Hours of Operation
Window: Monday - Friday, 8 a.m.-4 p.m.
Office: Monday - Friday, 7:30 a.m.-4 p.m.
- Jan. 2, 2019 - First day to charge books at the bookstore
- Jan. 11, 2019 - Deadline to confirm enrollment with the Business Office for all students registered for the semester
- Jan. 14, 2019 - First day of classes
- Jan. 18, 2019 - Last day to charge books at the bookstore
- Jan. 18, 2019 - Last day to add classes or change sections
- Jan. 21, 2019 - Last day to return books to the bookstore
- Jan. 25, 2019 - First day for spring refund checks to be issued
- Feb. 28, 2019 - Last day to pay student accounts in full to avoid interest
- May 10, 2019 - Last day to have account paid in full
- May 1, 2019 - First day to charge books at the bookstore
- May 10, 2019 - Deadline to confirm enrollment with the Business Office for all students registered for the semester
- May 13, 2019 - First day of classes
- May 17, 2019- Last day to charge books to the bookstore
- May 20, 2019 - Last day to return books to the bookstore
- May 24, 2019 - First day for summer refund checks to be issued
- June 30, 2019 - Last day to pay student accounts in full to avoid interest
- Aug. 16, 2019 - Last day to have account paid in full
- Aug. 1, 2019 - Anticipated date for Fall 2018 semester billing to be processed for registered students
- Aug. 1, 2019 - First day to charge books at the bookstore
- Aug. 23, 2019 - Deadline to confirm enrollment with the Business Office for all students registered for the semester
- Aug. 26, 2019 - First day of classes
- Aug. 30, 2019 - Last day to charge books at the bookstore
- Aug. 30, 2019 - Last day to add classes or change sections
- Sept. 3, 2019 - Last day to return books to the bookstore
- Sept. 6, 2019 - First day for fall refund checks to be issued
- Oct. 31, 2019 - Last day to pay student accounts in full to avoid interest
- Dec. 13, 2019 - Last day to have account paid in full
Policies and Forms
Agreement and Disclosure Statement
(Viterbo University requires all pages of the Education Agreement and Disclosure Statement to be printed, signed and turned into the Business Office)
Account Receivable Education Agreement and Disclosure Statement (Incoming Undergraduate Freshmen - STAR Program)
Account Receivable Education Agreement and Disclosure Statement (Undergraduate/Graduate Students)
Do not print the agreement from this link and submit to the Viterbo University Business Office—this is for online submissions only.
Student account information is available through Vitnet. Notices are also emailed to all students who have outstanding account balances during the first week of each month throughout the semester. The account statements on VitNet contain actual charges, payment information, and financial aid which has been applied to or is pending disbursement to students' accounts. Payment must be made to the Business Office using cash, checks, or credit and debit cards. Viterbo accepts Visa, Mastercard, and Discover credit and debit cards only. Payment by credit and debit cards are accepted in person and online via VitNet. The student account balance is due for full payment no later than the final day of the semester. Viterbo will accept personal payments up to but not more than the total amount due on a student's account at the time the payment transaction is processed. Overpayments are not permitted. Transcripts and diplomas will not be issued to a student until the account is paid in full. To discuss your student account or if you have any billing questions, call the Business Office at 608-796-3850.
Minimum Payment Requirements/Enrollment Confirmation
Viterbo University policy requires that any balance from a previous semester be paid in full before the first day of a new semester's classes or attendance will not be permitted. In addition, all students are required to make a minimum cash payment of $500 each semester no later than the Friday before the start of a new semester, exclusive of financial aid and any deposits. Students owing less than $500 at the time they request to confirm enrollment will be asked to make full payment of their balance to officially satisfy the university's enrollment requirements. If it can be verified that financial aid has been disbursed to a student's account and it covers all semester charges, then the student can confirm enrollment without being required to make the $500 down payment. However, students in this situation are still required to verify their financial aid by visiting the Business Office in person or calling 608-796-3850 to have a member of the staff review their account. The Business Office will not accept an email to confirm enrollment.
