Sponsorship Billing

Sponsorship Billing is the process whereby Vermont State University bills an outside organization (sponsor) for a student’s tuition and/or fees. Sponsorship Billing is unique in that the sponsor requires an invoice from the University before remitting payment.

Your Responsibilities

  • As a sponsored student, you have the following responsibilities:
  • Contact VTSU (StudentAccounts@VermontState.edu) as soon as you know you’re a sponsored student.
  • Provide your sponsor with your student account statement (if needed) and VTSU contact information for submitting a sponsorship authorization (see below).
  • A sponsorship authorization from your sponsor must be received by the add/drop deadline for each term (or mid-term course). For some sponsors the authorization is equivalent to a purchase order (PO), letter of credit, or voucher.
  • Pay any charges not covered by your sponsor by the payment deadline to avoid a late fee and/or registration hold. Any expenses not covered by the sponsor are the responsibility of the student and are to be paid in full by the stated due date on the student billing statement. If a sponsor does not make the promised payment, for whatever reason, the student is responsible for any remaining balance.
  • Check your student account balance regularly via your student portal. If your sponsored charges have not been paid, either we did not receive the sponsorship authorization, it is incomplete, or it has not yet been processed. All sponsorship authorizations received by the add/drop deadline will be processed within five business days from receipt.

Scholarships/grants and pre-paid college savings plans (529) are not considered sponsors; separate processes are used for these types of payments.

Sponsorship Authorizations

For some sponsors, this documentation is equivalent to a purchase order (PO), letter of credit, voucher, or authorization.

Send email authorizations to: StudentAccounts@VermontState.edu

Mail at least two weeks before the add/drop deadline:
Vermont State University
Student Accounts
337 College Hill Johnson VT 05656

Vermont State University requires official written authorization from your sponsor before we can invoice your sponsor directly for payment of your student account charges. This authorization must:

  1. Be on company letterhead and addressed to: Vermont State University
  2. Include the student’s full name and student ID number
  3. Include the semester/year (or start and end date) of the sponsorship
  4. List courses and/or types of charges being sponsored (tuition, program tuition, program fees, course fees, meals, housing, books, etc)
  5. Include total $ amount of sponsorship
  6. Include any special billing instructions
  7. Include the complete billing address of the sponsor organization, including a primary contact name and email address to receive invoices, and telephone number
  8. Be signed by an authorized official and the student if applicable

Conditional Credit

Upon receipt of a valid sponsorship authorization, Student Accounts will apply a conditional credit to the sponsored student’s account after the add/drop period, then bill the sponsor. Students whose sponsor has not authorized full payment of all semester charges are responsible for paying all un-sponsored charges by the payment deadline.

Students whose sponsor fails to pay the authorized charges within 60 days from when they are billed will have their conditional credit reversed and be billed for the unpaid charges. A financial hold and late fees may be placed on the student’s account until the balance is paid in full. Students are encouraged to remain in contact with their sponsor until the terms of the billing authorization have been met.

Contact us with questions or concerns at StudentAccounts@VermontState.edu or 802.635.1281.

Additional Information for Students

  • Students must provide their student account statements directly to the sponsor (if needed) to complete sponsorship documents.
  • Sponsorship billing paperwork must be received by the last day of the add/drop period. Late submissions may result in a late fee applied to your account.
  • It is not assumed that you will have continuous coverage from a sponsor. New paperwork is required for every term.
  • Students will continue to receive monthly billing statements.
Student Finance Frequently Asked Questions

Additional Information for Sponsors

  • Once the sponsorship authorization is received by the Student Accounts Office, an invoice will be emailed to the sponsor using the contact email provided on the document. Invoices are issued after the add/drop deadline each term.
  • Invoices are payable within 30 days from the date of the invoice.

Where to send payments

Vermont State University
Student Accounts
337 College Hill
Johnson VT 05656