Below is a categorized list for frequently asked questions. Please click on each question to view the answer. 

General SBS Information

Student Account Information

Payment Information

Financial Aid Information

Payment Plan Information

FERPA Information

Refund Information

Tuition Waiver Information

Financial Holds & Past Due Notifications

1098-T Tax Forms

Student Fees

 

General SBS Information    

     Q:What is the Student Business Services Office responsible for?
         Q:Where is the Cashier's Office located?
         Q:What are your office hours?

 

Student Account Information
         Q: Where can I see how much I owe?
         Q: How much do I owe?
         Q: Will I receive a bill for any of my student charges?
         Q:I do not understand my statement. Who can help me?

 

Payment Information
         Q: Can I pay before I register for classes?
         Q: When is the due date for paying tuition?
         Q:How can I pay for my tuition fees?
         Q: Why is there a merchant fee added to the transaction?
         Q: Does the University make any money off of the merchant fee?
         Q: How can I avoid paying the merchant fee?
         Q: Where can I mail my payment?
         Q: What happens if my check or credit card is dishonored?
         Q: What will happen to me if I do not pay my fees by the listed due date?
         Q: My employer is paying my registration fees but they require a breakdown of the charges, where can I obtain this?  
         Q: Can I pay using a wire transfer?

 

Financial Aid Information
         Q: Why do I have a balance when my fees are being paid with financial aid (loans or grants)?
         Q: What if I don't see the anticipated financial aid on my student account that I expected?
         Q: What happens if my Financial Aid does not pay all my fees?
         Q: I am a Financial Aid student and have changed my full or part-time status; how will this affect my financial aid?

 

Payment Plan Information
         Q: Can I use a payment plan to pay my tuition and mandatory campus fees?
         Q: How can I sign up for a tuition or housing payment plan?
         Q: Will I be billed each month if I am using a tuition payment plan? 
         Q: What happens if I miss an installment of my payment plan?

 

FERPA Information
         Q: My parents are helping me pay for college.  How can they learn about my balance?
         Q: What is the FERPA?
         Q: I've signed a FERPA with the SBS Office listing my parents. What information will be released to them?
         Q: How can my parents make an online payment towards my balance?

 

Refund Information
         Q: I am eligible to receive a refund from my account. What is the quickest (safest) way to receive the refund?
         Q: If I paid by credit card, how will I receive my refund?
         Q: When will I receive my Financial Aid refund?
         Q: I never received my Financial Aid refund check. What should I do?
         Q: I received a refund check and now I am being charged for something else. Why?
         Q: If I drop my classes before the first day of class, will I get all of my money back?
         Q: How much will I be refunded if I drop on or after the first day of class?
         Q: Do I have to pay fees if I do not drop on or after the first day of class even if I never attend the courses?

 

Tution Waiver Information
         Q: I have a tuition waiver (VA, employee/dependent, etc).  Will this cover all of my expenses and fees for the semester?
         Q: I have a tuition waiver. Will this waive any of my registration fees?
         Q: Do I have to renew my VA tuition waiver every term or year?  
         Q: What waivers does CSUCI accept?

 

Financial Holds & Past Due Notifications
         Q: How long does it take to clear a financial hold?
         Q:I need to register but I have a financial hold on my account. What can I do?
         Q: I need to register but I have a financial hold on my account.  Can I make a payment arrangement so that I can register?
         Q: I received a past due notification. Why?
         Q: How can I dispute a balance owed to the University?
         Q: I have a library hold, can I pay the library fine at the Cashier’s Office?

 

1098-T Tax Forms
         Q: I need my 1098-T in order to file my taxes.  Where can I get it?
         Q: I looked for my 1098-T form on ECSI but no record was found.  Why? 

 

Student Fees
         Q: What is the new Student Involvement Representation Fee (SIRF)?
         Q: Why do I pay Student Body Center, Student Body Association, Health Facilities, Health Services, Instructionally Related Activities (IRA), and Campus ID fees even though I might not use those particular services?
         Q: My student has health insurance.  Do we still need to pay the Health Facilities and Health Services Fees?


