Policies & Procedures
529 Plans
Sponsored by individual states, a 529 savings plan assists parents and students with paying for higher education expenses, such as tuition and housing, as an investment account. Visit your 529 plan's website to verify the documents/information needed to request payment since each 529 plan has different forms and requirements. FHSU accepts 529 Plan payments, as well as other college savings funds, for tuition, fees and housing charges. If possible, funds should be sent directly to the Student Fiscal Services office prior to the start of each semester. Funds received from a 529 Plan may not exceed the total amount of tuition, fees, and housing charges for the given semester. Payments received for more than the total amount of charges may be refused, or the excess funds may be returned to the 529 Plan financial institution. If your 529 plan or other college savings account needs a detailed statement of charges, contact Student Fiscal Services. When the check is received, Student Fiscal Services will contact the student, if necessary, to assist them with finalizing registration.
Checks should be mailed to:
Fort Hays State University
Student Fiscal Services
600 Park Street, PH317
Hays, KS 67601
Cash Receipts Greater than $10,000
The Internal Revenue Service requires FHSU to report cash receipts totaling $10,000 or more in a 12-month period for any one individual. If a student pays with cash for tuition, fees, or other university charges, Student Fiscal Services may require additional information from the student in order to file the IRS Form 8300.
Credit Card Security Policy
Departments are required to request permission from Student Fiscal Services to take credit cards or other electronic forms, as payment for any FHSU services or products prior to accepting credit cards. Contact Student Fiscal Services for more information. Student activity groups are not permitted to accept credit card payments. Requirements for collecting, storing, processing and transmitting credit card data to facilitate compliance with the Payment Card Industry Data Security Standards are set forth in the University's Credit Card Security Policy. This policy applies to all FHSU faculty, staff, students and other individuals or entities who use the FHSU network.
SFS Cash Sale (Deposit) Policy
The Student Fiscal Services Cash Sale (Deposit) Policy provides guidance to all departments and student organizations concerning proper handling of all Cash Sales (Deposits). More information can be found on the SFS Departments page.
Electronically Stored Information Policy
Technological advancements have resulted in a dramatic increase in the amount of information that is stored electronically on FHSU's network. The University's Electronically Stored Information Policy governs the storage and maintenance of electronic information.
Holds
Two types of hold will be placed on a student account when there is a past due balance. An registration hold will prevent the student from registering in current and future semesters. A transcript hold will prevent the student from receiving either an official or unofficial transcript. Upon payment in full, Student Fiscal Services will remove its holds on the student's account. Holds are not automatically removed when payment is made; allow one to two days processing time after satisfactory payment is received. Students who received Federal Title IV financial aid, who have a past due balance hold, may request the release of their transcript from the SFS office if enrolled in a satisfactory payment agreement and are current on their payments. Contact SFS at 785-628-5251 or sfsmail@fhsu.edu to setup payment arrangements and request an account review for possible transcript release.
Identity Theft Program Policy
Identity Theft has become prevalent in today's society and poses significant risk to consumers. Therefore, FHSU has implemented the Identity Theft Program Policy to comply with applicable regulations and to protect students and other consumers of FHSU's services from identity theft.
Late Fees
Students who fail to pay their tuition, fees and/or other charges by the due date are subject to a late fee of $25.00. Late Fees are assessed for each due date missed. All subsequent payments received by FHSU on the student's account will apply first to the late fee, then to the original amount owed.
Return of Title IV Financial Aid Funds
If Federal Title IV Financial Aid funds are released to your student account and (1) you withdraw from all of your classes at FHSU; (2) stop attending (or do not begin attendance) before completing the semester and receive all Unsatisfactory grades (U's) for your classes in a semester; or (3) do not complete all courses that you were scheduled to attend for the entire semester for which you were registered, then a portion or all of your financial aid may be deemed unearned as determined by federal financial aid regulations. You may be required to return the unearned portion to FHSU immediately. See the Return of Title IV Policy and Satisfactory Academic Progress Policy for more information or contact us at 785-628-5892 or sfs-repay@fhsu.edu.
Return of Unearned Tuition Assistance Funds Policy
If Department of Defense (DoD) Tuition Assistance funds are released to your student account and (1) you withdraw from your class(es) at FHSU; (2) stop attending (or do not begin attendance) before completing the semester and receive Unsatisfactory grades (U's) for your classes in a semester; or (3) do not complete courses that you were scheduled to attend for the entire semester for which you were registered, then a portion or all of your DoD Tuition Assistance funds may be deemed unearned as determined by DoD Voluntary Education Partnership Memorandum of Understanding. You may be required to return the unearned portion to FHSU immediately. See the Fort Hays State University Return of Unearned Tuition Assistance Funds Policy for more information or contact us at 785-628-5922 or sfsspecprog@fhsu.edu.
Right to Cancel Student Loan(s) Policy
A student has the right to cancel all or a portion of his/her student loan(s) within 14 days of the financial aid disbursement date. Loans eligible for cancellation are:
- Federal DL Unsubsidized Loan
- Federal DL Subsidized Federal Loan
- Federal Parent PLUS Loan
- Federal Graduate PLUS Loan
- Federal TEACH Grant
If you want to exercise your Right to Cancel or have questions concerning this process, call us at 785-628-5892.
Safeguarding Student Financial Information Policy/Gramm-Leach Bliley Act
Student account information including financial records is private. Release of that information to others is governed by the Privacy of Student Financial Information Policy. If you wish to grant others access to your financial information, complete Third-Party Access located in myFHSU worklet in Workday under "Resources" tab.
SFS Check Policies
FHSU does not accept post-dated checks, third-party checks, or checks greater than the total amount of charges due. FHSU does not cash personal checks. A $30 returned check fee is assessed for insufficient funds, closed accounts, or other non-redeemable instruments. A $25 late fee may also be assessed if the returned item results in a missed payment deadline. All subsequent payments received by FHSU on the student's account will apply first to the returned check fee and late fees (if applicable), then to the original amount owed. FHSU reserves the right to require payment by cash, money order, or cashier's check after a returned check was received.
If an FHSU refund check is lost or stolen, it is the student's responsibility to contact Student Fiscal Services at 785-628-5251. Expect further delay for investigation and/or processing of a replacement check. A $25 administrative fee may be assessed for issuing a replacement check. FHSU does not verify the availability of funds for check cashing by third-party entities.
Tuition and Fees Policy
Tuition and fees are calculated in compliance with the Tuition & Fees Policy. Tuition and fees are approved by the Kansas Board of Regents. The current tuition and fees schedule is located on the Tuition tab.
Withdrawal Policy
Fee refunds for course withdrawals will be calculated in accordance with the Course Drop/Withdrawal Policy. There may be a delay in release of tuition refunds for financial aid recipients until the office of Financial Aid and/or Student Fiscal Services office reviews eligibility requirements relating to the withdrawal.