Authorization

How does a sponsor authorize payment?

The instrument a sponsor uses to guarantee payment may take on many forms. Some agencies use very specific forms such as an Authorization of Payment. Many businesses use a purchase order to authorize payment, and others will draft their own letter of authorization. Any one of these methods may be used, as long as it is a signed document.

The terms of an authorization are set up through the agency in coordination with the school as a billing guide for the school. Each sponsor differs in what they will pay for, so be specific in describing those terms.

Sponsored Students does not accept Financial Guarantee/Authorization letters that require special billing conditions such as specific class enrollment, financial aid received, maintenance of a minimum grade point average or passing grade requirement.

person working on laptop

The authorization must contain the following information:

  • Sponsoring agency name, street address, telephone and/or fax number
  • Billing address, if different from the local agency address
  • Name of an individual or department to contact with billing questions
  • Reference information, such as P.O. number, authorization number, or other information that you require on the invoice
  • Full name and student identification number (either the social security number or UV ID) of all individuals you are sponsoring
  • Authorization period. Most authorizations cover just one semester with a new authorization sent each new semester (e.g. Fall 2024, Spring 2025, Summer 2025).
  • Services and products authorized for payment (e.g. application fees, tuition and fees, books, parking, etc.)

 

How it works

When UVU Accounts Receivable bills the sponsor, a Third-Party Sponsorship credit is placed on the student’s account that allows the student to continue attending classes while Accounts Receivable waits for payment from the sponsor.  This credit does not represent payment from the sponsor or relieve a student of his or her financial responsibilities.  If the sponsor does not pay the bill by the end of the academic term, the Third-Party Sponsorship credit may be removed from the student's account and the unpaid charges may be placed back on the student’s account.

Where do I send the authorization?

 

Mail directly to UVU:

Utah Valley University
Accounts Receivable - MS 109
800 W University Parkway
Orem, UT 84058

Fax:

(801) 863-8787

Email:

[email protected]

Hand Carried by Student:

Student can take it directly to the Business Office room BA-108, drop it off at the Bursars window or the tuition payment drop box.

When should authorization arrive at UVU?

Sponsors should send authorizations/payments to UVU after registration has opened for the current semester but prior to any payment deadline that would cause the students classes to purge (drop). Payment deadlines can be found on the Student Dates & Deadlines Page

Important Dates to Remember

When will the sponsor be invoiced?

Sponsor billings are processed after second block classes begin and after all refund periods have expired. This date varies from year to year but usually falls in November for Fall semester, March for Spring semester, and July for Summer semester. Your invoice should reach you within that month.

Remember that an Authorization of Payment guarantees the invoice payment regardless of the success or failure of the student in the class.

Once invoices are prepared, authorizations for the current semester are considered closed. We then begin focusing on the next semester. If a student registers late, they must contact the Accounts Receivable department at (801) 863-8961 or (801) 863-5938 the same day of registration to reopen their authorization and finalize payment. This process may include a phone call to the sponsoring agency.