Tuition and Payments, 2023-24

• Students not enrolled at MLC in the prior year are required to select one of the two payment plans by June 10 (or December 10 for students matriculating the second semester). Each student is responsible for meeting his or her obligation for tuition, housing and food according to the plan selected.  If a student does not choose a plan prior to the deadline, the student will default to the twice-a-semester plan.  A student that selects the monthly plan but fails to provide banking information by the above deadline will be assigned to the twice-a-semester plan.
• Students enrolled at MLC in the prior year will default to the same payment plan that applied to their account in the prior year. Students on the monthly payment plan are responsible to notify MLC of any changes in their banking information prior to the next monthly withdrawal.
• Students may not charge their bookstore purchases to their student account unless a credit exists on their student account. Only books and supplies are allowed to be charged to a student account.
• Parking tickets, fines for dormitory infractions or past-due library books, and charges for the damage of school property are due immediately upon receipt. If these charges and fines are not paid within two weeks of receipt, they will be added to a student’s account along with an administrative fee.
• The college will not confer degrees, issue diplomas or official transcripts to students with outstanding financial obligations except in the following cases:
  • the outstanding balanced owed to MLC is $500 or less;
  • the student has entered into and, as determined by MLC, is in compliance with a payment plan with the college;
  • the transcript request is made by a prospective employer for the student; or
  • the account has been turned over to an external collection agency for collection.
• Graduates in arrears on their payment plan will not be eligible for a call or assignment until their account is current. They are, however, eligible to participate in the graduation ceremony.
• Student accounts cannot be more than $500 past due before they can complete course registration or return to campus for the following semester unless an exception has been granted by the college administration.
• Martin Luther College may not assess late fees or other late charges for veterans who are eligible to receive federal or state educational assistance and who have applied for that assistance but not yet received it, nor may they prevent these students from registering for a subsequent term because of outstanding tuition charges that arise from delayed federal or state payments. MLC may request, without delay, the amount of tuition above expected federal and state educational assistance and may require payment of the full amount of tuition owed by the veteran within 30 days of receipt of the expected federal or state educational assistance.

• All billing statements will be sent to students via the campus email address assigned to the student. The initial billing statement will be emailed the first week of July.  Additional statements will be issued on a monthly basis going forward. The first payment is due August 10 for all payment plans and considered past due if received after that date.
• MLC reserves the right to email additional statements to the student. MLC also reserves the right to send a printed paper statement to the student’s permanent address at opportune times (such as semester breaks, etc.).
• Billing statements can be emailed to multiple email addresses. The student cannot remove the assigned campus email address from the tuition statement recipient list.  It is the student’s responsibility to update the campus portal with the additional addresses to where the student intends additional statements be sent.
• If a student chooses to have statements sent to multiple email addresses, the student is authorizing MLC to share billing and payment information with the owner of that email address.
• For students matriculating the second semester, the initial billing is emailed the first week of December. The first payment is due January 10 for all payment plans and considered past due if received after that date.
• Each payment includes a prorated portion of tuition, housing, and food charges for the year. The payment amount varies according to the plan selected.
• Failure to meet payment deadlines places a student in delinquent status. Failure to make appropriate payment by the due date will result in a hold being placed on the student’s records, provided the student owes more than $500 in arrears and does not meet any of the exceptions in the Payment Policies section of the catalog.  If the delinquent status is not addressed in a timely manner, it may result in termination of enrollment.  Students dismissed have the right to appeal.  The appeal process/grievance procedure must be initiated within 30 days of the initial payment deadline.  The appeal must be made in writing on the Student Appeal/Grievance Form located on the MLC website (www.mlc-wels.edu).  The Student Appeal/Grievance Form and any supporting documentation are submitted to the vice president for administration.
• Individual past due notices will be sent via the student’s campus email address. A student with a past due balance in excess of $500 as of the midpoint of a semester will be assessed a $25 administrative fee due to additional time required of MLC personnel to repeatedly address the collection issue with the student.
• A $50 fee will be applied to the student’s account when a payment is returned for any reason. This includes insufficient funds, incorrect account numbers, account closed, etc…
• A student with two returned automatic withdrawals will be removed from the monthly payment plan for the remainder of the school year. In the following year, one additional returned payment will remove them from the monthly payment plan permanently.
• Initial billing statements reflect financial aid allotments (if application and other deadlines have been met); loans or aid received after these deadlines will be reflected on later statements. If a student expects additional financial aid that is not reflected on the statement, it is the student’s responsibility to address the discrepancy with the Financial Aid Office before the next payment is due.
• Scholarships will be allocated evenly to all payments for the semester to which they apply. Students are not allowed to reduce tuition payments based on anticipated scholarships that have not been confirmed in writing by the organization providing them.
• The college accepts credit and debit card payments as well as e-check payments on student accounts under the twice-a-semester payment plan. Card payments and e-checks are not allowed under the monthly payment plan.
• Credit and debit card payments are subject to a 2.5% convenience charge assessed to the cardholder.
• Payments made online via e-check (maximum of $20,000 per transaction) are subject to a $3 per transaction charge, assessed to the account owner.

