Home » Campus Resources » Business Office » Student Accounts

If you have questions about your student account, stop by or call the Business Office, (800) 992-3648 ext 5428 or (406)-447-5428.  Office hours are 9 a.m. to 4 p.m., Monday through Friday, except holidays.  Location, O'Connell Hall - 2nd Floor

  • Payment Policy
  • Methods of Payment
  • Payment Options
  • Return of Credit Balances
  • Finance Charges
  • Dishonored Checks
  • Refund and Withdrawal Policy
  • Release of Financial Information
  • Student Health Insurance
  • Checklist to Complete Registration Process
  • Other Student Related Financial Information
  • Community Living
  • Dining
  • Tax Information and Education Credits

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Payment Policy

All registration charges are due at the beginning of each se­mester or summer session. Payment of these charges must be completed prior to the first day of classes. Students who do not complete this payment procedure have not completed their registration and may not attend classes, laboratories or place­ments until satisfactory arrangements have been completed with the Business Office. In completing the semester payment, the amount of financial assistance received for the semester may be deducted. The items that may be deducted include:

  1. All scholarship assistance
  2. Grants received from Carroll College
  3. Federal Supplemental Educational Opportunity Grants
  4. Federal Pell Grants
  5. Leveraging Education Assistance Partnership Program (LEAPP)
  6. Any loan certified by Carroll College and guaranteed by the lender

The items that may not be deducted are work study, book grants, and loans not guaranteed by the lender.

Methods of Payment

The College accepts Cash, Checks, Cashier Checks, Money Orders or MasterCard, American Express, and Discover Credit Cards.

To assist in the payment of educational expenses, Carroll College offers the following payment options:

Pay by Mail

  • Checks, Cashier Checks, or Money Orders should be made payable to "Carroll College".
  • Please include the student's name and ID number on Check, Cashier Check, or Money Order.
  • To pay by Credit Card please complete the Credit Card Authorization Form.
  • Allow for mailing time to ensure the payment is received by the Due Date.
  • Mail Payments to:

Carroll College Business Office
1601 N. Benton Ave.
Helena, MT 59625-0002


Pay by Phone

  • Credit Card payments can be made over the phone by calling (406) 447-5428 or (406) 447-5547.
  • Carroll College accepts American Express, MasterCard, and Discover Credit Cards.


Pay in Person

The Business Office and Cashier Desk are open from 9:00 a.m.-4:00 p.m., Monday-Friday. During these hours payments may be made in person via cash, personal check, cashier's check, traveler's check, or money order.


Pay by Wire Transfer

If you wish to pay your student bill by bank wire transfer, please contact the Business Office at (406) 447-5428 or (406) 447-5422 for instructions.  

Payment Options

Five-Month Plan ·         Full-time, Part-time and post baccalaureate students can use the five-month plan.

·         The monthly installment amount is calculated by dividing the semester balance into five payments with estimated interest included in the installment amount.    

·         The interest rate is twelve percent (12%) annual.

·         Payments for fall semester are due the first of each month through December. 

·         Payments for spring semester are due the first of each month through May. 

·         A $35 set up fee will be charged and payable in the first installment each semester.  

·         Information on applying for the five-month plan may be obtained by calling the Business Office at 406-447-5547 or by e-mail to .

Semester Payment ·         The semester balance can be paid with cash, check, or credit card (Visa, MasterCard, or Discover), in person, by mail, telephone or online (https://my.carroll.edu)

·         Payment in full for fall semester is due August 10, 2009 and spring semester payments are due by January 7, 2010. 

Return of Credit Balances

Students who receive loans, grants, or scholarships that are greater than the cost of tuition, fees, room and board will automatically receive a refund if the credit is greater than $100.  Credit Balances resulting from a PLUS loan will be refunded and mailed to the borrower of the PLUS loan unless otherwise designated. 

Refund checks are available on the first day of class if the Business Office has received loan funds or scholarships by August 10, 2009 fall semester and January 10, 2010 spring semester. 

Refunds not available the first day of class are processed weekly as funds are received.  Checks are available for pick up on Fridays after 1 p.m. 

By signing a request form in the Business Office, credit balances can be left on the student's account to be applied towards a subsequent semester.  

Finance Charges

All balances in accounts receivable that have not been paid by the end of the month are charged a finance charge of 1 percent per month (12% ANNUAL) on the unpaid month-end balance; each payment is first applied to the interest. All accounts must be cleared by the end of each semester.

