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Sponsored Third-Party Student Billing

Find guidelines and responsibilities for UC San Diego students whose fees are paid by third-party sponsors.

Note:

To ensure sponsorship credit is applied prior to the quarterly tuition deadline, a valid Financial Support Letter (ie: financial guarantee, authorization, or memorandum) must be submitted by the following dates:

  • Summer Session: June 15, 2017 (session 1); July 15, 2017 (session 2)
  • Fall Quarter: September 1, 2017
  • Winter Quarter: November 1, 2017
  • Spring Quarter: March 1, 2018

Sponsored students are those students who are enrolled at UC San Diego, and require UCSD to bill an outside agency (public or private sector sponsor including: military agency, educational institution, and international embassy) for tuition and mandatory fees.

Student Business Services prepares and sends bills for tuition and mandatory fees, maintains agency and undergraduate student third-party accounts, and handles all correspondence regarding third-party agreements. 

Agency payments made directly to a student, or reimbursements to a student, are not considered third-party agreements.

Authorizations must be written in English and contain no restrictions (ie: if a sponsor requires course completion, grades, or transcripts prior to submitting payment, this does NOT qualify as third-party billing).

Agency must agree to abide by the Student Business Services third-party billing guidelines.

Important Third-Party Billing Information: 

As a student with a third-party agreement, you are responsible for providing Student Business Services with the third-party authorization or government training voucher by the deadline listed above, which allows SBS to process your third-party contract prior to the tuition payment due date. (For the payment schedule by quarter, please see Enrollment & Registration Calendar.) 

In addition, students must complete the Sponsor Direct Billing Authorization and Release form and ensure that any remaining balance not covered by their sponsor is paid by the appropriate deadline. 

Payment not made by the appropriate deadline will be subject to Enrollment and Registration Late Fees up to $100.00.

How to submit a financial support letter or sponsor direct billing authorization:

Forms may be submitted via the following methods:
E-mail: undergrad3rdparty@ucsd.edu (preferred)

Mail:  UCSD Student Business Services
  Attn: Third-Party Coordinator
  9500 Gilman Dr MC 0026
  La Jolla, CA  92093-0026

In Person:  UCSD Student Business Services
   Student Services Center, Third Floor South, Suite 355 (map)

Fax: (858) 822-2314 (if faxed, please email undergrad3rdparty@ucsd.edu to confirm receipt of fax) 

There is no standard third-party authorization form. Regardless of the format, all authorizations are considered contractual agreements, and the following information must be included in order for the request to be processed:

            • Student's name
            • Student's account number (University PID)
            • Beginning date and ending date of the sponsorship (Note: Student Business Services can only accept sponsorship letters for one academic year, if degree is sponsored - a yearly renewal letter is required.)
            • Specific charges and academic quarters the sponsor will pay. (Note: Student Business Services will not bill your agency for housing, meal plans, books, parking, application fees, or late fees.)
            • Agency billing address
            • Name, signature and contact information of person authorizing the contract
            • Purchase order number (for government contracts)

A credit should appear on the student account within 3-5 business days following Student Business Services receipt of the contract. The credit indicates that Student Business Services has advanced payment on the student's behalf in anticipation of receipt of funds from the sponsoring agency. The credit on the account does not mean that the University has received the actual payment.

An agency with a past due balance may have its billing privileges terminated. Students should be aware that they are ultimately responsible for any defaults in payments by the sponsoring agency.

It is the student's responsibility to ensure their account balance is current. Any balance that remains unpaid by the appropriate deadline may result in a hold being placed on the account as well as late fees. This hold may prevent future sponsorship credit from being applied to the account. 

Sponsored Student Reminders:

*Ensure that a valid financial support letter is on file with Student Business Services at all times.*

If you are unsure of the expiration date of your financial support letter, contact your sponsor directly. 

Prior to the start of each quarter, log-on to TritonLink to view your student account information. Ensure the following items are completed:          

            1. Confirm there are no holds on your account. 
            2. Confirm tuition/fees have been charged for the new term.
            3. Confirm the sponsor fee credit has posted for the new term. 
            4. Confirm your health insurance waiver* is reflected for the term, if you submitted a health insurance waiver prior to the deadline and it was approved.
              1. Will appear as a payment, listed as "UG HEALTH INSUR WVR 2017-18" on your account activity.
            5. Confirm your student account balance is $0 and that any remaining balance is paid. 

The tuition rates and fees website contains fee information per quarter for your reference.

*If your sponsor provides qualifying health insurance coverage, you must waive the university health insurance to avoid being billed. To waive out of University Health Insurance (USHIP), you must complete the Health Fee Waiver on TritonLink. For more information, visit the Student Health Services Website (Note: a health insurance waiver must be completed every academic year, by the deadline indicated).

International Sponsored Students:

Financial Guarantee Letters supplied for Admission purposes are not acceptable for third-party billing purposes.

Tuition rates are available in the Tuition & Fee tab.

More information and resources for international sponsored students is provided by the International Students & Programs Office (ISPO website), as well as on the ISPO sponsored students page: http://ispo.ucsd.edu/sponsored-students/index.html