• All refunds due to students will be issued via check from the Financial Services office, regardless of payment method.
• Credit balances on student accounts generated by Title IV Federal Financial Aid funds will be refunded within 14 days of receipt funds unless the college has received an authorization form from the student or parent borrower (in the case of a PLUS loan) to hold excess Title IV funds on the student account.
• Credit balances on student accounts generated by Minnesota state financial aid funds will be refunded within 14 days of receipt unless the college has received an authorization form from the student to hold excess Title IV funds on the student account.
• A flat fee of $113 per day on campus is charged when a full-time resident student discontinues prior to midterm of a semester. A flat fee of $80 per day is charged when a full-time student living off campus discontinues prior to midterm of a semester.  Any account overpayment will be refunded during this period.  Students discontinuing after midterm of a semester will not receive a credit for tuition, housing and food.  Dropping a course after midterm of a semester will not result in a credit for tuition.
• A prorated fee will be used when a part time student discontinues prior to midterm of a semester. The tuition charge will be calculated as the number of credits x $530 per credit / 17 weeks per semester x number of weeks before withdrawal.  A fee of $33 per day times number of days on campus will be charged for students living on campus.  Students that drop courses between the two-week mark and midterm (which changes a student’s status from full-time to part-time) will receive a prorated credit for the courses dropped.   The credit will be calculated as follows: the number of credits dropped x $530 per credit / 17 weeks per semester x number of weeks remaining in the semester after dropping the course.
• A professional semester is defined as a semester in which student teaching or an internship occurs. A professional semester is considered one complete semester, regardless of when individual courses start or are completed.  Refunds during the professional semester are made in the same manner as other semesters.
• Students may have medical issues (including but not limited to COVID-19), family issues, or personal issues for which the best course of action is to travel home for a period of time (this may include circumstances in which the college requests a student to return home temporarily.) Refunds or account adjustments are not issued in cases of temporary absence from campus.
• A $110 severance fee is charged for early termination of enrollment.
• A portion of any withdrawal refund may be used to repay financial aid programs.
• Students who withdraw during the first thirty days of a semester will not receive any institutional grants or scholarships administered by Martin Luther College.
• In the case of a withdrawing student who received scholarships, refunds will be granted under the intent of the donor organization. The donor organization will be consulted as to the application of the scholarship between semesters.
• Refunds will be issued after all departments have been given adequate time to report any additional charges that need to be applied to the student’s account, such as parking fines, dorm fines, etc.
• Federal regulations require that a percentage of Title IV funds be returned if withdrawal occurs before completion of 60% of a semester.
• The Minnesota Office of Higher Education Refund Calculation Worksheet is employed to determine any Minnesota State Grant or SELF loan funds that need to be returned to the State of Minnesota upon withdrawal from MLC.

Federal Title IV Funds Policy

Title IV is a term that refers to federal financial aid funds.  Federal regulations state that any federal funds disbursed to a student’s account in excess of allowable charges must be returned to the student (or parent in the case of an undergraduate PLUS loan).

If other non-allowable charges (such as vehicle registration, bookstore charges, etc.) are on the account, an outstanding balance due may exist after the Title IV excess has been returned.

To prevent an outstanding balance due, students or parents (in the case of a parent PLUS loan) may authorize the college to apply excess funds to the student account for non-allowable charges by signing an authorization form.  These forms are found on the Finances section of the MLC website under Tuition and Payments, 2023-2024.

• Federal Title IV Student Authorization Form
• Federal Title IV Parent Authorization Form

Students (or parents in the case of an undergraduate PLUS loan) will be notified via email from the Financial Services Office when there are excess Title IV funds on the student account.  The appropriate Federal Title IV Student/Parent Authorization Form will be included in the email.  If the student (or parent) chooses to complete the Authorization Form and replies to the email, Title IV funds will be applied to non-allowable charges.  If a reply is not received by the due date listed within the email, the excess Title IV funds will be returned to the student (or parent) within 14 days of receipt of the Title IV funds.