Hours of Operation
Window: Monday–Friday 8:00 a.m.–4:00 p.m.
Office: Monday–Friday 7:30 a.m.–4:00 p.m.
Important Dates
Spring 2025
- Dec. 10, 2024 - Anticipated date for Spring 2025 semester billing to be processed for registered students
- Jan. 2, 2025 - First day to charge books at the bookstore
- Jan. 13, 2025 - First day of classes
- Jan. 17, 2025 - Last day to charge books at the bookstore
- Jan. 17, 2025 - Last day to add classes or change sections
- Jan. 19, 2025 - Last day to drop 16 week class and receive full tuition refund - financial aid status subject to change
- Jan. 20, 2025 - Last day to return books to the bookstore for credit
- Jan. 24, 2025 - First day spring refund checks will be available
- Feb. 28, 2025 - Last day to pay student accounts in full to avoid interest
- May 9, 2025 - Last day to have account paid in full, including interest
Summer 2025
- May 1, 2025 - Anticipated date for Summer 2025 semester billing to be processed for registered students
- May 1, 2025 - First day to charge books at the bookstore
- May 12, 2025 - First day of classes
- May 16, 2025 - Last day to charge books to the bookstore
- May 19, 2025 - Last day to return books to the bookstore for credit
- May 23, 2025 - First day summer refund checks will be available
- June 30, 2025 - Last day to pay student accounts in full to avoid interest
- Aug. 15, 2025 - Last day to have account paid in full, including interest
Fall 2025 (New Payment Policy Begins)
- July 15, 2025 - Anticipated date for Fall 2025 semester billing to be processed for registered students
- Aug. 1, 2025 - First day to charge books at the bookstore
- Aug. 18, 2025 - Deadline at 8:00am to pay in full previous semester balances to avoid Fall 2025 registration withdrawal
- Aug. 25, 2025 - First day of classes
- Aug. 29, 2025 - Last day to charge books at the bookstore
- Aug. 29, 2025 - Last day to add classes or change sections
- Aug. 31, 2025 - Last day to drop 16 week class and receive full tuition refund - financial aid status subject to change
- Sept. 2, 2025 - Last day to return books to the bookstore for credit
- Sept. 5, 2025 - First day fall refund checks will be available
- Oct. 10, 2025 - Deadline to pay student account balances - $75 late fee and registration hold assessed to any student account with balances of $500 or more
- Nov. 30, 2025 - Registration hold assessed to any student account not paid in full by this date
Policies and Forms
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 periodically during 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, Discover, and American Express, as well as cash and checks. A service fee of 2.99% will be applied to all cards presented for payment, with a minimum fee of $1.00 per transaction. There are no service fees for paying online with eCheck (checking account only). A fee totaling $35 will be assessed for any NSF payment made via check or eCheck that is returned by the bank. Please refer to the emailed billing notices from our office to identify deadlines to pay your account to avoid late fees and registration holds. 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. 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.
Payment Policy and Requirements
Viterbo University policy requires any balance from a previous term to be paid in full no later than 8:00am on Monday the week before the start of a new semester in order to avoid withdrawal from your courses. The University reserves the right to contact you and can also restrict or cancel course registration if you do not respond with the required payment. Students with past due balances beyond this deadline will be withdrawn from their upcoming semester classes and have their Moodle account deactivated. Any previous fines issued to the student (library, student life, etc.) must also be paid. Students that are withdrawn will be notified via their Viterbo email account. If you are withdrawn from the University, you may be responsible for tuition and fees billed to your account for the semester, in addition to any past due balances and fines from previous terms. Viterbo University has the right to withhold academic records, including diplomas, and may refuse to accept registration for future academic terms during any period in which an unpaid balance exists.
Students may pay the balance of their account at any time once semester charges are billed to student accounts. Please make payments to the Viterbo University Business Office in person, by mail, or online through the student’s Self-Service account. Viterbo University accepts cash, personal checks, money orders/bank checks, and credit/debit card payments (Visa, Mastercard, Discover, American Express), while online payments can be made via eCheck and credit/debit card. A service fee of 2.99% will be applied to all cards presented for payment, with a minimum fee of $1.00 per transaction. There are no service fees for paying online with eCheck (checking account only). A fee totaling $35 will be assessed for any NSF payment made via check or eCheck that is returned by the bank. The Business Office is located in Murphy Center 214 and our mailing address is 900 Viterbo Drive, La Crosse, WI 54601.
New Payment Policy Effective Fall 2025
Starting with the Fall 2025 semester, the following new payment policy will be in effect for students attending Viterbo University:
Tuition, fees and other charges billed to student accounts will be due according to the following schedule:
Fall Semester – October 10th
Spring Semester – March 10th
Summer Semester – June 30th
A $75.00 late fee will be assessed to any student account whose balance is $500 or more after the deadlines identified above. A hold will also be placed on these accounts that will prohibit the student from further registration. Student accounts with balances of less than $500 will be allowed to register and a hold will not be placed on their account at this time.
All student accounts that still have a balance as of the following dates will be placed on hold and will be prohibited from further registration:
Fall Semester – November 30th
Spring Semester – April 30th
Summer Semester – August 1st
Viterbo University requires any balance from a previous semester be paid in full or attendance will not be permitted for an upcoming semester. Students who were allowed to register for a future term will have their registration for that term dropped if they do not pay their balance in full by 8:00am on Monday the week before the start of a new semester. The University reserves the right to contact you and will withdraw you if you do not respond with the required payment. If you are withdrawn from the University, you are still responsible to pay in full the past due tuition, fees and other charges on your student account.
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, Discover, and American Express. A service fee of 2.99% will be applied to all cards presented for payment, with a minimum fee of $1.00 per transaction. There are no service fees for paying online with eCheck (checking account only). A fee totaling $35 will be assessed for any NSF payment made via check or eCheck that is returned by the bank.
Late Fees
A $75.00 late fee will be assessed to any student account whose balance is $500 or more after the deadlines identified below. A hold will also be placed on these accounts that will prohibit the student from further registration.
Fall Semester – October 10th
Spring Semester – March 10th
Summer Semester – June 30th
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.
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 2024 IRS Form 1098-T available by Jan. 31, 2025.
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
Viterbo University Business Office
Murphy Center Room 214
900 Viterbo Drive
La Crosse, WI 54601
608-796-3850
kaganther@viterbo.edu