Faculty & Staff

• Departments notify the UCO of all student(s) and charges to be paid by the department by completing the Sponsored Student Authorization (GA1) (.xls).
• Forms should be received prior to the Semester Billing Due Date, but must be received no later than Census date for that semester. See the UCO Calendar for specific dates. Please Note:
• Students who register during a Late Registration period will be required to pay their student account charges on the date they register. Students may complete the online Notice of Sponsorship to prevent cancellation, however, departments must prepare and forward a completed GA1 prior to Census date.
• Students who register after Census date must pay prior to registration. Departments must provide a completed GA1 for their sponsored students before the student can be cleared to register. The Notice of Sponsorship is not accepted after Census date.
• Multiple students may be listed on a single form however only one semester may be included on each form.
• Charges will not be moved from the student’s account until the completed authorization has been received by the UCO.
• Do not forward copies of the student’s billing statement or any other additional documentation. This information should be retained in the department only.
• If a department requires verification of the charges, the student should supply a copy of the billing statement and/or print screen of the Student Account Summary showing recent activity. Do not request prepared receipts or statements from the UCO.
• Individuals who process GA1’s may be granted inquiry access to student financial information to allow for faster verification of charges. Contact Maria Brown (maria_brown@ncsu.edu) to request access.
• Once a completed form is received, the UCO will move the specified charges from a student’s account to a special clearing account. This alleviates the student from having to make an immediate payment or having their schedule cancelled for non-payment.
• After census date, (10th day of a Fall or Spring semester or 3rd day of a Summer session) the UCO will verify student enrollment and debit the appropriate amount to the specified project(s) via a Journal Voucher.
• Any changes to a previously authorized payment must be documented. You may submit a new form or a copy of the original form with the old information crossed out, the corrected information added and all changes initialed. Resubmitted forms (new or adjusted) should have the word “Correction” written in the upper right corner.
• If payment of a student’s account is not received within 90 days of Census date, the account becomes subject to penalty and interest charges per NC General Statute147-86.23.

*Please Note – eBILLS do not update until a new statement has posted. Please refer students to the “Account Summary” section under "Student Self Service", "Campus Finances" in the MyPACK Portal for recent account activity and balance changes.

For questions or additional information, please contact:
Allison Bennett
UCO Sponsored Billing
Tel: 513-4277
Fax: 513-7486
allison_bennett@ncsu.edu