Student Accounts

The Office of Student Accounts is responsible for bill and invoicing tuition, fees, room, and board for Bethany College. We offer online access to your account and electronic invoicing, and we also have installment plan options and online payments.

The Office of Student Accounts is available from 8:30 a.m. to 4:30 p.m. Monday through Friday at 304.829.7170 and studentaccounts@bethanywv.edu.

Students and authorized users can view monthly eBills and account activity and also make online payments through this system. Parents and guardians will not be able to access the online payment system until their students have added them as authorized users.

Student Access

Authorized User Access

Please note: The online payment system does not function properly when utilizing the Safari web browser. Please use another browser, such as Google Chrome, Internet Explorer, or Mozilla Firefox.

Billing Information

Charges are added to students’ accounts prior to the first day of classes. Students enrolled and registered for the fall semester will have charges added to their account in early July, with a billing due date of August 1st. Students enrolled and registered for the spring semester will have charges added to their account in late November, with a billing due date of January 3rd.

Charges added to a students’ account include tuition and fees, housing, meal plan, laundry fees, and parking permit. See comprehensive list of charges.

Residential Charges

Bethany College makes every effort to identify the individuals who should be held financially responsible for non-regular housekeeping services, non-regular maintenance services, and vandalism or abuse of common areas in the residence halls. Residents, as members of a community, should be aware of their surroundings and other students, and non-students, around them. Students witnessing vandalism or abuse of property should report it to their RA, the Department of Safety and Security, or the Office of Student Life, as soon as possible. If the person(s) responsible for these damages or additional housekeeping or maintenance issues are not discovered, the most directly related students will bear the costs of cleaning, repair, or replacement.

Keys

Students will be issued keys to access their building and room/suite. A student who loses a key must contact the Office of Student Life for a replacement. If the lost key is not found within one week, the lock is changed and the charges assessed to the student.

Laundry Facilities/Fees

Laundry facilities are available in each residence hall 24 hours a day, seven days a week. The equipment is provided only for the use of the residents of the particular building. Each residential student is charged a minimal fee each semester for unlimited use of the laundry facilities.

Vehicle Parking Registration and Violations Policy

Policies and procedures have been adopted by Bethany College to ensure the safety of all drivers on campus. These policies and procedures apply to all full and part-time students. The number of parking spaces available at Bethany College is sufficient for students, faculty, and staff if all cars are registered and regulations are obeyed. The Department of Safety and Security is responsible for the enforcement of these regulations.

Students are required to register any vehicle they choose to bring to campus. All vehicles parked on campus must display a valid Bethany College vehicle permit issued by the Department of Safety and Security. All drivers are expected to obey posted traffic and parking signs at all times. Some parking lots on campus are designated as “Faculty and Staff Only” parking between the hours of 7:30 a.m. and 4:30 p.m., Monday through Friday.

The following methods can be used to pay your remaining balance after Financial Aid is determined:

Payment in full must be paid by the semester due date to avoid a late payment fee. Acceptable forms of payment include check, wire transfers, money order, and cash payments. Debit/credit card payments may be made online through the online payment system.

Student Access

Authorized User Access

Follow the instructions for “Accessing your Bill”

  1. Log in to self-service.
  2. Click on MAKE A PAYMENT.
  3. You will now need to sign in again using your complete Bethany email address and password.
  4. From this screen, you can click MAKE A PAYMENT.
  5. On the ACCOUNT PAYMENT screen, select CURRENT ACCOUNT BALANCE and enter the amount of the payment. Click CONTINUE.
  6. Select the payment option from the drop down box and click SELECT.
  7. Enter the requested information and click CONTINUE.

A monthly installment plan administered by Bethany College allows the students and parents to spread the costs associated with tuition, fees, housing, and meals for a semester over a three or four month period.

Monthly Installment Plan Payment Options:

Four-Month Payment Plan

  • Application received no later than first billing due date
  • Application fee $35
  • Balance due divided into four equal payments, with the $35 application fee added to the first payment
  • Remaining payments due the first of the month
  • Payments received after the 11th of the month will be subject to a $50 late fee

Three-Month Payment Plan

  • Application received no later than second billing due date
  • Application fee $35
  • Balance due divided into three equal payments, with the $35 application fee added to the first payment
  • Remaining payments due the first of the month
  • Payments received after the 11th of the month will be subject to a $50 late fee

Monthly payment plans can also be paid through the online payment system.

Student accounts that have not been paid in full or do not have a monthly payment plan in effect will be charged a late fee of $250.

