Hours of Operation
Window: Monday–Friday 8 a.m.–4 p.m.
Office: Monday–Friday 7:30 a.m.–4 p.m.
Important Dates
Spring 2023
- Dec. 12, 2022 - Anticipated date for Spring 2022 semester billing to be processed for registered students
- Jan. 2, 2023 - First day to charge books at the bookstore
- Jan. 13, 2023 - Deadline for all registered students to confirm enrollment with the Business Office
- Jan. 16, 2023 - First day of classes
- Jan. 20, 2023 - Last day to charge books at the bookstore
- Jan. 20, 2023 - Last day to add classes or change sections
- Jan. 23, 2023 - Last day to return books to the bookstore for credit
- Jan. 27, 2023 - First day for spring refund checks to be issued
- Feb. 28, 2023 - Last day to pay student accounts in full to avoid interest
- May 12, 2023 - Last day to have account paid in full, including interest
Summer 2023
- May 1, 2023 - Anticipated date for Summer 2022 semester billing to be processed for registered students
- May 1, 2023 - First day to charge books at the bookstore
- May 12, 2023 - Deadline for all registered students to confirm enrollment with the Business Office
- May 15, 2023 - First day of classes
- May 19, 2023- Last day to charge books to the bookstore
- May 22, 2023 - Last day to return books to the bookstore for credit
- May 26, 2023 - First day for summer refund checks to be issued
- June 30, 2023 - Last day to pay student accounts in full to avoid interest
- Aug. 18, 2023 - Last day to have account paid in full, including interest
Fall 2023
- Aug. 1, 2023 - Anticipated date for Fall 2022 semester billing to be processed for registered students
- Aug. 1, 2023 - First day to charge books at the bookstore
- Aug. 25, 2023 - Deadline for all registered students to confirm enrollment with the Business Office
- Aug. 28, 2023 - First day of classes
- Sep. 1, 2023 - Last day to charge books at the bookstore
- Sep. 1, 2023 - Last day to add classes or change sections
- Sept. 5, 2023 - Last day to return books to the bookstore for credit
- Sept. 8, 2023 - First day for fall refund checks to be issued
- Oct. 31, 2023 - Last day to pay student accounts in full to avoid interest
- Dec. 15, 2023 - Last day to have account paid in full, including interest
Student Financial Responsibility Agreement and Disclosure Statement
Viterbo University requires all student to complete the Student Financial Responsibility Agreement during the process of applying for admission.
Billing and Student Account Statements
Student account information is available through Self-Service. A billing notice is emailed to all registered students prior to the start of each semester once billing is generated. Notices are then also sent to students who have outstanding account balances during the first week of each month throughout the semester. The account statements on Self-Service contain actual charges, payment information, and financial aid that has been applied or is pending disbursement to students' accounts. Payments can be made in person at the Business Office, by mail, or with a debit/credit card or eCheck online using Self-Service. Viterbo accepts Visa, Mastercard, and Discover as well as cash and checks. The student account balance is due for full payment no later than the final day of the semester, including interest. Please refer to the emailed billing notices from our office to identify deadlines to pay your account to avoid interest charges. Viterbo will accept personal payments up to but not more than the total amount due on a student's account at the time the payment transaction is processed. Overpayments are not permitted. Transcripts and diplomas will not be issued to a student until the account is paid in full. To discuss your student account or if you have any billing questions, please call the Business Office at 608-796-3850.
Minimum Payment Requirements/Enrollment Confirmation
Viterbo University policy requires that any balance from a previous semester be paid in full before the first day of a new semester's classes or attendance will not be permitted. Any fines issued to the student (library, student life, etc.) must also be paid in order to confirm enrollment. In addition, all students are required to make a minimum down payment of $500 each semester no later than the Friday before the start of a new term, exclusive of financial aid and any deposits. Students owing less than $500 at the time they request to confirm enrollment will be asked to make full payment of their balance to officially satisfy the university's enrollment requirements. If it can be verified that financial aid has been disbursed to a student's account and it covers all semester charges, then the student can confirm enrollment without being required to make the $500 down payment. However, students in this situation are still required to verify their financial aid by visiting the Business Office in person or calling 608-796-3850 to have a member of the staff review their account. The Business Office will not accept an email to confirm enrollment.
