3rd Party Billing

Some students may have third-party payers, such as government/military agencies, school districts, embassies, or private companies, that require UMaine to bill them directly. The Office of Student Financial Services is responsible for billing third parties for payments on the students’ behalf. 

FERPA Consent and Information Release

Under the Federal Educational Rights and Privacy Act (FERPA) of 1974, UMaine is not authorized to release any student information without written consent from the student.  There are two methods for students to provide this written consent.

  1. Agency-provided release: Many of the agencies/organizations that are third-party payers to UMaine students provide written releases from the student at the time that a payment authorization is submitted.  UMaine does accept agency-provided releases.
  2. Third-Party Billing Student Consent and Acknowledgement Form: If an agency/organization does not provide a written consent release at the time a payment authorization is released, the student will be notified to complete a Third-Party Billing Student Consent and Acknowledgement Form. This form is completed by the student and submitted to the Office of Student Financial Services.

Third-Party Billing Procedures

Below is the process for each semester that is broken up into four steps: Financial Aid Exchange Forms, Authorization/Purchase Order (PO)/Letter of Credit, Invoicing, Payment Processing, and Financial Aid Award Update.

  1. Financial Aid Exchange Forms:  Some agencies request financial aid information prior to sending Authorizations.  These forms require written consent (see above requirements) prior to information being sent. 
  2. Authorization/Purchase Order (PO)/Letter of Credit: The third-party submits either a roster of students attending or sends individualized authorizations for students that will be attending UMaine. We will accepts agency-provided purchase orders. Agencies can also complete UMaine’s purchase order here. If the agency is proving a purchase order, the following information should be included:
    1. Organization name/MaineStreet id
    2. Need invoicing contact information
    3. Term/calendar year
    4. Required student name, id, credit hours and/or amount
    5. Written consent to release information:  If the Office of Student Financial Services does not have written consent on file for the student and third-party organization, notification will be sent to the student and the authorization will be held until written consent is received. The student can complete UMaine’s Third-Party Consent and Acknowledgement Form here.

  3. Invoicing: An invoice is created based on the authorization the third-party sent, as well as the student account information. This process requires written consent (see above requirements) prior to an invoice being sent. If the Office of Student Financial Services does not have written consent on file for the student and third-party organization, notification will be sent to the student and the authorization will be held until written consent is received. Invoices are sent after the add/drop period of each semester. Information on the add/drop period can be found on the Student Records website. 
  4. Payment Processing: Once the purchase order has been submitted and reviewed, and we have received written consent (see above requirement), the charges will be transferred to the third party’s account and appear as paid on the student account. Charges will then be invoiced to the third party organization to pay. If the third-party sends less than the amount authorized and invoiced, there may be a balance that is left over on the student account that would be the responsibility of the student.  Students should continue to monitor their billing account activity often for changes. 

    Payment is due no later than 6 weeks after the conclusion of the term. Failure to remit payment will result in the transfer of charges back to the student’s account and they will become responsible for the balance, per the Financial Responsibility Statement signed by each student. 

  5. Financial Aid Award Update: Once the purchase order has been posted, an item will be added to the student’s financial aid award to account for the financial resource that the student is receiving.  The receipt of a third-party payment could reduce the amount of financial aid that a student is eligible for.

Student Responsibilities

  1. Complete and submit the Third-Party Billing Student Consent and Acknowledgement Form.
  2. Review the charges on your MaineStreet account
    • If you add or drop courses, these charges will change. Please update your 3rd Party with any changes to the charges on your account.
  3. Provide your 3rd Party with your billing needs and your Student ID Number.  Instructions to print your student bill.
  4. Pay any charges not covered by your 3rd Party.
    • Payment plan information can be found on the Student Business Services web page here.
  5. Enter Anticipated Resources in the amount your 3rd Party will be paying.
    • Failure to enter this information by the bill due date will result in a $50 late fee per month, until the charges have been paid and/or we have received a purchase order. Step-by-step instructions on how to enter Anticipated Resources can be found on the Student Business Services web page here.
  6. Follow up with your 3rd Party to verify they have submitted a purchase order.
  7. Monitor your MaineStreet account for changes.
    • Receipt of the Online PO Submission from your 3rd Party will appear as a payment on your MaineStreet account.

3rd Party Responsibilities

Purchase Order Option:

*** Please use this option if you wish to receive an invoice.***

1. Gather the following information:

  • Student ID Number for each of your sponsored students
  • The course information for each of your sponsored students
  • The billing needs for each of your sponsored students
  • Written consent to release information:  If the Office of Student Financial Services does not have written consent on file for the student and third-party organization, notification will be sent to the student and the authorization will be held until written consent is received. The student can complete UMaine’s Third-Party Consent and Acknowledgement Form here.

2. Complete the Purchase Order submission form here.

  • Submission deadline is 1 week after the add/drop period
  • In order to complete this form, you will need your designated Organization Number. If you do not already have this, please contact the Office of Student Financial Services at umbursar3rdpartybilling@maine.edu.
  • If your department is paying full tuition and fees for some students but not for others, please make note of this.
  • Once the purchase order has been submitted and reviewed, the charges will be transferred to your 3rd Party account and appear as paid on the student account. They will then be your responsibility to pay.

3. Verify enrollment and charges with your students after the add/drop period has ended

4. Verify charges upon receipt of the invoices sent by the University of Maine Office of Student Financial Services

  • Invoices will be sent after the add/drop period is over in order to ensure accurate billing.

5. Remit Payment

  • Due to FERPA regulations, we are not able to discuss details on student accounts without written authorization. Such details include charges, enrollment, grades, attendance, etc. If a grade is needed in order to remit payment, please contact your students.

Payment Option:

  1. Gather the following information:
    • Student ID Number for each of your sponsored students
    • The course information for each of your sponsored students
    • The billing needs for each of your sponsored students
  2. Mail a check with the above information included to:
    • Student Business Services
      ATTN: 3rd Party
      University of Maine
      5781 Wingate Hall
      Orono, Maine 04469

Please direct any questions to:
umbursar3rdpartybilling@maine.edu
Tel: 207.581.1521