Payment Options and Related Policies

Payments

Checks should be made payable to Hartwick College in United States dollars. Tuition, room, board, and fees are payable in two payments; the first one on or before August 5 and the second payment on or before January 5.  For each month, or part of a month that payments are delinquent, a fee of 1% will be charged for each month or fraction of a month throughout the duration of such delinquency. A charge of $25 will be accessed for any payments, personal or online, if such payments are not honored by the bank.

Mail your check, made payable to Hartwick College, to : Office of Student Accounts, Hartwick College, PO Box 4020, Oneonta, NY 13820-4020. Please note the student name/account number on your check.

Through an outside servicer, Hartwick College accepts online payments for payments by MasterCard, Visa, Discover, American Express and ACH from checking or savings.  If you use this service there is a processing fee; 2.85% of the transaction when using a debit or credit card.

Make a payment with Nelnet

International Student Payment Option

The College has partnered with Flywire to offer an innovative and streamlined way to make international tuition payments. With Flywire, you can pay from any country and any bank. International students can make an online payment using Flywire’s website.

Installment Payment Plan

Payment plans for the 2024-2025 academic year will be available in June 2024. Visit the Student Accounts website for more info.

Work-Study Earnings

Students employed on campus through the federal work-study program will be paid by check semi-monthly, and may request to have all or part of their earnings applied directly to the tuition account. To request the deduction, the student must complete a Payroll Deduction Authorization form with the Office of Student Accounts on a yearly basis. The form can be found here, completed electronically and submitted via email to studentaccts@hartwick.edu.  Parents of students receiving work-study as part of their financial aid award package should not deduct their student’s work-study award amount from the tuition account. Paychecks are available to be picked up in the student accounts office on paydays. Direct deposit is preferred and can be set up through paycom.

Check Cashing and Advances

Students and staff may cash personal checks for up to $40 per day at the cashier’s window in Bresee Hall, Monday through Friday.  Parents’ checks made payable to the student for $75 or less also may be cashed. An ATM provided by Community Bank, N.A. is located on the third floor of Dewar Hall.

If an emergency arises and a student needs to return home immediately, the Office of Student Accounts will advance the student the cash amount required. Should this need arise, parents must contact the Director and request the amount needed. Once approved, the advance amount will be added to the student’s tuition account.

Overpayments

If total payments and/or financial aid result in an overpayment, a refund must be requested. The student will be the recipient of the refund unless a parent loan generates the credit balance. Credit balances from parent loans are refunded to the parent borrower. Financial aid must be posted and verified before any refund can occur. Refund requests are processed within five to seven days. Any authorization obtained for disbursing financial aid funds continues to be valid in subsequent years unless rescinded in writing.  Upon separation from the college, we will refund credit balances of $10.00 or more to the student or parent.

Tuition Insurance

All full time Hartwick College students will be automatically enrolled into the Tuition Insurance Plan, through an outside servicer, A.W.G. Dewar Inc., to provide coverage if a student must leave the College mid-semester due to a medical reason. As with the health insurance plan, there is an option to opt out of the coverage.  However, we encourage you to review the coverage prior to taking any action.  The cost of the plan is $332 a year, billed $166 each semester for a traditional student or $88 a year, billed $44 each semester for a Heartland student.  The 75% coverage applies after the refund policy outlined in the next section.  The waiver and other important information is found at tuitionprotection.com/hartwick.

Refund Policy

There may be an occasion during the academic year when a student decides to withdraw from the College after classes have begun. Refunds of tuition will be made according to the following schedule. The Fall billing period includes all of Fall Term and one-half of January Term. The Spring billing period includes the second half of January Term and all of Spring Term.

For students voluntarily taking a general or medical leave or withdrawing from the college:

• After the seventh week of the billing period, no refund of tuition will be made.

• Financial Aid will be recalculated according to institutional, state and federal policies/regulations.

   

• Room charges are prorated for the first two weeks of the billing period only. After two weeks, no refund is given.

   

• Board charges for the board/meal plan will be prorated on a weekly basis for the first seven weeks of the billing period, after that there will be no refund of board.

   

• Comprehensive Fee is non-refundable after the start of the semester.

   

• Course fees, such as Art, Music, Nursing, PE, etc., are non-refundable after the start of the semester.

   

• The optional health insurance fee is non-refundable after the start of the semester.

   

• See Tuition Insurance for further information on medical leaves.

Administrative Leave, Suspension or Expulsion:

Administrative leave, suspension, interim suspension or expulsion – no adjustments for Tuition, Fees, Room or Board.

Quarantine or isolation:

For those who quarantine or isolate off campus, there is no refund of room and board for the time they are not on campus.

Mandatory campus closure:

If for any reason the campus must be closed to residential living, room and board charges will be refunded on a prorated weekly basis.  No room or board charges will be refunded after the seventh week of the billing period.

If for any reason the campus must be closed to residential living, and remote instruction is not possible, tuition will be reimbursed on a pro-rated basis.  Please refer to the tuition refund chart above.  All adjustments will be predicated on a recalculation of financial aid.

Temporary college-wide remote study:

If for any reason the College must revert to remote study only for a temporary period, there will be no refunds of room, board or tuition and fee charges.