submitted for each term. Some sponsors send payment authorization letters directly to KCKCC. Please check with the Business Office to verify the letter was received.
- Third-party billing specialist begin invoicing after each term census date. If the student's sponsor requires immediate billing, please have them contact the Business Office.
- Charges paid by each sponsor can vary from tuition and fees to all expenses, including parking, housing, books and supplies. The student is responsible for any charges not authorized by the agency/sponsor.
- It is the student’s responsibility to notify KCKCC of any schedule changes that could impact their billing.
- Some sponsors require grants and institutional funding be applied to student bills before they pay the remaining balance. KCKCC does their best to ensure that this procedure is followed as required; however, it is possible that aid is applied to accounts after the billing process has been completed. If students receive a refund and are unsure of its validity, please contact the Business Office.
- If the sponsor/agency is unwilling to pay the charges incurred, those charges become the financial responsibility of the student.
- Not all third parties are eligible for conditional account credit. This may affect the student's refund until the payment is received from the third-party payer and applied to their account.
- The Family Educational Rights and Privacy Act of 1974 (FERPA) allows higher education institutions to disclose student records or identifiable information without the student’s consent to persons or organizations providing financial aid (e.g. sponsorships). The sponsor must agree to abide by the FERPA and not disclose student information to others without the express written approval of the student.
Authorization Letter Information
KCKCC can bill any company for tuition and fees; however, a promissory letter stating the courses covered for the student must be submitted. The information required for the authorization of payment includes:
- Student name
- Student ID number
- Agency name and billing address (on company letterhead, emailed, faxed, etc.)
- Name and phone number of the contact person
- The term that is covered by the authorization letter (if funds are to be split among multiple semesters, note the breakdown of funds by term)
- KCKCC needs a new letter each semester to maintain student status.
- Course name and number, if available (example: ENG 121)
- Dollar amount or percentage of college costs to be covered
- Types of charges to be covered (tuition, fees, books, housing, IDs, etc.)
Authorizations for Payment
After the college receives the payment authorization, an award is entered on the student account. This information indicates the funding source and allows the accounts receivable system to generate third-party invoices.
The payment authorization can be mailed, emailed, or delivered in person to the Third-Party Specialist.
Mail:
Kansas City Kansas Community College
Attn: Business Office
7250 State Avenue
Kansas City, KS 66112-3003
Email:
Deliver in Person:
Business Office
Social Science, Room 3260
7250 State Avenue
Kansas City, KS 66112-3003