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Cashier's Office

Third Party Student FAQ

This page provides answers to common questions students and parents 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.

The Cashier’s Office hours are always updated in the sidebar on this page. 

Cashier’s Offices are located on the Greeley, Loveland and Fort Lupton campuses.

The Cashier’s Office can be contacted by phone, mail or email and the current contact information is always updated in the sidebar on this page. Our general email address for all student questions in reference to your student tuition account is cashier@aims.edu. Responses to emails can take up to 48 business hours.  During peak volume times, it is suggested to contact us in person in order for you to complete your business.

A third-party authorization is a document from the outside entity that states the following:

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

Yes, the outside entity can contact the bookstore for further information on the proper procedures for that office.

Generally the student can see the payment on their account within 60 days after the drop period ends depending on when the entity paperwork is received by Aims. 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 entity's 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.

Students can submit third-party authorization paperwork by mail,  email or in person. It is the student’s responsibility to ensure the Cashier’s Office receives the third-party authorization according to the deadlines to ensure timely processing of the paperwork. All authorizations are due by the full term drop deadline for each semester. 

All authorizations are due by the full term drop deadline for each semester.  

 

For questions on your student account, contact the Student Accounts/Cashier's office by phone (970) 339-6349 or by email at cashier@aims.edu.

Yes, please submit the revised authorization to Aims as soon as possible. We will void the previous authorization and process the revised authorization per third-party billing procedures.

It depends on when the class is dropped.  

If we have not processed your authorization yet, then the entity will not be billed for the class. 

If we have already processed your authorization, then we will adjust the billing and send a credit memo to the entity for the adjustment. 

Depending on your third-party paperwork, the third party may or may not be billed. If the paperwork or the agreement with the agency states they will not pay for withdrawals then the third party will not be billed and you the student are responsible for the tuition and fees for that course. Please check with your third-party sponsor for additional information.

Generally, Financial Aid disbursements are applied to your account first, which will pay all unpaid balances. You will receive a refund of all funds left after tuition/fees are paid from the Financial Aid disbursement and third-party payments are posted within 60 days after the drop deadline. If your account has a balance, the third-party payment will pay that balance and any remaining funds will be refunded. Your third-party payments will not be posted before the drop deadline under any circumstances.

Yes, if your authorization is paying based on courses or the total cost of courses. Most authorizations list what courses they are to be billed for or a total maximum amount to be billed. If you add a course and it is not listed on the authorization, we will not bill the third party for that course until a new authorization including that additional course is submitted. It is your responsibility to contact the third-party sponsor to receive an updated authorization and submit it to the Cashier’s Office.