Tuition Vouchers and Letters of Credit

Topic Details
Vendor Registration Requirements To generate a tuition invoice, organizations must be registered as vendors. New vendors are added upon receipt of a valid Tuition Voucher or Letter of Credit with all required details.
Required Information for Tuition Vouchers/Letters of Credit Submissions must be printed on official letterhead with a current date and:

  • Include the organization’s billing address and email for invoice submission
  • Provide contact information for an authorized representative, including name, phone number, email, and fax

Please ensure all required information is included, as incomplete submissions will prevent the organization from being added as a vendor.

Terms of Payment Tuition Vouchers and Letters of Credit must also include ALL terms of payment:

  • A clear statement indicating that the organization will remit payment for tuition and/or fees directly to the School of Labor and Urban Studies.
  • Full name and student ID number of each student covered by the authorization.
  • The amount of tuition (and fees, if applicable) that the sponsor will cover.
  • The semester to which the payment will apply (e.g., Fall, Spring, Summer).
  • Any academic conditions that students must meet for the organization to authorize payment, such as minimum grade requirements or the release of final grades; any consequences for students failing to meet these conditions.
  • Whether the organization’s payment should be reduced by other gift aid the student may receive; specify where refunds for overpayments should be directed (i.e., back to the organization or to the student).

Missing information will delay the invoicing process and could adversely affect the sponsored student. Sponsors are advised to be as explicit and detailed as possible when drafting authorizations to avoid misinterpretations.

Authorizations for Multiple Students Sponsors can include multiple students under one authorization only if the payment terms are identical. Separate authorizations are required for students with differing terms.

Submitting Documents

Sponsoring organizations may submit Tuition Vouchers, Letters of Credit, and other relevant documents directly to SLU, preferably via email. Alternatively, sponsors may provide these authorizations to their employee or member, who will then be responsible for submitting them to SLU.

Please be advised that late submission may result in course cancellation or additional fees billed to the student.

Invoicing

Topic Details
Invoice Issuance Bursar Operations issues electronic invoices to sponsoring organizations. Each invoice includes remittance instructions for corporate check or ACH payments.
Payment Methods Payments can be made via corporate check or ACH. Include the invoice number on all remittance for accurate processing.
Invoice Generation Timeline Invoices are generated after the student’s enrollment is verified and finalized, usually within 30 days following the University Census Date.
Payment Expectations Payment is expected by the due date specified on the invoice.
Importance of Timely Payment Timely payment is essential to avoid any negative impact on the student’s registration or account status.
Contact for Assistance For any questions regarding invoicing or payment methods, contact us for assistance.