Business Office

Student Accounts

We know that often the Student Account Statement can sometimes be overwhelming, so we are providing important information to help you understand your charges, aid offered, amount due and payment options. Please know that we are here to support you along the way! 

Billing Schedule & Due Dates

Spring 2018  Nov. 17, 2017

 Dec. 8, 2017

Key Financial Dates and Deadlines

Detailed list of important dates for all financial deadlines including payments and waivers, as wells as when late fees are assessed and the resulting outcomes if payment is not made timely.

In Person

The Business Office is located on the first floor of the Cullen Building. Cash, check, money order or cashier’s check accepted. Credit cards are not accepted at the Business Office – only online.

By Mail

Check, money order, or cashier’s check can be sent by mail to the following address:

Southwestern University
Student Accounts
PO Box 770
Georgetown, TX 78627

Physical Address for Overnight Payments:

Southwestern University
Student Accounts
1001 East University Avenue
Georgetown, TX 78626

Online Via Credit Card or ACH
  • Credit Cards that are accepted include MasterCard, Discover, Visa and American Express. A 2.75% processing fee will be added to the amount.
  • Electronic Check/ACH payments are also accepted with no additional processing fee.
  • Credit Card and ACH payments area accepted online through a student’s WebAdvisor account.
  • For Students Making Online Payments: 

How to make payments online

  • For Parents Making Online Payments:

Students have to set up a “Parent Pin” for a parent or other authorized individual to get access to make credit card or ACH payments for their accounts. After the Parent Pin is set up, an email will be sent to the new user with an ID, a temporary password, and a link to login at the payment site.

Setting up a Parent Pin

ECSI Payment Plan
  • It is an interest free monthly payment plan.
  • There are no credit checks and the payment plan is administered by Heartland ECSI.
  • Multiple payment plans are available from 12 to 7 months for the entire academic year or 5 to 3 month plans for a specific term only.
  • The number of payments and the monthly amount are based on the dates your enroll and when the final payment is due; thus, the sooner you sign up the smaller your monthly payments will be!!
  • There is a non-refundable $40 application fee.
  • The payment plan is flexible. It can be adjusted up or down at any time as things change. Plans can be started based on estimated charges and adjusted when final charges are known.
  • Please go to here for more information and to sign up.
Guaranteed Tuition Plans
  • If you have a Texas Guaranteed Tuition Plan or other out-of-state plan, please contact the Business Office at (512) 863-1928 or
  • We will need a copy of your ID card or other plan document that shows benefits.
  • Once the benefit information is received the student account will be credited for the amount of the anticipated tuition plan credit.
  • Southwestern charges a flat tuition rate for the credit hours of 12-19. An “anticipated tuition credit” for 12 hours will be added to the student account based on the plan. After the add/drop period is over, this anticipated amount will be adjust based on the actual hours of enrollment.

Late Payment Fee Policy

Students are expected to meet all financial obligations to the University by designated due dates. It is each student’s responsibility to pay his or her tuition, fees and other charges by these published due dates. Late payment penalties may be assessed when students fail to pay their current charges by the assigned due dates and have not contacted the Business Office about payment arrangements. Failure to pay amounts owed may also result in cancellation of the student’s registration, placement of a “hold” on the student’s account, and being barred from receiving official transcripts and future enrollment.

Students are required to agree to the Payment Terms Agreement online through their WebAdvisor accounts prior to enrolling in courses each term.  By consenting to the Payment Terms Agreement the students acknowledge the following:

  1. It is the student’s financial responsibility to pay tuition, fees and other charges related to the cost of attendance at Southwestern University, including any adjustments,
  2. Account balances not paid by the due date will be assessed late fees and put on hold which will prevent future registration and transcript requests,
  3. Delinquent accounts will be sent to collections and additional financial responsibility is assumed for all collection costs and fees assessed as well as any attorney fees incurred, and
  4. Student account balances are considered to be an educational loan and therefore are not dischargeable under the United States Bankruptcy Code.
Late Payment Fee

An initial late payment fee of $100 will be charged to unpaid student accounts with no payment arrangements made by the payment deadline each semester.

In addition, students with past due balances may be dropped from all current and future class enrollment for non-payment. Students with past due balances will not be permitted to move into on-campus housing for the fall semester. Likewise, students already in on-campus housing during the fall semester who have past due balances for spring will be notified prior to the end of the fall semester that they will be required to move out at the end of the term and not permitted to return to housing unless immediate payment arrangements are made.

