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Business Office FAQs

Frequently Asked Questions

Billing    Payment    Financial_Aid_and_Scholarships    Sponsored_Billing    Online_Courses    Dropping_Withdrawing    Taxes

Questions Regarding University Billing


Will you mail a bill to my home address?
No. West Texas A&M University does not mail any billing statements. Students must login to
Buff Advisor using the My Buff Portal link on the WT home page, and click on View Accounts and Make Payments, then click Account Activity and click the "expand all" button to see their itemized bill, applied scholarships, financial aid, emergency tuition and fee loans, payments, and refund of credit.

What charges appear on my university balance?
All students are charged mandatory tuition and fees, which are explained in detail on the tuition and fees page. Students who have signed a contract with Residential Living  will see housing and meal plan charges included in the university balance as well.

Where can I find an estimation on the cost of attendance?
As of Fall 2014, all West Texas A&M University students have a guaranteed rate for cost of attendance relative to their residency status and classification. Full information on can be found on the cost of attendance page.

Why do I owe a balance after I paid my account in full?
There are many reasons why this situation can happen. The most common is students adding a class after their account is paid in full either by adding the class themselves, or by being added to a class which they are wait listed. Another common cause is students changing their housing building, room type or meal plan after their balance is paid in full. We strongly encourage students to check their account regularly and often throughout the semester even when they believe their account is paid in full.

Can my family members or a spouse call and get information on my account?
No, due to the Family Educational Rights and Privacy Act, West Texas A&M University is required to protect student's information regardless of relation to caller. Students may grant the Business Office permission to give information to specific persons by signing a FERPA waiver at the cashier window located on the first floor of Old Main. Students must show a photo id when they sign the waiver. Waivers are applicable for one year, and the student must sign a new waiver each year, and can only be signed during the cashier window operating hours: Monday to Friday, 9 a.m. to 4 p.m.

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Questions Regarding Payment on University Balance

When is the payment deadline?
You can find the payment deadlines on the Registrar's calendar, or on Key Dates by semester for Fall 2014, January Intersession 2015 and  Spring 2015.

How much do I have to pay to prevent my schedule from being deleted?
For fall and spring semesters, a minimum payment of one-fourth of tuition and fees must be made by payment due dates, and a payment plan must be submitted using the payment plan link on Buff Advisor.

For January and May Intersessions and Summer I and Summer II terms, balance must be paid in full by the payment deadline.

Caution! Students adding classes after an initial payment is made must maintain full payment for intersessions and summer terms and at least one-fourth payment of tuition/fees for fall/spring terms. 

Will my schedule be deleted if my payment is postmarked on the payment deadline?
Yes. The schedule deletion process only recognizes payments received on or before the payment deadline.

Can I pay my tuition/fees in installments during the summer or intersession?
No. The payment plan is NOT available for intersessions and summer terms. Tuition and fees must be paid in full either by personal payment or by applying for and being approved for a short-term emergency loan. Check Buff Advisor for information about short term tuition and fee loans using the emergency loan link.

Will I be charged additional fees if my schedule is deleted for non-payment?
Yes, if your priority registration schedule is deleted, you will be charged a $25 reinstatement fee to reenroll for the semester. If your regular registration schedule is deleted, you will be charged a $100 late registration non-payment enrollment fee to reregister for the semester. If you choose not to reregister for the semester, you will not owe any fees for the semester.

When are additional registration fees assessed?
 A priority registered student who changes their schedule after priority registration is closed, (during regular registration period), for the semester will be charged an additional $4 per semester credit hour registration fee.

All students who enroll during the regular registration period are bill $4 more per tuition hour than priority registered students. Please check the dates for priority and regular registration dates on the Registrar's calendar or key dates by term.

When are late payment plan fees assessed?
A one-time $15 late payment fee is assessed for late payment on the payment plan for each payment deadline missed during the fall and spring semesters.

What can I do if my financial aid is not available by the due date?
Priority registered students are only required to have their financial aid in an 'accepted' status on Accept/Reject My Awards on Buff Advisor for the priority payment deadline. Aid cannot be transmitted until beginning 10 days before classes begin for any semester, therefore, students will not see their aid disbursed to their accounts for the priority payment deadline.

For all other deadlines, students MUST have disbursed aid showing on View Account and Make Payments on Buff Advisor. If a student's aid will not be disbursed by the deadline, they  may apply for a short term emergency tuition and fee loan on Buff Advisor, using the emergency loan link. To be eligible, student must not have any account holds, they must not owe for any previous loans, and they must have a social security number on file in the Registrar's Office.

What form of payment will University cashiers accept?