Making Online Payments in Self-Service
To make a payment online using a debit/credit card or eCheck, please access Self-Service and select Student Finance. You will then be taken to the Account Summary page of your account and the Make A Payment link will be found on the same line as the Total Amount Due. Please be sure to click on the Select box to identify the term for which you intend to pay. The balance due on your account for the semester in which you have selected will default in the Amount to Pay field. If you wish to pay a different amount than what is shown, simply enter that amount in the field. Next, click on Choose a Payment Method and select your preferred option, and then click on Proceed to Payment to submit your financial information on our secure page and complete the process. Viterbo accepts Visa, Mastercard and Discover.
Interest Charges
Interest charges will be assessed monthly at a nominal annual percentage rate of 15% (1.25% per month) on unpaid balances as of Oct. 31 for fall semester charges (begins accruing October 1), Feb. 28 for spring semester charges (begins accruing February 1), and June 30 for summer semester charges (begins accruing June 1). Once interest has begun accruing, these charges will continue until the balance is paid in full. If the balance due is paid in full on or before the final day of any month, then the student should incur no additional interest charges. If full payment is not made by that deadline an interest charge is assessed to the student’s account.
Refund Checks
Viterbo University will produce refund checks for all students who have a credit balance after all charges have been paid. Refund checks will be available in the Business Office for the first time on the second Friday of each semester and then every subsequent Thursday throughout the semester. Any refund check not picked up on the day it is available will be mailed to the student's home address the next morning, except on the second Friday of the semester when refund checks will be mailed that same day at 3 p.m.
A parent can authorize a refund check associated with a Parent PLUS Loan to be issued in the name of the student. Please have the parent complete the following form, being sure to clearly identify the appropriate semesters, and return it to the Business Office.
1098-T IRS Form
The 1098-T form is a statement of qualified tuition and related expenses required for enrollment or attendance at Viterbo University. Viterbo makes these forms available electronically through Self-Service to each student that is enrolled for the past calendar year. Students who choose to not receive their form electronically will be mailed their copy by Jan. 31. The 1098-T form includes tuition and related expense information, as well as scholarship information. Viterbo University does not supply payment information. Please contact your tax preparer for specific IRS regulation when preparing your tax return.
Important Information Concerning IRS Form 1098-T
Viterbo University is required to have the 2021 IRS Form 1098-T available by Jan. 31, 2022.
The Internal Revenue Service (IRS) has changed the requirements that colleges and universities must follow for reporting billing and payment information on IRS Form 1098-T. The new regulations beginning for the 2018 tax year, which runs from Jan. 1, 2018 to Dec. 31, 2018, will require only the qualified tuition and related expenses paid during the calendar year to be reported on Form 1098-T. As a result of these new regulations, please be advised that making payments in a current calendar year for charges in an upcoming calendar year (i.e. paying spring 2021 tuition and related expenses during the 2020 calendar year) may have an impact on your tax credit opportunities for the 2021 tax year. Viterbo University suggests you refer any questions to a tax consultant to understand how these regulations affect your specific situation.
The 2017 1098-T will be the final time in which qualified tuition and related expenses billed during the 2017 calendar year are reported by Viterbo University on the form. Those students that have consented to receive the form electronically through Self-Service will receive an email from the university once their 1098-T is processed and available next month. The 1098-T is one of many tools used to assist students and their families in determining if they are eligible for an education tax credit. Please contact your tax consultant or review https://www.irs.gov/forms-pubs/about-form-1098-t and https://www.irs.gov/pub/irs-pdf/p5197.pdf for more information.
After Hours Drop-off Box
The Business Office has an after hours drop off box located on the left of the Business Office windows. You may drop off payments or documents for the Business Office, Financial Aid Office, or Registrar's Office.
Purchasing Student V-Hawk Bucks
V-Hawk Bucks are sold in increments of $50 and can be used at the The Caf, Einstein’s Bagels, or Crossroads POD Market and Grill. V-Hawk Bucks are carried over from the fall semester to the spring semester but do not carry over to the next school year. Any V-Hawk Buck balances remaining at the end of the spring semester will be forfeited. For questions, contact Campus Dining at 3830, Residence Life at 3060 or the Business Office at 3850. To purchase V-Hawk Bucks using a credit card, click here. To purchase V-Hawk Bucks with cash or check go directly to Campus Dining.
Contact
Please contact Kevin Ganther in the Business Office to discuss contract arrangements for an unpaid account balance if you are no longer enrolled at the university.
Kevin Ganther
Director of Student Billing/Accounts Receivable
Viterbo University Business Office
Murphy Center Room 214
900 Viterbo Drive
La Crosse, WI 54601
608-796-3850
kaganther@viterbo.edu