Agency Billing

General Information
UAF students who are sponsored by a company, local, state, federal or international governmental agency or a branch of the US military may be eligible to have all or a portion of their bills sent directly to the sponsor. We must have a letter of authorization or purchase order on file for each student before the award can be processed. Once processed and a bill is generated, payment by the sponsor is due upon receipt.

The charges paid by the sponsor can vary – some will pay tuition and mandatory fees, others will also pay for parking, housing, dining or other charges. The student is responsible for paying any charges not authorized by the agency by the fee payment deadline to avoid the application of late fees to his/her account.

Billing Procedures
There is no standard form for an agency to complete as each agency is different in the information they require to be billed correctly. As a result, some companies will write a letter, on business letterhead, stating what they are willing to pay. Others have a specific form their agency requires. Regardless of the format, all contracts or letters MUST include the following information in order to be processed:
  • the student’s Name
  • the student’s 8-digit ID number
  • specific charges to be covered (i.e. tuition, fees, room and board, etc)
  • date the award applies to (i.e. fall only, spring only, fall and spring)
  • agency/sponsor name and contact person
  • agency/sponsor mailing address
  • agency/sponsor phone number
  • agency/sponsor fax number
  • purchase order number (for government contracts)
Agencies must submit the contract or letter authorizing payment to Johnny Hagood, Third Party Billing Specialist, UAF Office of the Bursar:
  • Fax: 907.474.5898
  • Email: uaf-bo-third-party@alaska.edu
  • In person: Office of the Bursar, 1st floor Signers’ Hall
  • Mail: UAF Office of the Bursar
    Attention: Johnny Hagood
    P.O. Box 757640
    Fairbanks, AK 99775-7640
Billing authorizations must be received by the published fee payment deadline.
Dates for the 2013-2014 academic year are as follows:
Fall 2013 semester: September 13, 2013
Spring 2014 semester: January 24, 2014
Note: A credit will usually appear on the student account within 48 hours of receipt of the contract. This credit does not mean that the Office of the Bursar has received payment from the third party – it means authorization has been received. If the agency/sponsor does not pay the entire tuition and fee cost, the student must pay the remaining balance before the fee payment deadline in order to avoid a late payment charge. Authorizations received AFTER the fee payment deadline are subject to late fees and will be the responsibility of the student. Late fees applied according to this policy will not be waived.
Payment Information

Payments are to be made by the agency upon receipt of billing notice. If payment is not received before the next semester begins, the credits will be reversed on the student’s account and he/she will be billed for the unpaid amount (including any applicable late fees). Any charges that are not paid by the sponsor are billed directly to the student.

Payments can be made in the form of a check, credit card or an electronic funds transfer.

Check – Make checks payable to the University of Alaska Fairbanks. To ensure that check payments are applied correctly and to avoid the student receiving duplicate credit, it is important that payments reference the INVOICE NUMBER and not the student ID number. Checks should be mailed to the address above.

Electronic Funds Transfer – To assist in the receipt and application of funds, please use the following information when sending payments electronically.
First National Bank of Alaska
UAF bank account number: contact Johnny Hagood for this information
Routing ABA number: 125200060
Cage number 1rgx6
Duns number 61-524-5164
Invoice number and/or student ID number

Should you have any questions regarding the third party billing process, please call (907.474.6193) or email Johnny Hagood (uaf-bo-third-party@alaska.edu).
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