Important Information Concerning IRS Form 1098-T
The Internal Revenue Service (IRS) has changed the requirements that colleges and universities must follow for reporting billing and payment information on IRS Form 1098-T. The new regulations beginning for the 2018 tax year, (Jan. 1, 2018 – Dec. 31, 2018) will require only qualified tuition and related expenses paid during the calendar year to be reported on Form 1098-T. Due to these new regulations, be advised that making payments in a current calendar year for charges in an upcoming calendar year (i.e., paying Spring 2018 tuition and related expenses during the 2017 calendar year) may affect your tax credit opportunities for the 2018 tax year. Viterbo University suggests consulting a tax consultant to understand how these regulations may affect your situation.
Viterbo University is required to have the 2017 IRS Form 1098-T available by Jan. 31, 2018. The 2017 1098-T will be the final time in which qualified tuition and related expenses billed during the 2017 calendar year are reported by Viterbo University on the form. Those students that have consented to receive the form electronically through VitNet will receive an email from the university once their 1098-T is processed and available next month. The 1098-T is one of many tools used to assist students and their families in determining if they are eligible for an education tax credit. Contact your tax consultant or review https://www.irs.gov/pub/irs-pdf/i1098et_17.pdf for more information.
1098-T IRS Form
The 1098-T form is a statement of qualified tuition and related expenses required for enrollment or attendance at Viterbo University. Viterbo makes these forms available electonically through Vitnet to each student that is enrolled for the past calendar year. Students who choose to not receive their form electronically will be mailed their copy by Jan. 31. The 1098-T form includes tuition and related expense information, as well as scholarship information. Viterbo University does not supply payment information. Please contact your tax preparer for specific IRS regulation when preparing your tax return.
Interest charges will be assessed monthly at a nominal annual percentage rate of 15% (1.25% per month) on unpaid balances as of Oct. 31 for fall semester charges, Feb. 28 for spring semester charges and June 30 for summer semester charges (or the final business day of the month should one of the aforementioned dates fall on a weekend or university recognized holiday). These charges will continue until the balance is paid in full. If the amount due shown on the billing statement is paid on or before the last business day of a month, the student should incur no additional interest charges. If full payment is not made by that deadline an interest charge is imposed on the student’s account.
Viterbo University will produce refund checks for all students who have a credit balance after all charges have been paid. Refund checks will be available in the business office for the first time on the second Friday of each semester and then every subsequent Thursday throughout the semester. Any refund check not picked up on the day it is available will be mailed to the student's home address the next morning, except on the second Friday of the semester when refund checks will be mailed that same day at 3 p.m.
To receive a refund check associated with a parent loan, please have your parent complete a Waiver Form For The Federal PLUS Loan and return it to Kevin Ganther in the business office.
After Hours Drop-off Box
The business office has an after hours drop off box located to the right of the business office windows. You may drop off payments, time cards, or documents for the business office, financial aid office, or registrar office.
Purchasing Student V-Hawk Bucks
V-Hawk Bucks are sold in increments of $50 and can be used at the The Caf, Einstein’s Bagels or Crossroads POD Market and Grill. V-Hawk Bucks are carried over from the fall semester to the spring semester but do not carry over to the next school year. Any V-Hawk Buck balances remaining at the end of the spring semester will be forfeited. For questions, contact Campus Dining at 3830, Residence Life at 3060 or the Business Office at 3850. To purchase V-Hawk Bucks using a credit card, click here. To purchase V-Hawk Bucks with cash or check go directly to Campus Dining.
Contact Kevin Ganther in the Business Office to discuss payment arrangements for an unpaid account balance if no longer enrolled at the university.
Director of Student Billing/Accounts Receivable
Viterbo University Business Office
Murphy Center Room 214
900 Viterbo Drive
La Crosse, WI 54601