  • Personal Check- Check writer's driver's license and phone number must be written on the check, and student's university id number and name written on the check in the memo line.
  • Money Order or Cashier's Check- Check must have the student's university id number and name written on the check.
  • Cash-Though large sums are accepted, we strong encourage payees to use money order or cashier's check if they do not have a checking account. We also strongly encourage those paying with large amounts of coins to have the coins rolled. Cashiers reserve the right to refuse payment with large amount of loose coins.
  • Credit and Debit Cards- American Express, VISA, MasterCard and Discover are accepted. Cashiers reserve the right to request photo identification.

Where can I send my payment?
We can only accept personal or cashier's check, or money order through the mail. Please sent payment to:

WTAMU Accounting and Business Office, WT Box 60999, Canyon, TX 79016.

Be sure to include the check writer's driver's license and phone number, student's university id number and name, and purpose of payment with check.

Can anyone pay on my account?
Yes! Persons paying on student accounts must have student's university id number and semester that payment is to be made to, so that payment is made to the correct student account and semester. Checks used for payment to a student's account are the responsibility of the student. If a check is returned, the student will receive an account hold until the check amount and return fee are paid to the Business Office.

If I want to send an "express" payment, where would I send it?
Express mailed checks are accepted in order to help our students meet payment deadlines. Please be sure to include check writer's driver's license and phone number, student's university id number and name, and the semester being paid or purpose of payment with check. You may send your payment to:

West Texas A&M University, 2403 Russell Long Blvd., Canyon, TX  79015
Attention: Business Office

What happens if my check is returned for insufficient funds, stopped payment, or closed account?

All returned check writers will be notified that their check has been returned with instructions on how to settle the returned check. Returned checks must be paid in cash, money order or cashier's check only. A service fee of $30 per check is also assessed. If the returned check was made for payment to a student's account balance, the student will have an immediate account hold until the return check and service fee are paid.

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Questions Regarding Financial Aid, Scholarships and University Balance

How can I tell if my financial aid has been applied to my university balance?
Students must login to Buff Advisor and click on View Account and Make Payments. On this screen, students may see a false credit balance due to ANTICIPATED aid. Credit balances are only legitimate if financial aid is DISBURSED. To review financial aid, click on Account Activity, expand the financial aid tab. Aid listed in the anticipated column has not been transmitted to the student's account yet. Aid listed in the disbursed column has been applied to the student's semester balance.

Students must manage their financial aid using the Accept/Reject My Awards link in Buff Advisor. This link lists required steps to complete financial aid application as well as accepting and rejecting approved financial aid awards. Further information is found on the Financial Aid web page.

Where can I find out if I am getting a refund from my financial aid?
All students can see an itemized statement for every semester that they register for classes including, billing, disbursement of financial aid, scholarships, and other payments, as well as refunds of credit. To do so, the student must login to Buff Advisor and click on the View Account and Make Payments link. Then the student will click on Account Activity, and then select the semester from the drop down box.

To expedite refunds, we strongly encourage all students to set up direct deposit by using Bank Information US on Buff Advisor. Refunds will be sent electronically to the student's bank, which can be 3 to 5 days faster than receiving a paper check through the mail. Student will be notified through their student (Buff) email that the funds have been released to their bank.

Why isn't my scholarship showing on my account?
Both internal and external scholarships are managed through the Scholarship Services office. Each scholarship has specific guidelines regarding how it must be accepted and applied to the student's account. Scholarship Services utilizes the student's Buff email account to communicate with them regarding scholarships awarded. Scholarship Services may be reached at 806-651-3330.

Are financial aid and scholarships applied to intersession semesters to meet payment deadline requirements?
No. Intersession semesters must be paid in full with either a personal payment or approved emergency loan application using the emergency loan link on Buff Advisor. Financial aid and scholarships awarded are posted to the semester following the intersession even if the student is not enrolled for the following semester. Students with a credit balance for the semesters following intersession will be refunded the amount of their credit balance once that semester has begun.

Will a thesis/dissertation waiver hold my schedule?
No! All accounts, regardless of registration type, are required to meet the payment deadlines found on the Registrar's academic calendar.

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Questions Regarding Sponsored Billing

Does a Hazelwood waiver cover full tuition/fees?
No. Hazelwoodwaivers cover all fees charged at WTAMU with the exception of the mandatory student services fee. Hazelwood students must have their student service fee paid by the payment deadlines found on the Registrar's calendar or risk having their scheduled deleted for non-payment.

How do I use my GI Bill/Chapter 31 (Vocational Rehabilitation)/Chapter 33 (Post 9/11)?
You must notifiy the Admissions Office, 806-651-2020, once you have been approved through the VA. The West Texas A&M Veterans Services Office requires that you register with their office because they must submit documentation to the VA on your behalf. Veterans Services will assist you with any questions you have both for billing and for success as a WTAMU student. Veterans Services can be reached at 806-651-4936. You may also email RoseAnne Platt or Leo Reid.

