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Home University & Student Business Services USBS Policies Bursar Policies & Procedures

USBS Policies & Other Information

Payment by Check

Please allow 5-7 days for processing any checks mailed to the University & Student Business Services Office. Registration fee payments must be received by the University & Student Business Services Office by the appropriate fee payment due date, regardless of postmark date.

The University of Memphis processes paper checks electronically. When you provide a check as payment (in-person, by mail, or through our drop box) you authorize the use of information from your check to make a one-time electronic funds transfer from your account. In certain circumstances, such as for technical or processing reasons, we may process your check as a check transaction. For your reconciliation purposes, these checks will appear on your monthly bank statement as an Electronic Debit. 

When payment by eCheck you will receive an email stating that your payment request has been received once the process is complete. Until the payment has been deemed as paid and satisfied, your payment is not considered complete. If a paper/electronic check or credit card payment used to satisfy enrollment fees is returned for non-payment by your financial institution, you will be assessed a $30 returned check fee and may be assessed a $200 Late Fee, and your registration may be subject to cancellation. 

Payment by Debit/Credit Card 

All payments that are remitted via Debit/Credit Card will be subject to a 2.85% (minimum of $3.00) non-refundable processing fee. This fee is being assessed by TouchNet at the point of payment. To avoid any processing fee, please consider using an Ach eCheck payment. 

Disclaimer

The following information is not intended to be comprehensive and is subject to change. Tuition, fees, and charges are subject to change by administrative, federal or state legislative changes, or University of Memphis Board of Trustees action, and changes become effective on the date enacted. Tuition and fee charges for all courses will be assessed by a student’s level and residency status.  Students enrolled in the UM-Global are assessed tuition and fees based on the level of their program. The University reserves the right to correct errors in student fee assessments and charges which are discovered subsequent to the initial billings or fee statements.

Tuition and fees are set regardless of the mode of instruction and the UofM reserves the right to determine the mode of instruction that it believes will best serve the student in consideration of the totality of the circumstances.  In the event of an unforeseeable cause beyond the control of and without the negligence of the UofM, including but not limited to fire, flood, other severe weather, acts of God, interruption of utility services, acts of terrorism, pandemic, epidemic, disease at the housing facility or in the surrounding area/city/county, government restrictions, or the like, the UofM reserves the right to maintain the safety of the premises by any means, including but not limited to, transitioning on-ground classes online or temporarily suspending classes.

Force Majeure

In the event of an unforeseeable cause beyond the control of and without the negligence of the University, including but not limited to fire, flood, other severe weather, acts of God, interruption of utility services, acts of terrorism, pandemic, epidemic, government restrictions, or the like, the University reserves the right to maintain the safety of the premises by any means, including but not limited to closing or limiting access to campus and/or temporarily closing or restricting use of University residence facilities. Such actions shall not be considered a breach of contract and the University shall not be obligated to refund any amount already paid pursuant to this agreement.  

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Department Requests

Departments who require an invoice to be sent to an organization/company should submit a Request for Invoice form https://www.memphis.edu/usbs/pdf/requestforinvoice.pdf

Please complete the form with the required information

  • Customer U# (if known)
  • Customer Name (Company/Organization/Individual)
  • Customer Contact person and email address
  • Customer Purchase order (If available)
  • Full Description of service/product provided (date of service/event, # of attendees, etc)
  • A copy of the agreement that states UofM's authority to bill the individual/organization/company
  • For travel reimbursement, a copy of the approved travel claim processed by Accounting is required along with all receipts.
  • Requestor Name, Department, Date and telephone #
  • FOAP that should be credited
  • Approver must sign and date (Approver should be person listed as authorized signature for the Organization code per the Finance Program Guide)

Cash Handling Guide

Cash Handling Training Documents


Payment Card Industry (PCI) Compliance

To request billing, follow this link and complete the form.  

Beginning FY25 - Transact Payments will be the university's main cashiering system. UofM will utilize all three of Transacts Products: Integrated Payments, Campus ID, and eCommerce Modules for a seamless student experience.  Transact allows administrative users to emulate a student, seeing exactly what they are seeing as they make payments, enroll in a payment plan, or set up direct deposit information. If you or your department advises students and would find this as a useful tool, please complete the access form and return to USBS for approval.

Beginning FY25 - Transact Payments eMarkets provide a 24/7 web presence to allow for easy online eCommerce.  These sites can process credit card payments while maintaining PCI compliance regulations and can beviewed on both PC and mobile browsers.  Funds collected from these eCommerce purchases are automatically deposited into your departments account. 

  • Types of eMarkets
    • Storefront: a user-friendly website created for departments that would like to accept payments for items such as event registrations. Example: Conference Housing
    • Checkout: interfaces with a departments existing website to create a payment option.  Assistance from webservices will be needed. Example: Diploma Reorder
    • Gateway: a payment solution used to integrate with a 3rd party vendor website. Example: coming soon
  • To request an eMarket please complete and return the forms below to Kristen Washam 

Departments may need to partner with a 3rd party vendor in an effort to accept credit card payments.  We stress that every effort should first be made with the university's main payment system, Transact.  Please reach out to Kristen Washam to learn more about how Transact can serve your department. 

In the event that Transact is not the best solution, departments may work with other vendors.  These vendors must be approved by the university PCI committee which partners with PCI advisors CampusGuard. For the committee to review the proposal, please send the below to PCI Compliance.

  • Justification letter stating why the vendor is needed and the services that they will provide.
  • Copy of vendors current Attestation of Compliance
  • Copy of vendors current PCI-DSS Responsibility Matrix
  • Copy of vendors current SOC2 (preferred) or HECTVAT
  • Copy of vendors flow diagram illustrating the card transaction flow for each type of transacion (ecommerce, card present, etc.)
  • If approved, all contracts should contain language that the vendor will require annual attestations of PCI compliance and data breach notifications.