Dishonored Check Policy

A charge of $20 will be assessed each time that a check is re­turned by a bank; this amount will be charged to the student's account. After notification, if the check is not cleared in five (5) days, a second notice will be sent, and a "hold" may be placed on all the student's records.  Any check received in payment of tuition, fees, and/or room and board which is subsequently returned by the bank will result in automatic postponement of the student's registration for the semester.

REFUND AND WITHDRAWAL POLICY

Should a student withdraw from the College, the following policies apply in computing the refund due the student or the balance due the College. The official withdrawal date is deter­mined by the date the student begins the withdrawal process or officially notifies Carroll of his/her intent to withdraw or the official date of suspension.  Carroll College follows Federal policy when processing withdrawals.

Refund of Tuition and Fees:

Full-Semester Courses

In instances where a student withdraws from Carroll College, due to personal reasons or suspension, tuition and course fees will be charged based on a percentage of the period that the student remained enrolled.

Minimum Charge for Registration $25

Week or Percentage of Semester                                   Percent Refunded

 

            1st Week of Classes                                           100%, less Minimum                                                                                             Registration Fee
            First 60% of the semester                                  Percent of days                                                                                                     remaining in                                                                                                     semester
            Beyond 60% of the semester                             No Refund         

            Minimum Registration Fee                                 $25.00

In instances where a student withdraws from some courses but continues others, no tuition refund is made for reduction of credit hours after the last day to change course enrollment (as shown in the academic calendar).

Refund of Room:

All rooms are contracted and assigned on the assumption that the student will occupy the room for the fall and spring semes­ters. When a student withdraws from the College, room charges are prorated. Students who leave the residence halls for other reasons will not receive a refund.

Refund of Board:

When a student withdraws from the College, board charges are prorated. Students are charged for meals and flex points used over the prorated amount.

Refund of Scholarships and Grants:

Students who receive scholarships are expected to satisfy program requirements. College scholarships and grants (non-federal) are prorated on the same percentage basis as the charge for tuition and fees.

Withdrawal Appeals:

The Finance Committee of Carroll College will review writ­ten appeals from students or parents who feel that individual circumstances warrant exceptions to published policy. Such ap­peals should be directed to the Vice President for Finance, and Administration; Carroll College; Helena, MT 59625-0002.

Return of Federal Funds Policy:

Federal regulations provide that a portion of Title IV grant or loan funds must be returned to the Title IV program upon withdrawal from school of a Title IV recipient. A copy of the requirements is available in the Financial Aid Office.

General Financial Information:

• Due to the constant upward pressure on costs, the College reserves the right to increase its charges if this becomes necessary.

• A student may not register for a subsequent semester unless all charges for the preceding semester have been paid. The College reserves the right to deny the issuance of transcripts if a student's financial account is not paid or payment plan arrangements have not been followed.

• Tuition and fees become final at the last day to change course enrollment as indicated in the semester schedule.

• The College does not assume responsibility for loss or damage to the personal property of a student.

• Communications concerning student accounts should be addressed to Carroll College Business Office, 1601 N. Ben­ton Ave., Helena, Montana 59625-0002.

RELEASE OF FINANCIAL INFORMATION

In order for the Business Office staff to release any detailed information about a student's financial account with the college to parents, other family members, trustees or banks the student must complete a Billing Information & Privacy Release Form.   We will not be able to release specific information over the phone or in writing to anyone who is not authorized in writing by the student.  Please obtain forms on the web or in the Business Office located on the 2nd floor in O'Connell Hall.

Student Health Insurance

·         All full-time students are required to carry health insurance. 

·         The premium for the Carroll College-sponsored health insurance is automatically included on semester billing statements.

·          If you have existing health care coverage, the student health insurance premiums will be credited to your student account after you have signed a Student Health Insurance Waiver Form.  The Health Insurance Waiver Form confirms that the student is covered on a plan external to the Carroll College sponsored health insurance plan. 

·         On the waiver, you must include your insurance company's name, billing address and your policy number.  The waiver must be completed and returned to the Business Office by the end of the first week of classes in order for the premiums to be credited to your student account.

·         In order to waive health insurance, a copy of the front and back of the insurance card must be included with the waiver form. 

·         Our current health insurance provider is Blue Cross Blue Shield of Montana.

  • The annual estimated premium is $1,459 per student.
  • View a detailed brochure.
  • If you have specific questions regarding the coverage, please call;  Carroll College, Office of Human Resources, 1-800-992-3648 or Bert Gailushas, Western States Insurance, (406) 442-8010

CHECKLIST TO COMPLETE REGISTRATION PROCESS

Enroll in Classes                
Fall Semester - Registration begins March 19, 2009 and continues through August 31, 2009.