Q: What is the Student Business Services Office responsible for?
A: The Student Business Services Office provides a variety of financial services to all students.  These include receipt of all student and departmental payments, ID card services, distribution of Financial Aid and payroll checks, collections, third party billing, fee waivers, housing and tuition installment payment plans, student account analysis and fee verifications.
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Q: Where is the Cashier's Office located?
A: The Cashier's Office is located in the Enrollment Services Center, first floor of Sage Hall.
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Q: What are your office hours?
A: Monday through Friday, 8:30 am to 4:45 pm.  Any closures will be listed on the SBS website or posted at the Cashier’s Office.
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Q: Where can I see how much I owe?
A: In your MyCI account, look at the Finances section, under the financial account summary. 
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Q: How much do I owe?
A: Open your student portal, and find the total amount of FA that you have accepted.  Subtract $2,119 (if less than 6.0 units) or $3,268 (if 6.1 units or more).  If the answer is negative, you will have a balance, which needs to be paid by the initial payment deadline as listed in the Tuition/Fee Assessment Calendar.  If the answer is positive, you will have a refund, which will be mailed to you or deposited directly into your account (if you have submitted the appropriate paperwork).
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Q: Will I receive a bill for any of my student charges?
A: No, you will not receive a bill.  Students are responsible for checking their MyCI accounts on a regular basis to remain informed of any charges owed to the University.
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Q: I do not understand my statement.  Who can help me?
A: Call the Cashier's Office at (805) 437-8810 or visit us in-person in the Enrollment Center, located on the first floor of Sage Hall.
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Q: Can I pay before I register for classes?
A: The only fee that can be paid before registering for classes is the non-refundable Island View Orientation Fee for incoming students.  The fee is $175 and is non-refundable.
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Q: When is the due date for paying tuition?
A: Tuition payments are due by 5:00 pm by the date listed in the Tuition/Fee Assessment Calendar. Students can also find the tuition payment deadline on their CI Record.  Failure to pay by the due date can result in late fees and/or disenrollment from all courses.
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Q: How can I pay for my tuition fees?
A: At the Cashier’s Window we accept cash, personal checks, money orders and cashier's checks.  Online through CashNet we accept electronic checks (no additional fees), wire transfers (no additional fees) and MasterCard, AMEX, Discover, Visa and Diner's Club cards (an additional 2.75% non-refundable merchant fee added to the transaction).  Paper checks must be made out to CSUCI and should include the student’s ID number.  Mailed payment must be received in our office by the due date or it will be considered late. 
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Q: Why is there a merchant fee added to the transaction?
A: A merchant fee is charged to process each and every credit/debit card transaction, whether it's approved or declined by the card-issuing bank.  CashNet charges a 2.75% merchant fee for each credit/debit card transaction, which covers the cost of providing the service of making an online payment.  Not every student uses a credit/debit card as payment, so the University cannot pay this fee.  Therefore, it is paid by the student(s) utilizing the service.
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Q: Does the University make any money off of the merchant fee?
A: No, the University does not make any money off of the merchant fee.
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Q: How can I avoid paying the merchant fee?
A: You can avoid paying the convenience fee by choosing to pay online by electronic check, or in person by paper check, cash or money order.
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Q: Where can I mail my payment?
A: Payment checks that are mailed directly to SBS still need to arrive prior to or by the 5:00 pm payment deadline as listed in the Tuition/Fee Assessment Deadline in order to avoid disenrollment and/or late fees.  Post-dated checks are not accepted.  Payments can be mailed to:
     Student Business Services, Sage Hall
     California State University, Channel Islands
     One University Drive
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Q: What happens if my check or credit card is dishonored?
A: For each dishonored check or credit card, a $25 fee will be assessed to your account.  A dishonored check or credit card is the same as no payment in terms of completing your registration.
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Q: What will happen to me if I do not pay my fees by the listed due date?
A: Should a student or former student fail to pay debt owed to CSUCI, the university may: withhold permission to register; to use facilities for which a fee is authorized to be charged; or to receive services, materials or merchandise or any combination of the above until the debt is paid (sections 42380 and 42381 of title 5, California Code of Regulations).  For example, Channel Islands may withhold permission to receive official transcripts from any person owing a debt.  The student could also be disenrolled from their courses if they fail to pay their fees by the due date posted for that particular semester.
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Q: My employer is paying my registration fees but they require a breakdown of the charges, where can I obtain this? 
A: Contact the Student Business Services office by phone or email.  The office can provide verification of your registration fees.
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Q: Can I pay using a wire transfer?
A: Yes, payment by wire transfer through Western Union Business Solutions can be accomplished through your MyCI account.  Please refer to the SBS website for step-by-step instructions on completing a wire transfer payment. 
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Q: Why do I have a balance when my fees are being paid with financial aid (loans or grants)?
A: There are two types of financial aid (FA) - an anticipated credit and an actual credit.  An anticipated FA credit is money you expect but which hasn't yet been received.  An actual FA credit is money that has been disbursed to your student account.  You can deduct the amount of anticipated financial aid from the amount you owe, remitting only the remaining amount by the due date. 
