Third Party Billing and Sponsorships

Forms/authorizations for Third Party Billing and Sponsorships should be turned into the Business Office (Main Campus) as soon as possible to ensure your position in class. Your forms may also be emailed to kcecil@aurora-ro.com.

 Note: Agencies or organizations requiring course completion or proof of grades before they authorize payment are considered tuition reimbursement programs.

• Tuition reimbursement programs do not qualify for the third-party billing process.
• Students participating in tuition reimbursement programs are responsible for making their own payment arrangements according to the KCKCC tuition payment policy and seek reimbursement directly from their sponsoring agency or organization.

At KCKCC, a third-party entity is defined as an individual, private, government or state agency, or other outside entities who will assist in paying for any portion of your tuition and/or fees and they are requesting a bill directly from KCKCC (Kansas City Kansas Community College). Examples include military tuition assistance (TA), state vocational rehabilitation, workforce centers, etc.

 KCKCC will bill the agency or organization on your behalf but must receive written authorization from the sponsoring agency or organization before the third-party billing can be processed. Please note that some invoices may create a “conditional credit” to your student account while awaiting payment.

 A sponsor billing request or authorization letter must be submitted for each term. Some sponsors will send payment authorization letters directly to KCKCC, please check with the Business Office to verify the letter was received. Our third-party billing specialist will begin invoicing after each term census date. If your sponsor requires immediate billing, please have them contact the KCKCC Business Office at 913-288-7620.

**Charges paid by each sponsor can vary from tuition and fees to all expenses, including parking, housing, books and supplies. The student is responsible for any charges not authorized by the agency/sponsor.**

• It is the student’s responsibility to notify KCKCC of any schedule changes that could impact your billing.
• Some sponsors require grants and institutional funding be applied to student bills before they will pay the remaining balance. We do our best to ensure that this procedure is followed as required; however, it is possible that aid is applied to accounts after our billing process has been completed. If you receive a refund and are unsure of its validity, please contact the Business Office at 913-288-7620.
• If the sponsor/agency is unwilling to pay the charges incurred, those charges become the financial responsibility of the student.
• Please note that not all third parties are eligible for conditional account credit. This may affect your refund until the payment is received from the third-party payer and applied to your account.
• FERPA (Family Educational Rights and Privacy Act): The The Family Educational Rights and Privacy Act of 1974 (FERPA) allows higher education institutions to disclose student records or identifiable information without the student’s consent to persons or organizations providing financial aid (e.g. sponsorships). The sponsor must agree to abide by the FERPA and not disclose student information to others without the express written approval of the student.

We can bill any company for tuition and fees; however, we must have a promissory letter stating the courses covered for the student. The information required for the authorization of payment should include:

• Student Name
• Student ID Number
• Agency name and billing address (on company letterhead, emailed, faxed, etc.)
• Name and phone number of the contact person.
• The term that will be covered by the authorization letter (if funds are to be split among multiple semesters, please note the breakdown of funds by term).
  • NOTE: We will need a new letter each semester to maintain student status.
• Course name and number (example – ENG 121) – if available
• Dollar amount or percentage of college costs to be covered.
• Types of charges to be covered (tuition, fees, books, housing, IDs, etc.)

 Your payment authorization can be mailed, emailed, or delivered in person to the Third-Party Specialist using the information below:

Mail:

Kansas City Kansas Community College (KCKCC)
Attn: Krissy Cecil/Business Office
7250 State Avenue
Kansas City, KS 66112-3003

Email: kcecil@aurora-ro.com

Deliver in Person:

Please visit the Business Office – Social Science Building, RM 3260, View on Map.

 Payments:

Payment may be made by check, Visa, Mastercard, Discover, American Express, or by wire transfer – wire payment information will be included on your billing statement. After the college receives the payment authorization an award is entered on the student account. This information indicates the funding source and allows the accounts receivable system to generate third-party invoices.

Your payment authorization can be mailed, emailed, or delivered in person to the Third-Party Specialist using the information below:

Mailing

Email

Deliver in Person

Please visit the Business Office - Social Science Building Room 3260. View on map.

Payment may be made by check, Visa, MasterCard, Discovery, and American Express or by wire - address wire information will be included on your billing statement.

After the college receives the payment authorization an award is entered on a student account. This information indicates the funding source and allows the accounts receivable system to generate third-party invoices.

If for some reason, the third party is unwilling to pay the charges incurred; those charges will then become the obligation of the student.