Office of Student Financial Services

Billing information

Overview 

At MCLA, we bill by semester. Fall semester bills are mailed in early July and due in early August. Spring semester bills are mailed in mid November and due in mid December. Bills are mailed to the permanent address on file at the beginning of each semester, and e-bills are emailed to the students at their school email accounts. It is the responsibility of the student to provide a copy of the email to the payer of their tuition.

You must respond to your bill by completing an Intent to Attend Form with indication of payment method by the due date. Non-response and non-payment will result in being dropped from your coursework. Students who are dropped for non-payment would be allowed to re-enroll in courses once their account is deemed satisfied.  

If you have met the Financial Aid Office deadlines, been awarded financial aid, and accepted that aid, it should appear on your statement. If your award does not appear on your statement as a credit, please contact the Financial Aid Office at 413-662-5219. For federal student loans to appear as aid you must have accepted your award to the Financial Aid Office, and first time borrowers need to complete both Entrance Counseling and a Master Promissory Note.

Did you get your bill and are not sure where to begin?  Review our Semester Billing Checklist to make sure you're on track to satisfy your account by the due date.

Do you want a family member to be able to call us on your behalf?  MCLA cannot release any financial information, including refunds, pertaining to an account to anyone but the student. If you would like to allow us to share financial information with a parent, guardian, or other interested party, you may complete the FERPA Information Release electronically here.

PAYMENT METHODS 

If there is a balance due shown on your statement, you have several options for payment:  

OTHER PAYMENTS 

The following are less common payment situations, but you may find that one or more of these apply to you.

OUTSIDE SCHOLARSHIPS - If you are a recipient of any outside scholarships, please forward copies of these letters to Student Financial Services for review. Depending on the information on the letter, Student Financial Services may be able to note the scholarship as an expected payment on your account. Please note that it is the student's responsibility to coordinate that the scholarship organization has all the required documentation needed to disburse the award (e.g. enrollment verification, copy of bill, thank you note).

COLLEGE SAVINGS PLANS & 529 PLANS - If you or a family member have a college savings plan or a 529 plan, you must request a disbursement from the company. Requests should be processed soon after receiving the bill to ensure a timely delivery of funds to MCLA on or before the due date. When requesting the distribution, please ensure that the check has your full legal name and student ID (A#) printed on it.

MASS REHAB/MASS COMMISSION FOR THE BLIND/ACCES-VR - If you are a client of the Massachusetts Rehabilitation Commission, Massachusetts Commission of the Blind, or New York State's ACCES-VR, you must meet with your counselor to start the process.  When all the documentation is completed on both sides, we are able to coordinate payment with the organization and note it as an expected payment on your account.

EMPLOYER BENEFITS - Some employers offer their employees and/or their dependents certain benefits for going to school. For state or higher education employees, this may include a Massachusetts State Employee Tuition Waiver or a Massachusetts Higher Education Tuition Waiver. For other employers, it may include direct payments on an account. If you or your parent's employer offers these benefits, the process will need to be started with your/their Human Resources Office. 

Additionally, some employers offer reimbursement for paid tuition and fees. If you are seeking reimbursement for what you paid, you can contact Student Financial Services at 413.662.5230 to request a copy of your bill.

VETERANS BENEFITS -  Veteran benefits are certified by the Registrar and coordinated with Student Accounts. If you are eligible for any veteran benefits but have questions on how to start this process, please contact Student Financial Services at 413.662.5230 or the Office of Student Records at 413.662.5216. Students receiving chapter 31 or 33 veteran benefits will not be subjected to the following while waiting for VA payments:

  • Preventing enrollment
  • Assessing a late payment fee
  • Requiring alternative or additional sources of funding
  • Denial of any additional information needed for certification

LATE, returned, AND NON-PAYMENTs 

You are expected to return payment due or have payment arrangements made, such as loans or a payment plan, on or before the due date. Students who register for courses at the College do so with the understanding that they are responsible for payment of all charges reflected on their bills. Registered students also understand that certain penalties are applied to accounts that are not settled in full by each semester's due date, such as incurred late fee surcharges, and withheld official academic transcripts. Students may also be dropped for non-payment from their coursework prior to the start of the semester. To re-enroll in coursework, the balance would need to be satisfied, as well as a $75.00 late registration fee charged to the account.

The Student Accounts office reserves the right to request payment in advance for coursework if a student has demonstrated an unsatisfactory payment history, or has defaulted on a prior payment arrangement. This includes any default of prior monthly payment plans, and/or repeated collection efforts.

Late Payment Fee - Total payment or payment arrangements must be in place by the due date on the statement or subject to a $75.00 Late Payment Fee(s).

Returned Check Fee - For each check/ACH payment that is returned by your bank, a $25.00 Returned Check Fee will be added to your account.

WITHDRAWAL 

If you do not plan to attend MCLA this semester, you must notify the Office of Student Records at 413-662-5389. Non-attendance in classes does not constitute withdrawal, and you will still be responsible for any charges incurred.

COLLEGE REFUND POLICY 

This policy applies to students who are fully withdrawing or taking a leave of absence from MCLA. If you withdraw prior to the first day of classes (official opening), you will receive a 100% refund (less any Admissions or Dormitory Deposits). All refunds for withdrawals after the start of school are determined on a pro-rata basis up to the 60% point of the semester.

In addition, students are eligible for a supplemental Tuition Insurance program through Liberty Mutual, which provides up to 100% protection for your investment, should you need to unexpectedly withdraw. You must sign up before classes begin to be covered.

STUDENT REFUNDS AND BOOK ADVANCES 

If the payments on a student's account exceeds the charges, the student will be issued a refund. This typically occurs roughly one month after the start of the semester, but some refunds may be issued later depending on the academic program or type of fund. Read more on student refunds here.

If you are receiving a refund, you may be eligible for a book advance. Book advances can be used at the MCLA Bookstore and are issued in increments of $50.00. Read more about book advances from financial aid here.