How do I pay my bill with Texas Guaranteed Tuition Plan?
Students on this plan must bring their account card to the Business Office where a copy is made for our files. Every semester, the student must call or come to our office to request that this plan be applied to their University Balance. We are not permitted to use the account without a specific semester by the account holder.

Does sponsored billing pay all of my university balance?
There is never a guarantee that your bill will be paid in full with sponsored billing. Each type of sponsored billing has limits set forth by the agency that provides the sponsorship. We strongly encourage students to check their account through Buff Advisor by clicking on View Account and Make Payments, then clicking on Account Activity regularly and often throughout the semester.

My employer reimburses me for my university billing. Can WTAMU mail my employer a statement?
No. We are not permitted to mail any billing statements. Students can print an itemized statement to submit to their employer by logging into Buff Advisor, then clicking on View Account and Make Payments, then clicking Account Activity. The view statement button is located near the top of the page which takes the student to the screen where the statement can be printed.

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Questions Regarding Online Course Work

Are there additional fees added to online courses?
No. Online courses are billed at the same rate as on-campus courses.

Do I have to pay all of the fees if I am an online only student?
Online students, (students registered in all section 70 courses), may submit a Distance Education Fee Waiver Form that will waive some fees on their university balance associated with campus facilities use that does not apply to distance students. Once these fee are waived, the student will not have access to the areas funded by the waived fees. Waiver must be submitted every semester that the student is enrolled by the deadlines listed on the form.

Questions Regarding Dropping a Course and Withdrawing

What is the difference between dropping and withdrawing?
'Dropping' refers to deleting a class from a remianing schedule that will be completed for the semester. 'Withdrawing' refers to deleting all classes and not completing the semester. Students may drop courses on Buff Advisor, but they must fill out a Withdrawal form in the Registrar's Office to complete the withdrawal process.


CAUTION! Students who are enrolled in only one class for any semester, and drop their class are actually withdrawing. Because the system software does not recognize a drop as a withdrawal, potential refunds may be delayed due to lack of proper notification with the Registrar's Office. Students are strongly encourage to file a withdrawal if they are enrolled in one course and drop it online.

Will I owe a balance if I drop a class during the semester?
If you drop a class, but continue to be enrolled in other classes, you will have 100% of your charges for the dropped class removed from your bill only if you drop by the semester census date: Twelfth class day for fall and spring, fourth class day for summer semesters, and second class day for intersessions. If you drop your class after the semester census date, you will owe all of the charges for your dropped class as per the drop/withdrawal policy through the Registrar's Office, which is also found on the tuition and fees refund policy page.

Will I owe a balance if I withdraw from the semester?
If you withdraw from the university for the semester, you may or may not owe a balance depending on the date you file your withdrawal in the Registrar's Office. Withdrawal rates are on a specific time line for each semester as per the drop/withdrawal policy through the Registrar's Office, which is also found on the tuition and fees refund policy page.

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Questions Regarding Enrollment and Taxes

Are there taxes/tax benefits for US students enrolled at WTAMU?
Yes! All resident, (US citizen) students are issued a 1098-T for the calendar year of January 1 through December 31 for all tuition and fees billed, (housing and meal plans are not taxable/tax deductible) and total scholarships awarded for the year. The 1098-T will not list payments made on the student account. Payments are found on the statement for each semester accessible on Buff Advisor by clicking on View Account and Make Payments.

1098-T's will be available to students by January 31 of each year. We strongly encourage students to set up to receive their 1098-T's electronically by using the 1098 Electronic Consent link on Buff Advisor. If a student is not set up to receive their 1098-T through Buff Advisor, we will mail their forms to the preferred mailing address on file with the Registrar's Office. Mailed forms can take several weeks to reach the student.

Are there taxes/tax benefits for International students enrolled at WTAMU?
All non-resident students, (citizens of other countries) are issued at 1042-S for the calendar year of January 1 through December 31 for all tuition and fees billed, (housing and meal plans are not taxable/tax deductible) and taxed scholarship amounts. 1042-S's are only available to the students electronically and are accessed by logging into their GLACIER account. The student must set up their GLACIER account within the first few weeks of being on campus. Non-resident students can file their US tax returns using GLACIER TAX PREP, which is provided in the International Student Office.

International students of countries with tax treaty benefits may file for exemption using a W-8 BEN in our office only after they have been assigned a social security number. These students will still receive a 1042-S and must file a tax return to complete treaty benefits.

For more information on both resident and international student tax questions, contact Don Adams, 806-651-3351.

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