A third-party payment is when an employer (the third party), or other third party organization (TAA, WIA, etc.), pays tuition directly to Western Governors University (WGU) on behalf of a student.
Student tuition reimbursement
A student tuition reimbursement is when the employer or other third party pays the student. The third party will reimburse the student directly after the student has covered tuition on their own (i.e., financial aid, self-pay, etc.). Any information the student needs to provide to their third party can be found in their student portal.
This is not part of the third-party billing process.
Financial clearance for third-party funding
In order for a student to be financially cleared to use third-party funding, the following criteria must be met:
Student needs to provide a tuition voucher, also known as a letter of credit (LOC), to WGU.
The tuition voucher/LOC needs to include instructions on how to bill the third party, where to send the billing invoice, the courses the student will enroll in, and the amount of tuition eligible for payment (may indicate a dollar amount per term, or may indicate eligible for payment for the entire program).
The tuition voucher/LOC must be sent to email@example.com or faxed to 801.665.1933, and include the student’s name and student ID number for identification purposes.
A Third Party specialist will verify the courses in the student’s degree plan and compare that to their tuition voucher/LOC. If the courses match, WGU will send an email to the student notifying them that the documents are received and that WGU will financially clear the student to begin their term. If the student is enrolling in their first term with WGU, the specialist will notify the Enrollment team by placing a note in the student’s profile records. Continuing students will be notified via email. It is important for students to understand that in order for WGU to bill for the entire tuition amount, the tuition voucher/LOC needs to show the minimum amount of competency units (CUs) required per their program.
If information is missing on the tuition voucher/LOC or does not match the student’s courses in their degree plan, WGU will either request a revised LOC or a new LOC from the student that includes the missing or correct courses, up to the minimum CUs required (see below). If the student is enrolling in their first term with WGU, the specialist will notify the Enrollment team by placing a note in the student’s profile records. Continuing students will be notified via email.
Once a student has accepted their classes, their tuition voucher/LOC will be scheduled to be processed.
WGU will begin to invoice the third party once the student has enrolled in their courses (i.e., set term enrollment) for their current term. The earlier the student enrolls in courses, the sooner WGU will invoice the third party.
If, during the invoicing process, the student’s tuition voucher/LOC no longer matches the courses they have enrolled in, a Third Party specialist will either request a revised LOC or ask the student to submit an additional LOC including the missing courses, up to the minimum CUs required for their program. If the student chooses to not revise or submit an additional LOC, the tuition amount billed on the LOC will be prorated based on the amount of CUs listed, using the part-time proration chart.
Note: WGU will not submit an invoice to a third party for any amount that is more than the amount to cover the courses listed on the submitted voucher/LOC.
WGU will only invoice the third party for the amount that covers the courses that are listed on the submitted voucher/LOC. Minimum enrollment for full time status is 12 CUs for undergraduate programs and 8 CUs for graduate programs. In the event WGU receives a voucher with less than the required CUs, we will prorate the tuition using the part-time scale in the link provided to accurately reflect what the cost of the course(s) would be.
If, for any reason, a third-party payer does not pay the billed amount, the student is then responsible for all unpaid tuition and fees.
Tuition is a flat-rate based on the number of CUs the student is required to enroll in, not by the time taken to complete the program. Tuition is charged at full-time CUs for all terms at WGU. Minimum enrollment for full-time status is 12 CUs for undergraduate programs and 8 CUs for graduate programs. Actual CU enrollment may exceed minimum requirement during the term with no additional fee to student. Number of enrolled CUs may vary from term to term.