Bursar Resources

Student forms and documents

Forms can be completed, signed and submitted to the Bursar's Office by:

• Email: bursar@sfsu.edu
• In person -Student Service Building
• Fax to (415) 338-7787
• Mail to the address below, along with any required payments and/or additional documentation.
• Refund requests can be submitted online through your Student Center, under the “Resources” section located at the bottom right corner of the page.

Address:   

San Francisco State University

1600 Holloway Avenue

Bursar's Office, SSB 103

San Francisco, CA 94132-4033

Policies and procedures

Our resources page provides quick access to important policies that help clarify billing procedures, enrollment expectations and account responsibilities. We encourage all to review these guidelines to better understand how payments, withdrawals and account changes are handled throughout the year. 

Below is a list of the key policies available for review:

• Check replacement and ACH reject fee authority
• Debts and fees owed
• Drop for non-payment protocol
• Drop notification and re-enrollment
• Rejected e-check policy
• Returned check policy
• Withdrawal policy

Check replacement and ACH reject fee authority

All returned or rejected ACH payments must be investigated and resolved within a time frame that prevents losses due to fraud or negligence. The specific resolution timeline may vary based on the circumstances. The campus maintains controls and procedures to manage returned and stale-dated checks, consistent with ICSUAM 3103.02 Outgoing Payments, including Electronic Disbursements and Check Disbursement. 

Policy objective

The University will replace lost, stolen, damaged, or rejected checks and ACH payments only after a stop payment has been placed and the bank confirms that the original payment has not cleared. 

Administrative fee

An administrative fee of $20 will be assessed and deducted from the original payment amount under the following conditions: 

• For Check Recipients
  • The check is believed to be lost or stolen
  • The bank declares the check nonnegotiable (e.g., torn, stale dated, void, name change)
  • The student failed to update their current address at least 10 business days prior to check issuance
• For Direct Deposit Recipients
  • The direct deposit was rejected due to invalid account or routing numbers
  • The student changed bank account information but did not update it online at least 1 business day prior to disbursement
  • The student’s bank account was closed and the direct deposit authorization was not canceled in writing at least 10 business days prior to disbursement

Debts and fees owed

Students who register for courses offered by the University are obligated to pay the fees associated with registration for those courses. 

• This policy is guided by:
  • Title 5 California Code of Regulations, Section 42380 - Debts Owed California State University
  • Title 5 California Code of Regulations, Section 42381 - Withholding of Services for Non-Payment of Debts 

The University has the authority to withhold permission to register, access facilities, or receive services from any individual who owes a debt until the debt is resolved. 

 Policy objective 

• Students who register for courses are obligated to pay all associated fees, including tuition, course fees, lab fees, housing, technology, College of Professional and Global Education fees, and others
• Failure to cancel registration before the first day of the semester results in an obligation to pay fees for reserved course space
• This policy applies to current students, former students and University affiliates with outstanding balances
• Monthly reminders are sent to students with financial holds
  • Billing statements are issued after Census week each semester
  • Additional email notifications are sent 30, 60 and 90 days after semester start for unpaid balances
• Outstanding debts may be reported to the Franchise Tax Board for state tax refund offsets or lottery winnings
• The University may report unpaid debts to credit bureaus and refer accounts to collection agencies
  • Students may be charged collection costs and legal fees if necessary
• For detailed information, see the SFSU Bulletin

Drop for non-payment protocol 

SFSU may drop continuing students from their classes if their financial balances are not paid by the published fee payment deadline for each fall and spring  semester. 

Once a student registers for courses, tuition and fees are posted to the student account with an associated due date, visible in the Student Center. Students who are dropped will have all enrolled courses removed from their schedule for the term. Corresponding charges will also be reversed, and students will not be held financially responsible for dropped courses. 

Please note: Students are ultimately responsible for all charges posted to their account, regardless of whether the drop for non-payment is enforced. If the University cancels the drop process, students will be notified by email and must drop courses themselves if they do not intend to attend. 

Students at risk of drop for non-payment

Students are at risk of being dropped if they have an outstanding tuition balance on their student account after the fee payment deadline. However, several groups are exempt from this process: 

Exempt Student Categories: 

• Newly admitted students are not dropped for non-payment in their first semester
  • They will receive a courtesy notification encouraging them to drop classes if they do not plan to attend
• Students on an installment payment plan actively enrolled and in good standing (i.e., on-time payments) will not be dropped
• Financial aid recipients with anticipated aid will not be dropped
  • This includes:
    • New students with
      • FAFSA filers and a valid EFC of $15,672 or lower
      • CADAA filers with a Cal ISIR received by March 2 and a CADA EFC of $8,000 or lower
  • Continuing students with:
    • Finalized aid awards and any disbursable aid, or
    • Estimated scholarship or AmeriCorps funding
• Students with an approved fee waiver or third-party authorization that is properly coded in their Student Center and who have paid any remaining balance by the deadline will not be dropped

Review and decision process

The Associate Vice President of Fiscal Affairs and the Senior Associate Vice President of Enrollment Management will review the list of students at risk of being dropped. In consultation with the President’s Cabinet, they will determine whether or not to proceed with the drop. 

If the drop is canceled, students will be notified via their SFSU email and are responsible for dropping themselves if they do not intend to attend. 

Payment deadlines and communication schedule

Dates provided here are for planning purposes.