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Q: What if I don't see the anticipated financial aid on my student account that I expected?
A: If no expected anticipated financial aid appears on your account, it's most often because you didn't apply for financial aid on time or fully complete the process to accept your aid.  It takes time to process a financial aid application, especially in cases requiring verification, so make sure you meet all deadlines.  It's your responsibility to make sure that all anticipated financial aid credits becomes actual financial aid credits by applying on time and completing all steps required by the published date to be authorized to receive your aid.  Late charges will not be removed because of a delayed application, and you may be subject to disenrollment if fees are not paid or otherwise resolved by the payment due date.
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Q: What happens if my Financial Aid does not pay all my fees?
A: Students are responsible for paying any remaining account balance after Financial Aid is applied.  Failure to complete payment by the published due date can result in disenrollment from classes.
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Q: I am a Financial Aid student and have changed my full or part-time status; how will this affect my financial aid?
A: Financial Aid is awarded based on the number of units.  When units are changed (dropped or added), your Financial Aid award will be recalculated based on your new enrollment.  The student is responsible for paying any resulting balance within 10 days of notification or by the fee payment deadline for the term, whichever is sooner.
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Q: Can I use a payment plan to pay my tuition and mandatory campus fees?
A: Yes, we offer an installment plan which separates your bill into three payments (specific due dates are listed in the Tuition/Fee Assessment Calendar).  There is a fee of $33 non-refundable fee to use the payment plan, which is due with your first payment.  Each payment must be received by 5:00pm on the due date.  If payment is not received by the stated due date, a $25 late fee will be assessed.
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Q: How can I sign up for a tuition or housing payment plan?
A: You can apply to use a tuition or housing installment payment plan through your MyCI account.  A how-to guide can be accessed at the Student Business Services Forms and Tutorials website.
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Q: Will I be billed each month if I am using a tuition payment plan?
A: No, Student Business Services will not send you any paper bills.  Please retain a copy of your tuition payment plan contract to know when payments are due.  Students can also view payment due dates and amounts through their MyCI page. 
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Q: What happens if I miss an installment of my payment plan?
A: If you do not pay the 1st installment in full by the published due date you could be dis-enrolled from classes.  If you miss the 2nd and any following installment payment plan due dates, a $25 late fee will be assessed to your account and a financial hold applied to your account.  Defaulting on payments will prohibit you from being able to use the installment payment plan for one whole academic year. 
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Q: My parents are helping me pay for college.  How can they learn about my balance?
A: Your parents can call the SBS office at (805) 437-8810, but only if you have completed a FERPA form, turned it into the Records & Registration office and indicated that financial information regarding your student account can be shared.  If this form is not completed, the SBS staff cannot share any specific information about your account. 
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Q: What is the FERPA?
A:  FERPA is the Family Education Rights and Privacy Act.  This prohibits the SBS office from discussing account information to anyone other than you without your written consent.  You must sign a FERPA release form every academic year in order for us to discuss any financial account details with anyone other than yourself.  
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Q: I've signed a FERPA and indicated that Student Business Services can discuss my account.  What information will be released to the authorized party?
A: With a signed FERPA form, the SBS Office will only disclose financial account information. 
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Q: How can my parents make an online payment towards my balance?
A: Through your MyCI account, you can create a Parent PIN, which will allow them access only to make an online payment.  This will not grant them any other access or the ability to view any other information.  
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Q: I am eligible to receive a refund from my account.  What is the quickest (safest) way to receive the refund?
A: The quickest way to receive a refund is by enrolling in Direct Deposit through your MyCI account.  If you have not enrolled in direct deposit, your refund will be issued by check, and can only be mailed to your address on file. A how-to guide can be accessed at the Student Business Services Forms and Tutorials website.
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Q: If I made my first payment by credit/debit card or electronic check, but then received my Financial Aid, how will I receive my refund?
A: The Financial Aid will be applied to the remaining balance of your account.  Then, any remaining aid will be used to refund the credit/debit/electronic check payment to its original payment source.  Any remaining aid will then be refunded directly to the student through a paper check or direct deposit. Please allow 4-6 weeks for refund processing.
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Q: When will I receive my Financial Aid refund?
A: Refund regulations for the California State University System are prescribed by the California Code of Regulations, Title V, Section 41802.  Sign up for Direct Deposit for the quickest, most convenient and secure way to have refunds directly deposited to your bank account.  Allow 2-3 business days for processing.  Refund checks may also be mailed to the address on file with Records & Registration.  Allow up to 10 days for delivery.  Payments made by credit card will be credited back to the original card number.  The 2.75% credit card service fee is not refundable.  Please allow 4-6 weeks for refund processing.
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Q: I never received my Financial Aid refund check.  What should I do?
A: If you have not receive a refund check after 14 calendar days of when the refund is  processed on  your account, please submit a Request For Stop-Payment form to the SBS office.  We will request that Accounts Payable verify that the check was not cashed and reissue another refund check.
