I:Vol3/Burs/Admin/Training/DeptGuide Page 4
SECTION 1
GENERATION OF STUDENT CHARGES/PAYMENTS
When a student registers, charges are created in the student’s VolXpress account for In-state
Maintenance fee, Technology fee, Programs and Services-Primary, Programs and Services-
Health, Library fee, Facility fee and Transportation fee. If the student is classified as an out-of-
state student, a charge is also calculated for Out-of-State Tuition. Undergraduate students are
also assessed a Study Abroad fee. The charges are based on the number of hours for which the
student registers. Some courses carry special course fees. Examples are Golf, Bowling, Art,
Chemistry, Biology, Music, Business, Nursing, Architecture and Engineering courses. The
charge for these fees is generated when the student registers for one of these courses. Room and
Board charges are added to the student’s account prior to e-mailing the first VolXpress statement
for the term provided the student has a signed contract. Room and Board charges are based on
the student’s contract with Residence Halls and Aramark Food Services. A student can begin the
registration process months before the term actually begins. The Bursar’s Office e-mails a
VolXpress statement approximately two weeks before payment is due for the term. Payment is
due two days before the first day of class. This allows the Bursar’s Office to process all
payments before cancellation of schedules from Priority Registration. Schedules are cancelled
due to non-payment of fees, payment of less than 50% of fees due, etc. After Priority schedules
are cancelled, the registration system is opened for Final Registration. Students who register
during this period who were registered in the previous term or in Priority Registration will be
assessed a Final Registration fee of $20 to $100.
Student’s fees can be paid from various sources. A student may receive financial aid awarded
through the Financial Aid Office in the form of grants, scholarships, fellowships and loans. This
aid will show as pending aid on the student’s VolXpress statement until financial aid is released
to students approximately one week into the term. A student may also pay by check, e-check or
credit card. Credit card payments are only accepted on the web at MyUTK.EDU. A student may
be sponsored by an outside agency such as Tennessee Vocational Rehabilitation or by an on-
campus sponsor such as the Athletic Department. These students are authorized in Banner as
Contracts. These authorizations show on the student’s VolXpress statement as a Contract
Payment. A graduate student can also be on a departmental assistantship. There are four types of
assistantships: graduate assistant, graduate teaching assistant, graduate teaching associate and
graduate research assistant. Effective with Fall Semester, 2004, the process for charging graduate
fee waivers changed. Many are now charged back to the student’s department. A student must
have at least one 25% FTE position to be eligible for a fee waiver. Out-of-state tuition for
graduate waiver positions is charged to the Central Waiver Account E019005 using Banner
detail codes EXGO or EXGN. In-state tuition is charged to the student’s distribution Cost
Centers or WBS Element listed on PA20 in IRIS or the Central Pool account depending on
waiver rules defined in the Graduate Waiver section. The department may move the charge to
another account after the charge has posted. Charges to the Central Pool account must be