Third-Party Billing for Partners

Welcome to ODUGlobal’s third-party billing page. Our objective is to make the process of establishing and managing third-party accounts as streamlined as possible, ensuring efficient and successful collaboration between your organization and our university.

Outside agencies qualify for third-party billing if:

• The entity has agreed to pay all or a specified portion of a student or group of students' tuition, fees, and other charges.
• Payments will be sent directly to ODU.
• The agency requires ODU to issue an itemized invoice addressed to the agency.

Examples of eligible external agencies include: Military and civilian employers, Public and private school systems, Non-profit organizations, Federal, state and local government, and Private industry.

The below examples are NOT eligible for third party billing:

• Scholarships
• Employee reimbursement programs
• Student accounts with outstanding debts
• Employers who reimburse employees based on course outcome or grade received

1. A Third-Party Contract (TPC) or Letter of Authorization is required for each term of sponsorship. If this is the sponsor's first time submitting a TPC, a W9 form should be submitted as well so a billing account can be established.
2. Gather a list of students, courses, tuition, and/or fees being sponsored. Students must be registered for courses prior to submission of TPC.
3. Prepare the Third-Party Contract. Download an example TPC / Letter of Authorization (PDF). The TPC document should include the following information:
   1. Company letterhead
   2. Student name(s) and University Identification Number (UIN)
   3. Course Information - course number(s), course title(s), course start date(s) and course end date(s)
   4. Cost of Attendance - Tuition amount(s), total fees, total to be billed per student and grand total to be billed for the semester
   5. Any special billing instructions (separate invoices, etc.)
   6. Complete billing address
   7. Billing point of contact - name, phone number, email address
   8. A signature authorizing billing and payment
4. Submit the TPC no less than 30 days prior to the semester start date. 
   1. TPC submission deadlines per term:
      1. Fall – December 1
      2. Spring – May 1
      3. Summer – August 15
5. ODU Third-Party Billing will issue an invoice with payment instructions after the semester tuition deadline has expired.
6. Invoices will be due within 30 days of the invoice date.

• The billing process begins when we receive the financial guarantee or authorization. Our Third-Party Billing office will set up a sponsor account if one has not already been established.
• An invoice will be issued and emailed directly to the sponsor following the published add-drop period for the semester.
• Student(s) must be registered for classes prior to issuance of an invoice or acceptance of payment. Students should not wait to register until their sponsor submits the authorization letter, if they know they are approved.
• Invoices are due 30 days from the invoice date. The regular tuition due dates do not apply to the sponsor account since the student debt has been transferred. If for some reason the student debt has not been transferred prior to the published tuition deadline, any late fees applied to the student account will be waived.
  
  If Third-Party Billing has not received an authorization letter 30 days after the semester begins, the debt will be transferred back to the student account and any late fees will apply and be due immediately. An Accounts Receivable (AR) hold will be placed on the student account preventing registration, release of transcripts, and additional accounts receivable activity. It is the student's responsibility to make sure their sponsor submits the correct documentation.
• If a student withdraws within the published withdrawal period, the sponsor will still be billed for the guaranteed amount. Recovery of the guaranteed amount will be between the sponsor and the student.