Family Educational Rights and Privacy Act (FERPA)

The Federal Educational Rights and Privacy Act of 1974, last amended on July 1, 2003, protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. The Higher Education Reauthorization Act of 1998 allows, but does not require, colleges and universities to contact the parents of students in disciplinary cases involving drugs and alcohol (please see the Parental Notification Policy in Volume VII, Subsection 7.2.16). The Family Education and Privacy Act was enacted by Congress to protect the privacy of student educational records. This privacy right is a right vested in the student.

Pursuant to FERPA, eligible students (those over 18 years of age) and parents have the right to inspect and review their education records maintained by the school. Bethany College is not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Bethany College may charge a fee for copies.

According to the Buckley Amendment, information contained in the educational records of students who are eighteen years of age or older or enrolled in post-secondary institutions may be sent to the parents without the written consent of the student only if the student is a financial dependent of the parents. (The term dependent is defined in Section 152 of the Internal Revenue Code as an individual’s son, daughter, stepson, or stepdaughter of a taxpayer who receives over half of the individual’s support from the taxpayer during the given calendar year.)

There are some records to which the student has no right of access. These are:

  1. Professional mental health treatment records to the extent necessary, in the judgment of the attending physician or professional counselor, to avoid detrimental effects to the mental health of the student or of others. These records may, however, be reviewed by a physician or other appropriate professional of the student’s choice.
  2. Financial information furnished by the student’s parents in support of an application for financial aid.
  3. Confidential letters of recommendation that were placed in the student’s file prior to January 1, 1975.
  4. Confidential letters of recommendation concerning admission, employment, or honorary recognition, for which the student has waived access. (The College may not require a student to sign a waiver in order to obtain services, but a person writing a recommendation may insist on a waiver as a condition for writing it.).
  5. Personal notes made by a faculty member or counselor that are accessible only to that person and are not shared with others.
  6. Materials in any admissions files, until the student has been admitted to, and has attended the College.

Eligible students have the right to request that Bethany College correct records that they believe to be inaccurate or misleading. If the College decides not to amend the record, the student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the student has the right to place a statement with the record setting forth the student’s view about the contested information.

Bethany College is not required to consider requests for amendment under FERPA that:

  1. Seek to change a grade or disciplinary decision; or
  2. Seek to change the opinions or reflections of a school official or other person reflected in an education record.

Generally, schools must have written permission from the student in order to release any information from a student’s education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR §99.31):

  1. School officials with legitimate educational interest;
  2. Other schools to which a student is transferring;
  3. Specified officials for audit or evaluation purposes;
  4. Appropriate parties in connection with financial aid to a student or the result of a judicial or quasi-judicial hearing;
  5. Organizations conducting certain studies for or on behalf of the school;
  6. Accrediting organizations;
  7. To comply with a judicial order or lawfully issued subpoena;
  8. Appropriate officials in cases of health and safety emergencies; and
  9. State and local authorities, within a juvenile justice system, pursuant to specific State law.

Bethany College may disclose, without consent, “directory” information. This includes: (1) name, (2) permanent and local address and telephone, (3) The division/department attended at the College, (4) class level, (5) major field, (6) dates of attendance at the College, (7) degree received and date awarded, (8) honors and awards received, (9) participation in recognized activities, (10) previous school(s) attended, and (11) height and weight of members of intercollegiate athletic teams. The College may disclose directory information for any purpose, without the prior consent of a student, unless the student has forbidden its disclosure in writing. Students wishing to prevent disclosure of the designated directory information must file written notification to this effect with the Registrar’s Office. In the event that such written notification is not filed, the College assumes that the student does not object to the release of the directory information.

At the College, information about student rights and responsibilities under FERPA is available at the Office of the Registrar.

Students have the right to file a complaint with the Family Policy Compliance Office, Department of Education, 600 Independence Ave., SW, Washington, DC 20202-4605, concerning any alleged failure by the College to comply with FERPA.

For additional information, please contact the Registrar’s Office.

Student Withdrawal

A student wishing to withdraw either during the semester or for the next semester should complete a Student Withdrawal form with the Office of Student Life. This form will be processed to the Registrar’s Office, Vice President for Finance, and Office of Student Life. Upon withdrawal, the student must turn in their residence hall keys and student identification card. If these items are not returned, appropriate charges will be placed on the student’s account prior to closing that account. Questions about student withdrawal should be directed to the Dean of Students at 304.829.7631.

Refund Policies

Withdrawal or cancellation must be in writing to the Office of Student Life. A withdrawal form with all necessary signatures must be obtained.

Indebtedness to the College

Financial responsibilities must be resolved before official transcripts are released or other requests for assistance are honored (e.g. Visa assistance). This includes unpaid fines or fees.