Late Registration continues August 27, 2009 through August 31, 20097.

Spring Semester - Registration begins October, 2009 and continues through January, 2010.

Late Registration continues January, 2010.

Campus Housing                 Housing sign up begins February, 2010.

1st and 2nd year students are required to live on campus.

Arrange Funding                Carroll Financial Aid:

  • Complete and submit 2007-08 FAFSA by May 1, 2010.
  • Sign and return your Award Letter on the Carroll Financial Aid web site.
  • Complete all financial aid paperwork i.e. loan applications, entrance counseling, verification.

Please Note:

  • Alternative loans must be guaranteed by the lender by July 31, 2010 to ensure meeting payment due date.
  • Alternative loans take 2-4 weeks to process and often require a co-signer.   Plan accordingly.
  • Submit documentation of all outside scholarships by July 31, 2010.

  Other Sources of Funding:

  • Arrange with parent or relative to send payment by the August 10, 2010 due date.
  • Arrange for disbursement of funds from Trusts or Investment Accounts.
  • Complete arrangements with Third Parties billed i.e. VA, ROTC, Voc Rehab, BAIR, Army National Guard, Reserves, etc.

Semester Bill - Fall Semester Statements (bills) are mailed in early June to the student's home address.

  • Call the Business Office if you do not receive your bill.
  • Review charges and credits listed on your bill. Housing is not included in the tuition cost.
  • Write revisions of charges or aid on your original bill.  Revised bills are not automatically sent.

Payment Options Early Pay Ten Month Plan - $50 Set up fee - No Interest

  • Agreement is mailed in early June to registered full time students.
  • Signed Agreement and first payment are due July 1, 2010.

Semester Installment Plan - $50 set up fee + Interest Charged

  • Request an Installment plan through Carroll Business Office.
  • Signed Agreement and first payment are due by August 10, 2010.

Payment in Full is due in the Business Office by August 10, 2010

  • Mail your signed statement with required payment.  You should allow for mailing time.
  • Pay by phone with your credit card, VISA, MasterCard or Discover by calling 406-447-5547 or 447-5428. 
  • Pay in person:  Carroll Business Office is open 9 - 4 Monday through Friday.

Validation            
       
Validation of Enrollment is due in the Business Office by August 10, 2010

  • Payment of required amount validates your enrollment.
  • If your aid pays all charges, return your signed statement showing guaranteed aid.
  • If VA, ROTC, BAIR, etc. pays your bill, return your signed statement.

Registration Complete

  • If you completed the above, your registration is final and you are cleared to attend class.
  • Fall semester begins Monday, August 23, 2010.  Most Professors require first class day attendance.

Failure to Complete Registration

Students who do not complete the payment procedure have not completed their registration and may not attend classes, laboratories or placements until satisfactory arrangements have been completed with the Business Office.

Add/Drop - Late Registration / Validation / Payment

Late period begins Monday, August 23, 2010 for Registration, Validation and/or Payment.

  • The $50 late fee begins August 23, 2010.
  • Payments postmarked on or after the late payment date do not meet the payment deadlines; they must be received in the Business Office by August 23, 2010.  You should allow for adequate mailing time.    
  • Last day to drop a class and receive a refund of tuition or fees is Friday, August 27, 2010.

Student's Right to Know

Information and reports about "Student's Right to Know" can be found on the Carroll web site or is available in printed format by contacting Student Life at 406-447-4415.

Tax Information and Education Credits

Form 1098-T
If you were a student between January 1 and December 31 of a specific year and had monies paid on your behalf, we will mail a 1098T form to your billing address.

The 1098T forms will only appear under the student's name. If the student is claimed as a dependent on his or her parents' taxes, they are eligible to claim the credit instead of the student.

A student must be a registered college student to be eligible for either tax credit. For example, high school students taking college level courses for dual credit are not eligible.

While the College may provide you with information about your Form 1098T, we cannot provide tax advice or assistance in determining whether you are eligible to claim the credit or how to claim if you are eligible. For information and assistance in the calculation of any applicable educational credit or in the preparation of your income tax return, please contact a tax professional or the Internal Revenue Service (IRS). 

For further information on the Hope or Lifetime Learning Tax Credits, please refer to IRS Publication 970, Tax Benefits for Higher Education, and IRS Form 8863, Education Credits, available by calling 1-800-TAX-FORM, or via the web at:

http://www.irs.gov/pub/irs-pdf/p970.pdf

or

www.1098t.com