Note: Students are not dropped for non-payment in the summer. However, they remain financially responsible for all charges. Failure to pay may result in a financial hold and risk of being dropped in the subsequent Fall semester. 

Communication plan

• First Notification
  • Sent by the Bursar’s Office via SFSU email the day after registration
  • Includes information about payment due dates, installment plans, financial aid and third-party waivers
• Warning & Second Warning
  • Sent via email to students at risk of being dropped
  • Includes payment instructions and contact info for Financial Aid and Bursar’s Office in case exceptions apply
• Text Message Reminder
  • Sent one day before the payment deadline
  • Sent only to students with a mobile number on file
  • Refers students to the email notice for full instructions 

Drop notification and re-enrollment

Students who are dropped will receive a notification email from the University. This message will include: 

• Confirmation of course drop
• Instructions on how to re-enroll if they still plan to attend
• Contact info for resolving financial issues  

If you have questions about payment deadlines or your student account balance, please contact the Bursar’s Office: 

• (415) 338-1281
• Email bursar@sfsu.edu 

Rejected e-check policy

Authority

In accordance with CSU policy (Executive Orders, ICSUAM, and Delegations of Authority), all returned items must be processed and resolved in a controlled and timely manner. Each CSU campus is required to develop written procedures to support this policy. 

Policy objective

The University reserves the right to refuse personal or electronic check (eCheck) payments from any student, faculty, or staff member who has previously had a payment returned. 

Policy statement

• For students:
  • If your eCheck payment is returned and you decide to withdraw from classes, you must follow the official withdrawal procedures outlined in the Class Schedule
  • Pro-rata charges will apply if withdrawal occurs on or after the first day of the semester

Fees and payment

• The University will assess a $20 returned check fee for each returned payment
• For online eChecks, a $30 nonrefundable fee may be charged by the third-party vendor (this fee is retained by the vendor)
• Returned payments must be repaid using one of the following methods:
  • Cash
  • Money order
  • Cashier’s check
  • Credit card 

ACH return processing and controls

To ensure secure and proper handling of returned ACH (Automated Clearing House) transactions: 

• A non-cashiering unit is responsible for processing returned ACH items
• Uncollectible ACH transactions must be returned by the depository bank to the designated non-cashiering unit
• The individual who approves write-offs for uncollectible ACH payments must not manage the inventory of returned ACH debits
• Internal controls must be in place to prevent and detect any unauthorized alterations to electronic ACH data

Returned check policy

If your check is returned by the bank, the Bursar's Office will notify you for non-payment. Personal checks will not be accepted for three (3) months after the date in which a check payment is returned to The University.

You must pay, in cash, certified funds or credit card* the original fees plus a $20 dishonored check fee.

For checks returned for registration and/or tuition fee payments, you must pay an additional $20 administrative fee and any applicable $25 registration fee by the fee payment due date.

After 3 months, upon request, the ability to write personal checks can be reinstated.

If your check is returned and you decide to withdraw from classes, you must follow the regular withdrawal procedures outlined in the Class Schedule. Pro-rata charges will be assessed if withdrawn on or after the first day of instruction.

Legal consequences

• If your check bounces, you could owe:
• Up to 3x the check amount or $120 (whichever is more)
• Plus the original amount of the check
• Plus court costs
• Possible referral to the Franchise Tax Board for collections
• Potential criminal charges (Ref: California Civil Code, Ch. 522, Sec. 1719)

University policy

• The Bursar's Office will notify you if your check is returned
• Personal checks are not accepted for 3 months after a returned check
• You must repay with cash, certified funds, or credit card, and:
  • Pay the original fees
  • $20 dishonored check fee
  • Additional $20 admin fee + $25 registration fee (for registration/tuition fee checks)
• After 3 months, you may request to reinstate personal check privileges
• If you withdraw after a returned check, standard withdrawal procedures still apply, including pro-rata charges

Withdrawal policy

This policy is mandated by Federal regulations requiring universities to calculate a Return of Title IV Financial Aid for students who withdraw from all classes on or after the first day of the term. 

• The Return of Title IV Funds refers to the unearned portion of federal aid that must be returned to aid programs
• The amount of earned aid is calculated daily from the first calendar day of the semester

Policy objective

• A formal university withdrawal is required when a student plans to drop all courses and leave the University
• If the semester has not started, students may cancel their schedule online without incurring tuition or fees
• If the semester has started, students must contact the Registrar’s Office to complete the official withdrawal process

Important notes

• Failure to officially withdraw will result in:
  • Failing grades in all enrolled courses
  • Financial responsibility for tuition and fees
  • The need to apply for re-admission for future terms
• There are no exceptions to these procedures

Financial responsibility

• If you register but do not attend and do not cancel before the semester begins:
  • You are still financially responsible for all assessed tuition and fees
  • Charges are based on the term/session start date, not individual class start dates

Financial aid implications

• Students receiving Title IV Financial Aid (grants or loans) must:
  • Consult the Financial Aid Office before withdrawing
  • Understand that some or all aid may need to be repaid if they withdraw during the term
  • Unearned aid must be returned to the respective federal programs

How to withdraw

• Before classes begin: Cancel enrollment through SFSU Gateway.
• After classes begin:
  1. Contact the Registrar’s Office
  2. Complete the official withdrawal process
  3. If receiving Financial Aid, also meet with the Financial Aid Office