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Q: I received a refund check and now I am being charged for something else.  Why?
A: Refunds are calculated as of a particular date.  After that date, you may be charged for something else.  We advise to check your MyCI account for additional information.    This situation is rare, but could occur (for example) if a student is enrolled in 9 units, drops to 6 units, receives a refund, and then re-enrolls for 3 units after the refund has processed.    
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Q: If I drop my classes before the first day of class, will I get all of my money back?
A: Yes, but only if you drop all classes BEFORE the first official day of the term.
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Q: How much will I be refunded if I drop on or after the first day of class?
A: Classes dropped on or after the first day of classes are subject to a pro-rated refund up to the 60% point in the semester when no financial credit or refund will be processed.  Fees will not be reversed or waived for courses dropped after that date except for students with extenuating circumstances.  Additional information is available by calling (805) 473-8810.
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Q: Do I have to pay fees if I do not drop on or after the first day of class even if I never attend the courses?
A: Prospective students who register for courses offered by the university are obligated for the payment of fees associated with registration of those courses.  Failure to cancel registration in any course for an academic term prior to the first day of the academic term gives rise to an obligation to pay student fees including any registration fees for the reservation of space in the course.
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Q: I have a tuition waiver (VA, employee/dependent, etc).  Will this cover all of my expenses and fees for the semester?
A: A tuition waiver will only cover the tuition.  All registration mandatory campus fees (Associated Students fee, Health Services Fee, etc.) are due by the semester payment deadline.  Failure to pay these fees by the payment deadline could result in disenrollment from classes. 
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Q: I have a tuition waiver.  Will this waive any of my registration fees?
A: No, all students are required to pay the registration fees each semester.
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Q: Do I have to renew my VA tuition waiver every term or year?
A: Yes, your VA waiver must be renewed with the County VA office every year. 
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Q: What waivers does CSUCI accept?
A: A complete listing of waivers and associated fees can be found at http://www.calstate.edu/budget/student-fees/fee-waivers/documents/Fee_waivers-Guide_Oct2014.pdf
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Q: How long does it take to clear a financial hold?
A: Currently the process to remove a financial hold is a manual process.  We attempt to remove financial holds within 48 hours of payment, but students are welcome to call the Student Business Services office after submitting payment in order to ensure the hold is removed. 
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Q: I need to register but I have a financial hold on my account.  What can I do?
A: Per University policy, students must be paid in full prior to registering for future terms.  The financial hold will need to be resolved before registration for the next term is permitted. 
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Q: I need to register but I have a financial hold on my account.  Can I make a payment arrangement so that I can register?
A: Payment arrangements are not offered to cover past due balances.  Your account will need to be paid in full before registration for a future term is permitted.
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Q: I received a past due notification. Why?
A: Students with an outstanding balance will receive a notification sent to the email address on file.  Specific information regarding the balance can be seen on your MyCI account.  If you have further questions (or you are not able to access your MyCI account), please contact Student Business Services at (805) 437-8810.
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Q: How can I dispute a balance owed to the University?
A: A student who does not believe s/he owes all or part of an unpaid obligation should contact the Cashier's Office at (805) 437-8810.  The Collections Specialist will review pertinent information, including information the student may wish to present, and advise the student of the conclusion regarding the debt.
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Q: I have a library hold, can I pay the library fine at the Cashier’s office?
A: No, you must pay the library fine at the John Spoor Broome Library.  Please contact the library for further information at (805) 437-8561.
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Q: I need my 1098-T in order to file my taxes.  Where can I get it?
A: Student can access their 1098-T by visiting https://cgi.ecsi.net/cgi-bin/bcgi.exe?bcgiu4.
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Q: I looked for my 1098-T form on ECSI but no record was found, why?
A: If you received sufficient Grants, Scholarships, fee waivers or 3rd party assistants or you didn’t have any eligible enrollment in that tax year, you would not be issued a 1098-T form.  
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Q: What is the Student Involvement Representation Fee?
A: The Student Involvement and Representation Fee (SIRF), a new voluntary $2 student fee, went into effect starting the Fall 2015 term.  The fee has automatically been charged to your account.  You can opt out of the fee via your student portal.  The SIRF fee is used to support the student leadership, involvement, governance, and advocacy programs managed by the California State Student Association (CSSA).  For more information, please visit http://www.csustudents.org/our-priorities/sirf/.
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Q: Why do I pay Student Body Center, Student Body Association, Health Facilities, Health Services, Instructionally Related Activities (IRA), and Campus ID fees even though I might not use those particular services?
A: These campus fees are mandatory and all students are required to pay them.
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Q: My student has health insurance.  Do we still need to pay the Health Facilities and Health Services Fees?
A: The Health Facilities and Health Services fees are two of several mandatory registration fees.  It provides all students access to healthcare, regardless of insurance.
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