Returned and Invalidated Payments on Past Due Student Balances

The University at Buffalo (UB, university) requires students to meet all financial responsibilities owed to the university. Payments submitted to the university, including those to satisfy past due balances, must be valid and collectible. Payments made to resolve past due student account balances and to lift registration holds that are later returned, reversed, or invalidated, due to non-sufficient funds (NSF), stop payment, or disputed credit card transactions may result in immediate administrative action. 

When payment to resolve a past-due balance is returned, reversed, or invalidated, the following actions may occur depending on the payment amount:

• Returned payments are subject to applicable returned payment service fees.
• The university may restrict a student’s payment methods following a returned or invalid payment. Students may be required to make future payments using certified funds (e.g., cashier’s check, money order). The university does not accept cash.
• Students residing in campus housing may have housing revoked if deregistered for non-payment.
• Undergraduate students deregistered for invalid payments are not eligible for exception registration. Graduate and professional schools retain discretion for exception registration as needed.
• The university reserves the right to dispute all chargebacks and recover funds associated with returned or invalid payments.
• When a student is deregistered from courses, their financial aid may be impacted. Students should discuss these impacts with the Financial Aid Office to understand any implications to their awards.
• Repeated submission of returned or invalid payments may result in additional restrictions or referral for administrative review.

When there is reasonable suspicion that a returned check, electronic check payment, or improper credit card payment was submitted to circumvent university financial controls, manipulate registration, violate applicable laws, or avoid payment, the matter may be referred to Student Conduct and University Police.

• In addition to the notices provided in the table above, Student Accounts will review returned payments beginning one month prior to the start of classes each semester and through the end of the drop/add period.
• Course registrations may not be dropped after the applicable drop/add period, except in documented extraordinary circumstances as requested by Student Accounts and approved by the Office of the Registrar in consultation with appropriate offices.

The university relies on the timely and accurate collection of tuition, fees, and other student account charges to support academic programs, student services, and university operations. Students are required to satisfy financial obligations by established due dates to maintain registration and access to university resources.

In some instances, payments submitted to resolve past due balances are subsequently returned, reversed, or invalidated due to insufficient funds, stop payment orders, or disputed credit card transactions. Returned payments associated with past due balances present increased financial, operational, and compliance risks for the university, as they may affect enrollment status, registration eligibility, or federal reporting obligations for international students. Prompt and consistent response to these situations ensures equitable treatment of students, protects institutional resources, and maintains compliance with applicable State University of New York, state, and federal requirements.

This policy applies to:

• All students and authorized payers
• Payments made by check, electronic check (ACH), or credit card
• Payments to clear past due balances to allow registration for current or future semesters

BRD Service Indicator (Hold)
Financial hold preventing registration, transcript release, refunds, and diploma issuance.

Deregistration
Removal from all semester courses for which the student registered after an invalid payment was processed; this action most often applies to a future academic term.

Non-Sufficient Funds (NSF)
Returned check or electronic check resulting from insufficient funds or a stop payment order.

Past Due Balance
Outstanding student account obligation not paid by the university’s published due date.

Registration Hold
Restriction that prevents course registration until financial obligations are satisfied.

Returned Payment
Payment not honored by the issuing financial institution (e.g., NSF checks, stopped payments, returned electronic checks, reversed/disputed credit card transactions).

SEVIS Reporting
Federally required reporting for international students when enrollment status changes.

• Ensure that payment information is accurate and sufficient funds are available.
• Respond promptly to returned payment notifications and satisfy obligations in accordance with this policy.
• Contact the Financial Aid Office upon deregistration to understand any potential impacts to their financial aid awards, as necessary and appropriate.
• Resolve outstanding obligations in accordance with this policy.

• Administer returned payment processing and notifications.
• Assess and collect returned payment fees.
• Coordinate account holds or restrictions with appropriate university offices.
• Maintain records of returned payments and resolutions.
• Inform students once deregistration has been completed.

• When requested by Student Accounts, make deregistration decisions in collaboration with appropriate units. 
• Process enrollment actions when deregistration is approved.