In calculating the past due balance, confirmed financial aid, established payment plan amounts, verified VA benefits, Texas Tomorrow funds, and other substantiated credits will be considered and deducted from the actual student account balance. Students and families with unique payment circumstances must contact the Business Office to confirm payment arrangements prior to the due date. Late payment fees will be assessed on accounts that have not been paid or do not have sufficient financial aid, other credits, or payment arrangements to cover the total institutional charges owed.

For example:

  • A student registers during pre-registration and is billed in November for Spring term with a due date in December. If the student has filed a FAFSA and has confirmed financial aid, then the amount of confirmed financial aid will be deducted from the total charges owed.
  • A student has been awarded a scholarship from their high school of $1,000 and has properly notified financial aid of this outside scholarship, but the funds have not been received by the university prior to the payment deadline.  The $1,000 outside scholarship would be deducted from the total charges prior to determining if a past due amount exists.
  • A veteran student is eligible for the Yellow Ribbon program and has completed all the required paperwork in the Records office; however, the VA funds have not been received by the university prior to the payment deadline. The estimated amount of VA funds will be deducted from the total charges prior to determining if a past due amount exists.
Pre-Registration Holds

Prior to pre-registration for the next term, if any estimated funds or other credits are still not received as payment on the student account or new charges exist that result in an unpaid balance of $300 or more, the student account will be put on hold and pre-registration will not be allowed until the estimated funds are received or the unpaid balance is paid. While on hold, the student will not be able to obtain a transcript.

Delinquent Accounts & Collection Agencies

After the end of the semester, any remaining delinquent accounts will be referred to outside collection agencies and will be reported to the national credit bureaus. The student is responsible for payment of any and all collection agency charges, attorney fees, and court costs that accrue.

1. Dewar Tuition Refund Plan - Optional ANNUAL Waiver

Southwestern University is concerned for students who suffer a serious illness/injury and have to leave before the semester is completed, resulting in the loss of time and money devoted to education; thus, we are pleased to offer an optional tuition insurance program which will protect your financial investment.  The Tuition Refund Plan, offered by A.W.G. Dewar Insurance, provides coverage of tuition, room, and board when you are required to withdraw from school due to a medical or mental health illness before the semester is complete. The program is designed to supplement Southwestern University’s standard refund policy. The Tuition Refund Plan offers up to 100% coverage for withdrawals due to medical illness or injury and up to 60% for mental health withdrawals, in accordance with policy terms and conditions. Detailed information on this plan is mailed out separately by Dewar.  

The 2017-2018 annual rate is $314 for on-campus ($243 for off-campus) and provides coverage for both the Fall and Spring semesters or $157 for a single semester. The chart below indicates how this program supplements the University’s own refund schedule for a typical semester should you medically withdraw due to illness or accident which is covered at 100%. Please keep in mind that financial aid scholarships and loans may be prorated and funds returned based on the withdrawal date of the student creating a balance due to the university even though the student is no longer enrolled.

Example: Student medically withdrawals from SU based on illness or injury & doctor certifies that the injury of sickness prevents the student from completing the rest of the semester. 

If the Medical Withdrawal Occurs: University Refunds: TRP Refunds: Student Receives:
During first full week of classes 80% 20% 100%
During second full week of classes 60% 40% 100%
During third full week of classes 50% 50% 100%
During fourth full week of classes 40% 60% 100%
During fifth full week of classes 30% 70% 100%
After the fifth full week of classes 0% 100% 100%

All students automatically enrolled in Dewar Tuition Refund Plan

All students are automatically charged the $314 for the Dewar Tuition Refund Plan at the time of initial tuition Fall billing or $157 for Spring-only billing. After the 12th class day, the rate will be adjusted to $243 for any students living off-campus.

To Waive Coverage:

Any student has the option of waiving this coverage by completing the online waiver at the Dewar website Once the waiver is completed, Southwestern University will be notified and will credit your student account.

For the fall semester, the Dewar Tuition Refund Plan waiver site opens on April 1, and closes on July 20, 2017. For changes after July 20, please email the Business Office at All waivers, changes and enrollments must be made before the first day of class. NO CHANGES WILL BE ALLOWED AFTER CLASSES BEGIN. 

For students not previously on campus for the Fall 2017 semester (Fall study abroad, transfers, readmits and new students), the Spring 2018 Dewar Tuition Refund Plan waiver site opens on November 1, 2017 and closes on December 7, 2017.

To Change the Amount of Coverage

To change the dollar amount of coverage, please contact the Business Office at (512) 863-1928 or


2. Student Health Insurance – Optional ANNUAL Waiver

All students are required to have and keep current health insurance coverage as a condition of enrollment. All student accounts will automatically be charged $1,678 (estimated for Fall 2017) for the University’s student health insurance plan annual premium (12 month coverage) for the 2017-2018 academic year. For those students that are already covered by their family’s health insurance plan, this charge can be waived by providing evidence of the family primary insurance plan through the University’s website prior to the first day of classes. For those without health insurance, the University’s student health insurance plan will have a $250 deductible and an 80/20 co-insurance benefit structure.

