Third-Party Sponsorship Billing Policy

Third-Party Sponsorship Billing Policy

Effective Academic Year 2025-2026

  1. The University of Pennsylvania invoices third-party sponsors once per term within five (5) business days following the conclusion of the University’s course selection period. The course selection deadline is generally 2 weeks after the start of the Fall and Spring terms, respectively. Dates for course selection periods for the current academic year can be found on Penn’s Academic Calendar website.
     
  2. Payment for each term is due in full within forty-five (45) days from the invoice date.
     
  3. If payment is not received within fifteen (15) days after the due date, the student will be removed from the sponsored contract and will assume full financial responsibility for the remaining balance on their student account.
     
  4. The University of Pennsylvania will not approve new sponsored contracts for any third-party sponsor with an outstanding balance exceeding one (1) term past due.
     
  5. Students are responsible for any tuition, fees, or additional costs not covered by their sponsor and must pay those amounts by each monthly billing due date. A late payment penalty of 1.5% of the outstanding balance will be assessed monthly on any unpaid amount.
     
  6. Requests for retroactive sponsorships – whether for prior terms or after the initial billing cycle of the current term – will be evaluated on a case-by-case basis. Approval is not guaranteed and is subject to institutional review.
     
  7. Students receiving institutional grants or scholarships in conjunction with third-party sponsorships will have their institutional funding applied first, reducing the invoiced sponsorship amount accordingly. 
     
  8. The Third-Party Billing Office will send notifications to sponsors regarding unpaid balances and reminders of upcoming due dates.
     
  9. Students will receive invoice notifications when their sponsor has been billed, along with periodic updates on the status of those invoices throughout the academic term. In cases of delinquent payments, students are expected to follow up directly with their sponsor.
     
  10. Sponsored Contract Termination for Nonpayment

Students with an active third-party sponsorship for the current academic year (Fall  or Spring) are subject to removal from their sponsored contract under the following conditions:

  • The sponsor has an outstanding past-due balance from the current academic year; and
  • The University of Pennsylvania has issued the invoice timely and correctly to the sponsor via email or the designated sponsor portal; and
  • The University has not received full payment from the sponsor within the established deadline.

Prior to removing a student from their sponsored contract, the Third-Party Billing Office will consider:

  • Remittance confirmation or written indication that payment is en route;
  • Sponsor communication indicating the need for additional documentation or notification of internal delays; and
  • Guarantee of payment based on the University's documented fulfillment of all invoicing and communication responsibilities.

Despite any assurances of forthcoming payment, students will be removed from their sponsored contract if payment has not been received within fifteen (15) days after the original invoice due date. Upon removal, the student will assume full responsibility for all outstanding balances on their student account. The Third-Party Billing Office will notify impacted students in writing prior to removal, providing instructions for satisfying their account balance and maintaining their registration status.

Confirmation of terms and conditions code is 120765.