Financial Policies & Procedures

Student College Statements (billing statements) are available online twice each term, which are produced by the Campus Billing and DartCard Services Office. An email will be sent to your Dartmouth email account when a statement becomes available. The statement includes tuition charges and scholarship credits as well as other allowed student charges such as health fees, room rent, dining costs, and class charges. The penalty for late payment of the College bill is 1.5% of the balance outstanding, on the due date.

D-Pay is the online billing and payment system where you can view your online statements. It provides access to account statements, recent account activity and, if you choose, online payment. Account holders can also authorize access to "Other Payers." Information on how to gain access to and use the system is available online on Dartmouth’s billing and tuition page.

Pending credits, such as financial aid, tuition awards, or disputes of charges on your statement may not be received by the due date. If this is the reason you are not paying the entire balance due, please complete an ʺExplanation Formʺ in D‐Pay. Late charges assessed will NOT be reversed if differences are not explained.

If you have a credit balance on your account, log into DartHub and click on the "D-Pay: Request a Refund" tile. If there is a credit balance, the credit amount will be displayed. Cash refunds of up to $500 are available if you visit the Campus Billing and DartCard Services Office.

Statements are available about six weeks before each term starts with a follow-up statement about two weeks after the start of the term. Tuition scholarships and fellowships are posted automatically for students awarded them. These will appear in the "Anticipated Aid" field of the statement and will be posted to your account after registration (check-in). Loans, on the other hand, cannot be credited until the student has completed check-in for the term. Consequently, often loans will not appear until the follow-up statement.

Tuition is billed each term through the Campus Billing and DartCard Services Office and credits are made automatically for students receiving tuition scholarships or assistantships. Pending tuition awards will appear in the "memo balance" field and will be posted to the account after registration. Loans, on the other hand, cannot be credited until the student has registered for the term. Consequently, such loans will appear on a bill following the tuition statement.

Tuition bills for Fall Term will be emailed to students in early August, with payment due by early September. Tuition bills for Winter term will be emailed in November, with payment due by mid-December. Tuition bills for the Spring term will be emailed in mid-February, with payment due in mid-March.

Exact dates for Dartmouth’s billing schedules can be found online on the Billing & Tuition page on Dartmouth’s finance website. On the Billing Schedules page, select "Thayer School of Engineering." A late payment fee will be assessed for payment of any billing that is received after the due date.

No student will be permitted to complete check-in for a term unless the total amount due, including tuition, room rent, and board, etc., has been paid in full or has anticipated aid covering the balance due. Financial Aid awards and/or loans not yet displaying as "Anticipated Aid" on your student account will be taken into consideration provided the student has complied with all administrative procedures necessary for the processing of such awards or loans.

In those instances where a personal check is offered in payment of charges on a student’s account and the check is not honored, a charge of $25 will be assessed. In the event the returned check was the means of meeting a payment or registration deadline, the deadline will not be considered met and the appropriate additional penalties relating to failure to meet the deadline may be assessed. Dartmouth reserves the right to demand payment by money order, certified check, or other mode of payment acceptable to Dartmouth in instances of repeat offenders. Additionally, flagrant or habitual offenders may be subject to disciplinary action.

If you have questions regarding your bill or other financial matters, please contact Thayer’s Budget and Financial Analyst Isabella Kosakul (C104) by appointment or visit Dartmouth’s Billing & Tuition page.

No student will be permitted to register for any term unless the total amount due, including tuition, room rent, and board, etc., has been paid in full. Financial Aid awards and/or loans for that term not yet recorded to the student’s account will be taken into consideration provided the student has complied with all administrative procedures necessary for the processing of such awards or loans.

In those instances where a personal check is offered in payment of charges on a student’s account and the check is not honored, a fine will be assessed. In the event the returned check was the means of meeting a payment or registration deadline, the deadline will not be considered met and the appropriate additional penalties relating to failure to meet the deadline may be assessed.

The College reserves the right to demand payment by money order, certified check, or other mode of payment acceptable to the College in instances of repeat offenders. Additionally, flagrant or habitual offenders may be subject to disciplinary action.

Thayer follows Dartmouth’s Tuition and Fee Refund Policy for students withdrawing from Dartmouth, whether voluntarily or by dismissal. The term begins on the first day of classes. The first week is the first 7 calendar days, beginning with the first day of classes.

Tuition Refunds

Dartmouth’s tuition refund policy is as follows if a student withdraws from the term:

Fee Refunds

Miscellaneous fees and charges, including student activity fees and meal plans will be refunded during the first two weeks according to the percentage listed above during this term.

The charge for the Dartmouth Student Group Health Plan is non-refundable. For related questions, please contact Dartmouth.Student.Health.Plan@Dartmouth.edu.

Impact on Scholarship Awards

Adjustments to Dartmouth scholarship awards will be calculated by the Financial Aid Office based on the date of withdrawal and the percentage of tuition refunded.

Unless the employee has set up Direct Deposit, paychecks for student employees will be mailed to the student's Hinman box. Student employees are strongly encouraged to "Go Paperless" and receive payslips and annual W-2 tax forms online. This gives the employee access to their earnings in a more timely manner and you may also choose to have your payslip delivered by e notification rather than receive paper in your Hinman box. Go to Dartmouth’s Employee Self-Service to get started.

Between terms and during terms in which a student is not enrolled, student mail is forwarded from the Hinman Mail Center. If a student will be receiving a paycheck (or payslip) during that period, it is imperative that the individual designate a temporary forwarding address (under "Address/Contact Information" section) in DartHub. If no temporary contact information is given, Hinman will mail paychecks or payslips to the home address recorded in DartHub.

All new students who will be receiving a monthly stipend or working as an hourly paid student are required to complete legal documents within three days of their starting date to verify their eligibility to work.

I-9 Form (Employment Eligibility Verification)

The I-9 form must be completed in person in front of a certified I-9 representative. Please follow the instructions on the employment verification page.

Direct Deposit, Federal W-4 Form & Paperless Payslips (Go Green!)

All employees are strongly encouraged to "Go Paperless" and receive payslips and annual W-2 tax forms online. Go online to Dartmouth’s Employee Self-Service to get started. Under Employee Self-Service, proceed to:

• W-4 Information: Modify your Federal W-4 tax withholding information.
• Direct Deposit: Set up your check to be deposited directly into your personal US bank account.
• Go Paperless: Stop receiving paper in your HB. Select "No" under "Paper" for each option.

For FAQs, the Quick Start Guide, and additional information, please visit Dartmouth’s Human Resources website.

Students may search and apply for jobs, sign up for position notifications, and enter timesheets for hours worked through Dartmouth’s NextGen Payroll system. If you need more information or have questions, please reach out to Thayer Finance at Thayer.Finance.Office@dartmouth.edu.

Graduated students cannot continue to work as student employees post-graduation. The hiring of or continued employment of recent Dartmouth graduates must follow the College’s established regular or temporary staff hiring processes. Your faculty advisor should reach out to Thayer’s Director of Human Resources by email at Thayer.Human.Resources@dartmouth.edu or by phone at +1 (603) 646-3091 for further information.