Billing and Financial Aid Timeline

Important dates, FAQs, and instructional tutorials

Cashiering Services and Financial Aid are working together to provide you with a seamless payment experience. The Financial Aid Office determines your eligibility for funding (including scholarships, grants, and loans) while The Cashiering and Student Accounts Office manages your student bill, including explanation of charges and credits, setting up your payment plan, and issuing refunds of credit balances.

Recent Changes

To ensure greater accuracy in student billing and financial aid payments, beginning Fall 2026 ESU has adjusted financial aid disbursement and student account refund dates. Authorized financial aid will now be applied to student billing accounts on the Friday before classes begin and refunds will be issued on Friday, the fifth day of class, for eligible students.

FALL 2026 Semester First Disbursement: August 14th, 2026

FALL 2026 Semester First Refunds Issued (and checks mailed): August 21st, 2026

Important Dates – Standard Term

1. Billing & Payments

E-Bills Available: Sent to your ESU student email starting approximately one month before each semester begins.
Fee Payment Deadline: Typically falls on the 5th class day of the semester (charges must be paid in full by midnight to avoid late fees).
Payment Options: Pay online via the Student Account Center or in-person at the Cashier Window on the 1st floor of Plumb Hall.
Additional Billing Statements: Bills will be issued monthly after the start of the semester, payments received after the due date may be subject to a late payment fee as published on the semester Payment Calendar.

2. Financial Aid Disbursement

First Disbursement Date: Financial Aid (including loans, scholarships, and grants) begins disbursing and applying directly to student accounts starting the Friday before the first day of classes.
Additional Disbursements: Financial aid adjustments apply to student accounts twice per week throughout the rest of the semester, as more aid is awarded or financial aid changes occur.

3. Student Account Refunds & Overpayments

Refunds Due to Excess Financial Aid: The first refund date is the 5th day of class. Students with direct deposit set up by the 2nd day of class will receive a direct deposit into their personal bank account, if direct deposit is not set up, a refund check will be mailed to the student’s permanent address on file.
Additional Direct Deposits: The Cashier’s Office will continue to process refunds throughout the semester in alignment with financial aid disbursement processes. Refunds are typically issued twice per week and available in direct deposit accounts on Wednesdays and Fridays each week.
Additional Paper Checks: Checks are mailed once per week, on Friday, to your permanent address.

Helpful Digital Tools & Resources

ESU Financial Center: Learn how to accept, reduce, or decline your financial aid awards.
Business Office & Cashiering Services: Detailed instructions on making payments online or at the cashier window.
ESU Refund & Collections: Official policies on dropping classes and term refund proration.
Payment Calendars by semester

Frequently Asked Questions

Why is the refund process being delayed?: ESU is committed to providing the best service to students. By delaying the timing of financial aid disbursement and refunds by 1 week, closer to the start of classes, it allows for more accuracy in payment processing and more closely aligns with student enrollment/attendance in classes.
How can I ensure my aid and refund are accurate?: Finalize your class schedule early, ahead of the start of the semester, and review/accept financial aid as soon as possible. Class schedule changes impact the amount you are charged and may affect how much financial aid you are eligible to receive.
What does “Authorized Aid” mean on my E-bill: This is the amount of financial aid that is in place on your award notice and acknowledged as an upcoming payment toward your charges by the Cashier’s Office. Authorized aid reduces your amount due and is deducted from the amount you are required to pay on the bill due date.
What is the difference between “disburse” and “refund” and why are the dates different?: The disbursement date represents the day that financial aid awards (loans, scholarships, grants) are applied directly to the student billing account as a payment. At this time funds will no longer show as “authorized” and the account balance on the bill will reflect the new, lower, amount. The refund date is when the Cashier’s Office will finalize the process of transferring the credit balance from your student billing account to you (by direct deposit or mailed paper check).
How do I know if I’m eligible for a refund?: Students (or their designees who have been granted proxy access) can log into the student's E-Bill account through the Student Account Center or E-bill web link. If a negative balance is shown, there is a credit on the account which will be refunded if the student remains eligible.
Students should monitor their ESU email, financial aid award, and billing account regularly throughout the year as changes often occur.
How do I pay for books?: Undergraduate students are automatically enrolled in the Hornet Textbook Bundle each semester, reducing the cost of books. The bundle cost is automatically charged to your student account. For more information visit the Memorial Union Bookstore.
What if I have more scholarships that have not yet been received by ESU?: You can pay your bill in full by the due date, then if more financial aid is received by ESU after refunds have begun for the semester, you may receive a later refund, after the resources have been applied to your bill. Or, if you pay the portion of your bill not covered by the pending scholarship check, you may be able to request a waiver of the administrative fee after the scholarship payment has been applied.
Your E-Bill recent account activity in the Student Account Center is your best source for reviewing your current account balance.
How do I give someone else access to view my bill or financial aid award?: Students who wish to allow access to either their Billing and Payment details or Grades, Schedules, and Financial aid may grant Proxy Access to another user. After logging in, select “Authorized Users”.
How do I set up Direct Deposit for refunds?: Log into your Student Account Center through the Financial Center. After logging in, select the “Refunds” tab at the top or “Electronic Refunds” on right side menu.
What if my bill changes?: Changes to your student schedule or financial aid award will be reflected in your student billing account and may result in refunds being issued later in the semester, or a balance due. Students with an outstanding account balance will receive updated E-Bill statements throughout the semester, sent to their ESU email or available 24/7 through the Student Account Center.
What if I need my refund earlier?: You may contact Cashiering Services to see if you qualify for an emergency loan.
What if I drop or withdraw from classes after financial aid has been disbursed and I have been issued a refund?: Changes in your enrollment status can affect your financial aid eligibility. Students who drop or withdrawal from classes may lose all or part of their financial aid. Financial aid eligibility is recalculated on the 11th day of class, after the close of add/drop, then throughout the semester based on changes to student schedules.
What if my earliest class starts after the standard term start date?: Financial aid will not disburse to your student account until three days prior to the start of your earliest class start date.
If I am an athlete and receive a scholarship for room and board, does this change the date I will receive my athletic award?: No. Athletes who receive a scholarship specifically designated to pay for room and board (housing and living expenses) will still receive their athletic scholarship monthly stipend at the beginning of August if they meet all eligibility requirements.
What if my payments are made by a third party?: Third party billings, payments made by another party such as the VA, Department of Children and Families, employers, etc. are set up through the Cashier & Student Accounts staff. Please contact 620-341-5135 to set up a third party payment account.

Still need help?

Direct Deposit, Adding an Authorized User, and Creating a Payment Plan Tutorials
For help with billing questions, contact Cashiering Services: Cashier@emporia.edu or call 620-341-5135.
For help with financial aid questions, contact Financial Aid, Scholarships, and Veteran Services: FinAid@emporia.edu or call 620-341-5453.