Tuition, Room and Board will be refunded 100% if officially withdrawn or cancelled prior to the first day of classes; 90% in the first week of the term; and no refund thereafter. For terms less than the standard 15 weeks but at least six weeks, these refund periods will be adjusted proportionally. For terms less than six weeks, no refunds are applicable after the first day of class.

In order to obtain a copy of your 1098-T, please visit www.my1098t.com. Click on Bethany College and follow the instructions to print a copy.

Helpful information about the 1098-T

  • The IRS Form 1098-T is an information form filed with the Internal Revenue Service.
  • The IRS Form 1098-T that you received reports amounts billed to you for qualified tuition and related expenses, as well as other related information.
  • You, or the person who may claim you as a dependent, may be able to take either the tuition and fees deduction or claim an education credit on Form 1040 or 1040A for the qualified tuition and related expenses that were actually paid during the calendar year.
  • The Form 1098-T Supplemental Information that Bethany is providing over the Internet can assist you and your tax preparer in completing your tax return. Follow the instructions provided on the Form 1098-T Supplemental Information page to view and print paid tuition information.
  • There is no need to attach Form 1098-T to your tax return.
  • All information and assistance that Bethany can provide to you is contained in this notice.
  • There is no IRS requirement that you must claim the tuition and fees deduction or an education credit. Claiming education tax benefits is a voluntary decision for those who may qualify.

Amounts Billed for Qualified Tuition and Related Expenses

Box 2 of Form 1098-T reports the qualified tuition and related expenses billed to you during the calendar year. Qualified tuition and related expenses are sometimes referred to as qualified education expenses, although the terms are not always interchangeable. For purposes of the Form 1098-T provided by Bethany College, the following categories of charges are included or not included in qualified tuition and related expenses:

Qualified Tuition and Related Expenses

 

Included Not Included
Resident and non-resident tuition Late charges
Graduate and undergraduate program tuition Application fees
Student Programs Fee Processing fees
Technology Fee Course-related books and equipment
Registration fees paid for non-credit courses

Bethany is choosing to report qualified tuition and related expenses that were billed during the calendar year, rather than the amount that was paid. In general, qualified tuition and related expenses are considered to be billed when you register for classes. The billed amount of tuition and fees reported in box two is reduced by the following deductions:

Qualified Tuition and Related Expenses Reduced by:

  • Current year reductions in billed amounts for semesters billed during the calendar year. For example, a reduction due to withdrawal from classes. The reductions may or may not have resulted in a refund, depending on whether the billed amounts had been paid prior to the reduction.
  • Tuition charges waived during the calendar year due to the student’s status as a benefits eligible Bethany faculty or staff member or the spouse or dependent of a Bethany faculty or staff member.
  • Payments received and applied to tuition charges from third party sponsors.

The amount shown in box 2 for qualified tuition and related expenses billed during the calendar year may represent an amount that is different from the amount actually paid during the calendar year, although for many students the amounts will be the same. Under section 25A of the Internal Revenue Code and the associated regulations, a taxpayer may take a tuition and fee deduction or claim an education tax credit only with respect to qualified tuition and related expenses actually paid during the calendar year. You may not be able to take a tuition and fee deduction or claim an education credit with respect to the entire amount billed and reported in box 2. Please link to the Form 1098-T Supplemental Information page of this website for directions on how to access supplemental information being provided by Bethany regarding qualified tuition and related expenses that were paid during the calendar year.

Adjustments Made for a Prior Year

Box 4 of Form 1098-T reports adjustments made to qualified tuition and related expenses reported on a prior year Form 1098-T in Box 2. The amount reported in Box 4 represents a reduction in tuition billed during a prior calendar year. For example, if you were billed for Spring semester classes in December and withdrew from classes in January, Box four reports the decrease in billed tuition due to the withdrawal. The amount reported in Box 4 for adjustments to qualified tuition and related expenses may reduce any allowable education credit you may claim for the prior year. See IRS Form 8863 or IRS Publication 970 for more information.

Scholarships or Grants

Box 5 of Form 1098-T reports the total of scholarships or grants administered and processed by the Bethany Financial Aid during the calendar year.

The amount reported in Box 5 does not include:

  • Tuition waivers provided during the calendar year due to the student’s status as a benefits eligible Bethany faculty or staff member or the spouse or dependent of a Bethany faculty or staff member.
  • Tuition waivers provided during the calendar year due to the student’s status as an eligible research or teaching assistant/associate.
  • Student loans, for example subsidized, unsubsidized, PLUS, Perkins, and alternative loans.
  • Work-study.
  • Scholarships, grants, reimbursements or other types of sponsorships not administered or processed by Bethany FASS.

