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Cashier's Office

Third Party Client or Company FAQ

This page provides answers to common questions students, parents and third parties might have about third-party payments. Click on any of the other links below to view common questions and answers related to those payment topics.

All Cashier’s Office locations accept cash, one-party checks, Visa, Mastercard, Discover, and American Express with proper identification. Credit Cards are accepted online. You can pay in full by credit card or sign up for a MyPaymentPlan through MyAims. The links can be found on the "My Financials" tab within the MyAims site. Please note: Partial payments made through the Aims CC Business Center does not place you on a payment plan. Please ensure you bring a picture ID and/or your Aims ID# with you when making a payment in person. MyPaymentPlan payments are deducted automatically from your credit card/checking acct/savings acct by NBS (payments for MyPaymentPlan will not be accepted at the college in person)

Third-party means that a company, business, federal, state or county entity is requesting Aims Community College to invoice them for a student's tuition/fees and/or books.
 

The Cashier’s Office can be contacted by phone, mail, fax or email. Please refer to our website or current schedule publication for the current contact information. Our general email address for all third-party client questions in reference to your client account is aims3rdptystudent@aims.edu.

Clients/Companies can submit third-party authorization paperwork by mail, fax, email or send it with the student.

No, if the third-party authorization is submitted within our deadlines. As soon as the third-party authorization is submitted, our staff flags the student's account so the system will not drop them from their classes. Aims Community College has to have the authorization in order to flag the student. Otherwise, the student is responsible for the required 25% down payment to prevent them from being dropped.

A third-party authorization is a document that states the following

  • Students name, Aims ID#
  • Semester to be covered
  • What the company is requesting to be invoiced for: such as Tuition and/or fees, books
  • Any special conditions: such as maximum amount to be billed, only certain tuition classification rates, specific classes, etc.
  • Billing address for invoicing
  • Contact information with company or entity

An authorization can have tuition and books listed on one authorization, but the bookstore needs to be sent a separate copy of it by the client. We recommend sending one copy to the Cashier’s office and one copy to the bookstore. Please contact the bookstore for further information on the proper procedures for that office.

Generally, the company/entity will see an invoice mailed to them 30 days after the add/drop deadline for that semester for tuition and/or fees. After tuition invoices are mailed, the Accounts Receivable office will process invoices for book charges and mail those invoices out. Typically, all billing to entities is complete shortly after the mid-term of that semester.

The company/entity can expect to receive two copies of the invoice and copies of all authorizations that Aims Community College received. We attach the copies of the authorizations so that the company can confirm that they had authorized those charges to be billed to the entity from Aims Community College. The book charges invoice will include the actual receipt from the bookstore showing what, when and the total charged by that student along with a copy of the authorization.

Right after the add/drop period ends, the Accounts Receivable office starts processing the third-party authorizations. Within 30 days after the add/drop period ends, we process the authorization for that student, Our system posts a payment to the student account paying them an amount equal to the authorization and at the same time puts a charge on the clients/entities account equal to the authorization. The student account is paid and the company/entity is now responsible for those charges. An invoice is then sent to the company/entity.

For questions on your invoice, you are welcome to contact the Accounts Receivable Office by phone at 970-339-6349 or by email at aims3rdptystudent@aims.edu.

Yes, the authorization can be canceled by contacting our office by phone at (970) 339-6349 or by emailing aims3rdptystudent@aims.edu. If we haven’t invoiced the company yet, we can cancel the authorization so that the students’ charges are not invoiced to the company. If we have already invoiced the company/entity, we can still cancel the authorization and the student’s account will be adjusted appropriately. The student will then be billed for their tuition charges according to Aims Community College billing processes.

Yes, the revised authorization must be submitted to Aims Community College as soon as possible. We will void the previous authorization and process the revised authorizations per third-party billing procedures.

Yes, you are welcome to call (970) 339-6349 in order to pay your invoice by credit card. Please identify that you are a third-party entity requesting to pay for your invoice by credit card. Please give the staff member the name of your company/entity, the entity's Aims account number, and the invoice number. Our staff will then pull your invoice from our files and then proceed to take your payment. We can mail the company a copy of the receipt if you wish.

Yes, please include a copy of the invoice and the company check payable to Aims Community College. We also recommend that on the check stub or in the memo area of the check, please note the invoice number you are paying. This will help Aims Community College process your payment quickly and properly.

Currently, this is not available. 

There are a few deadlines. The first deadline is approximately 1 week prior to the beginning of the semester. It’s referred to as the first payment deadline for all students. After that date, third-party paperwork is due the same day as registration or the student will be dropped from all their classes. You may fax the authorization to the Accounts Receivable office by 5 pm that day in order to meet these deadlines. The fax number is (970) 506-6952. Paperwork needs to be submitted within our business hours in order to meet our deadlines.