To waive coverage or get additional information about the student health insurance you must go online to For the fall semester, the EIIA student health insurance waiver site opens on July 1, 2017 and closes on July 20, 2017.

For students not previously on campus for the Fall 2017 semester (Fall study abroad, transfers, readmits and new students), the Spring 2018 EIIA student health insurance waiver site opens on November 1, 2017 and closes on December 7, 2017.

After completion of the waiver process on the EIIA site, you should receive an email confirmation stating that you submitted a waiver request. If you did not receive an email confirmation, please contact the EIIA student health insurance team at 1-888-255-4029.

Providing health insurance information to the Student Health Center or SU Athletics does NOT complete this waiver process.  The waiver process is completely separate and has to be completed on-line at


3. Vehicle Registration  - Optional Waiver EACH Semester

All Southwestern students are automatically charged a Vehicle Registration of $100 per semester.  If a student does not park a vehicle on campus, the charge may be waived EACH SEMESTER by completing the Vehicle Registration Waiver form online at Paper waiver forms are no longer accepted. The deadline for submitting the online waiver for Spring 2018 is December 7, 2017. 

Welcome to Southwestern University. We know that often the Student Account Statement can be overwhelming, so we are providing an information guide to help you understand your charges, aid offered, amount due and payment options. Please know that we are here to support you along the way! 

Section 1 - Student Account Activity Section

This section includes semester charges for tuition, housing, meal plans, vehicle registration, optional Dewar Tuition Refund Plan , optional Student Health Insurance, and misc charges (music course fees, lab fees, traffic tickets, late fees, etc.) if applicable.  It also includes all payments you have made on your account and financial aid transactions once they are actually posted on your student account.   (A financial aid credit transaction appearing in this section is funded.)  Lastly, this section will also contain anticipated credits related to the Heartland-ECSI payment plan and Texas Guaranteed Tuition Plan if you are participating. Please see the Student Accounts “Payment Options” section for further explanation of the Dewar Tuition Refund Plan, the Heartland-ECSI payment plan, Student Health Insurance, and the Texas Guaranteed Tuition Plan.

FT Registration - 17/FA & 18/SP (semesters billed separately)
Full time registration for each semester is $20,280 (12-19 credits) before lab fees or music lessons are added. If your registration is less than $20,280, your schedule is not complete for the applicable semester.

12 Meals/Week + $125 DD and $75 Pirate Bucs -
This is the default meal plan assigned to all students in on-campus housing, which includes 12 meals per week, $125 dining dollars and $75 pirate bucs. Changes to meal plans for Spring 2018 must be completed through your Web Advisor in the “Add/Change Meal Plan” section by Friday, January 19, 2018. Contact the Residence Life Office at (512) 863-1624 or with questions.

On-Campus Housing -
This is the cost for your on-campus housing assignment. Contact the Residence Life Office at (512)863-1624 or with questions.

Deposit Allocation -
Your $500 deposit is composed of a $250 enrollment deposit and a $250 housing deposit. The $250 enrollment deposit is applied as a deposit allocation in Section 1 on your tuition statement as a payment for your first semester at Southwestern University. The $250 housing deposit will be refunded, less any applicable damages, when the student leaves on-campus housing. 

Amount Due (Located at bottom of Section 1)

The “Amount Due” is the total of all the transactions in Section 1 - Student Account Activity Section minus the total of all financial aid transactions in Section 2 - Confirmed Financial Aid Section(see below). Amounts in the Section 3 - Financial Aid Needing Attention have not been deducted when calculating the amount due since the process has not been completed for the aid to be received. If you are sure that you are going to take the aid and complete the necessary steps to receive it, you can also manually deduct amounts in Section 3 when calculating the amount you actually owe.

Section 2 - Confirmed Financial Aid Section 

Financial Aid appearing in this section represents aid that is not yet disbursed to your student account due to federal guidelines. This aid will move to Section 1 - Student Account Activity Section approximately 10 days before the first day of class according to federal guidelines.  All actions on your part have been completed – no further action is needed! 

Section 3 - Financial Aid Needing Attention Section

Financial Aid appearing in this section represents aid that is not complete and can NOT be disbursed to your student account at this time.  Action is required on your part!!  Consult your Web Advisor account to see the status of any financial aid and check the “My Documents” section for missing items.  Instructions on how to complete loans may be found here. For questions regarding items in Section 3 or financial assistance in general, you may call (512) 863-1259 or email