Third-Party Sponsorship Billing Guide

Overview

This guide outlines the University of Pennsylvania’s new third-party sponsorship billing process for students and external sponsors, including responsibilities, documentation, timelines, and procedures. Starting now, Penn uses a Third-Party Billing Sponsorship eform to streamline the submission and approval of third-party sponsorship documentation, ensuring a more efficient and trackable process.

Eligibility and Enrollment

Who Is Eligible for Third-Party Payment Contracts?

Students may be eligible if the sponsoring agency:

  • Will sponsor all or part of tuition and fee charges
  • Provides an official authorization letter
  • Submits payments directly to the University of Pennsylvania

Students are not eligible if:

  • Payments are submitted via Penn.Pay
  • Payments are sent directly to the student
  • A family member pays on the student’s behalf
  • The sponsor requires a grade or transcript review before paying
  • Not eligible if the parent or guardian owns the company attempting to sponsor their son or daughter.

How to Enroll

Students must initiate the process using the Third-Party Billing Sponsorship eform, and sponsors must use the same form for submission and approval of third-party sponsorship documentation. This system ensures a streamlined, trackable process—minimizing delays for all parties.

For Students

Third-Party Billing Sponsorship eform Instructions:

  1. Initiate the Process using this link:
    Third-Party Sponsorship Billing Form
  2. Submit the Form
    Complete and submit Third-Party Billing Sponsorship eform. A confirmation email will be sent to both the student and the Third-Party Billing Office.
  3. Third-Party Billing Review
    The team reviews the form. Sponsor details may be updated if necessary.
  4. Sponsor Notification
    Sponsors receive a secure link to review and respond to the request.
  5. Submission Confirmation
    Once all submissions have been completed successfully, all parties (students, sponsors, and the Third-Party Billing Office) will receive an email confirming that the submission has been successfully processed.

Required Documentation 

Sponsors must upload an official financial guarantee letter or sponsorship document on company letterhead that includes:

  • Student’s full name and Penn ID
  • Covered academic term(s)
  • Exact charges covered (e.g., tuition, fees)
  • Maximum amount authorized
  • Billing contact name, phone, and email
  • Invoice mailing or email address

All documents must be submitted via the Third-Party Billing Sponsorship eform.

For Sponsors

Third-Party Billing Sponsorship eform Instructions:

  1. Access the Submission
    You’ll receive an email with a secure link to access the Third-Party Billing Sponsorship eform.
  2. Review the Request
    Assess the student's eligibility based on:
    • Employment status (for employer-based sponsors)
    • Maximum benefit amount already used
    • Internal policy restrictions
  3. Provide Full Sponsorship Info
    • Academic year (e.g., 2025–2026)
    • Specific charges (tuition, fees, etc.)
    • Maximum authorized amount (if applicable)
    • Additional charges (e.g., housing) — include in the comment box (if applicable)
  4. Upload Required Documents (pdf format only)
    Provide the guarantee letter with:
    • Student’s full name and Penn ID
    • Covered term(s)
    • Authorized charges and dollar amount
    • Billing contact info and invoice address
  5. Submit or Reject
    • If approved, submit the completed form and documents.
    • If rejected, indicate the reason (e.g., ineligible employee, exceeded benefit limit).

The student and billing team will be notified automatically of your decision.

Billing and Payment Process

Invoices are issued once per term, within five business days after the end of the course selection period:

TermInvoice DatePayment Due Date
Summer 2025June 17August 19
Fall 2025September 9November 11
Spring 2026January 27March 31

 Late Payments
If payment is not received within 15 days of the due date:

  • Student is removed from sponsorship
  • Student becomes fully responsible for the account balance

Consequences of Non-Payment

  • Removal from the third-party contract
  • Student assumes full financial responsibility
  • Monthly late fees (1.5%)
  • Potential registration or transcript holds

Frequently Asked Questions (FAQs)

Q: Can I submit forms after the semester starts?
A: Retroactive requests are reviewed case-by-case. Approval is not guaranteed.

Q: What if my sponsor pays late?
A: The student becomes responsible if payment is not received within 15 days after the due date.

Q: Can I track my sponsor’s payment?
A: Students receive updates when invoices are issued and when payments are received.

Contact Us

Third-Party Billing Office
Student Registration and Financial Services (SRFS)

Email: thirdpartybilling@pobox.upenn.edu