The amount of any scholarships or grants reported for the calendar year and other similar amounts not reported (because they are not administered and processed by Bethany) may reduce the amount of any allowable tuition and fee deduction or education credit that you are entitled to.
Beginning with the 2011 tax year, Veterans Education Benefit amounts received (Post 9/11 GI Bill) will now be included in Box 5. For additional information on Veterans’ Education Benefits, please visit either the IRS or the Department of Veterans Affairs website.

Adjustments to Scholarships or Grants for a Prior Year

Box 6 of Form 1098-T reports adjustments made to scholarships or grants reported on a prior year Form 1098-T in Box 5. The amount reported in Box 6 represents a reduction in scholarships or grants reported for a prior calendar year. The amount reported in Box 6 for adjustments to scholarships or grants may affect the amount of any allowable tuition and fees deduction or education credit you may claim for the prior year. See IRS Form 8863 for how to report these amounts.

Additional Information Reported

There are three additional information boxes that may have a check mark in them.

Box 7 indicates, if checked, that Box 2 includes amounts for an academic period beginning in the next calendar year. For example, if you registered for the upcoming spring semester during November or December, this box will be marked.

Box 8 shows whether you are considered to be carrying at least one-half the normal full-time workload for your course of study at Bethany for at least one academic period during the calendar year.

Box 9 shows whether you are considered to be enrolled in a program leading to a graduate degree, graduate-level certificate, or other recognized graduate-level educational credential.

Attaching Form 1098-T to Your Tax Return

You are not required to attach IRS Form 1098-T to your tax return. The IRS Form 1098-T is not like the IRS Form W-2 obtained from your employer, which is required to be attached to the tax return filed with the IRS. The primary purpose of the IRS Form 1098-T is to let you know that Bethany has provided required information to the IRS to assist them in determining who may be eligible to claim the tuition and fee deduction or an education credit.

If Your 1098-T is Incorrect

The Social Security Number and address on Form 1098-T were obtained from information provided to Bethany, although the address shown on Form 1098-T is irrelevant for IRS income tax filing purposes. The single most important information on the form is your Social Security Number. Your Social Security Number must be correct.

1. How do I create an account for the online payment system?

Once a student has deposited and received a username and password, the student is automatically enrolled for the online payment system. Parents and guardians will need to be added as authorized users by their students.

 

2. How do I add my parent/guardian as an authorized user?

In order to set-up an authorized user, you will need to sign into the Bethany College Self-Service Portal by using your log-in and password.

  1. Once into your account, please click on the link to MAKE A PAYMENT.
  2. You will now need to sign in again using your complete email address and password.
  3. On the right side of the screen, you will click on AUTHORIZED USERS.
  4. Add authorized user’s email address and change viewer preferences as needed.
  5. Click on CONTINUE.
  6. Read the Agreement to Add Authorized User and click I AGREE and CONTINUE.

The authorized user will receive an email stating that they are a user on the student’s account. They will need to follow the link in the email in order to complete the process. The authorized user will receive a separate email with their temporary account password.

 

3. How do I access my bill on Bethany College self-service?

Once the monthly bills are processed, they are uploaded to the student’s account on Self-Service. Students and Authorized Users will receive an email with the subject being “NEW BILLING STATEMENT ISSUED”. Proceed as follows to access your eBill:

  1. Log in to Self-service.
  2. Click on MAKE A PAYMENT.
  3. You will now need to sign in again using your complete Bethany email address and password.
  4. From this screen, you can click VIEW under the Statement section to see the most recent bill.
  5. Under Current Students, there is a drop down box with the dates of all statements available to view.

Please note that if an eBill has not been loaded there will not be a statement drop down box and you will see the following message on the eBills screen: “You have no billing statements at this time.”

 

4. Why are there different account balances self-service?

When you log in to Self-service, you will notice under ACCOUNT SUMMARY that there are 3 balances. The TOTAL AMOUNT DUE lines shows the balance due on your account. The lines ACCOUNT OVERDUE and TOTAL AMOUNT DUE represent a cumulative total of charges and payments posted on a semester basis.

Please keep in mind that payments are posted to the semester in which they are received and not necessarily to the semester they are paying for.

 

5. What payment methods are accepted on the online payment system?

You can make payments on the on-line payment system by the following methods:

  1. Electronic check/ACH: this is the only method without a service fee.
  2. Credit card: Visa, MasterCard, American Express, Discover, Diners Club International, JCB, UnionPay, BCcard and DinaCard. Please note, all credit card payments are assessed a fee of 2.75% ($3 minimum).

The online payment system is the preferred method to make a credit card payment to a student account.