Mission, Responsibilities & Contacts

Bursar’s Office Mission

The Bursar’s Office mission is to ensure financial integrity in the cash management of College funds and to provide exceptional customer service to the College community while helping students assume financial responsibility for their education.  We will operate with professional integrity and provide prompt, courteous, and accurate service to our customers, utilizing advanced technology.

Student Responsibilities

Students who attend Southern West Virginia Community & Technical College agree to be held accountable for the following:

• The full payment of tuition and fees generated from their registration.
• The full payment of any applicable miscellaneous or special fees related to attendance.
• The payment of a $25 fee for any item(s) returned by their bank as “Non‐Sufficient Funding”.
• Maintaining a current mailing address with the Office of the Registrar.
• The acknowledgment that their southernwv.edu email is the official means of communication to students.
• The task of reading their southernwv.edu email daily.
• The reading of and compliance with the rules in the college catalog and/or student handbook.

Contacts

• Contact Information for each campus/location

• Logan Campus

100 College Drive, Logan, WV 25601

• • Dee McMillen, Accounting Assistant I 304-236-7643

• Williamson Campus

1601 Armory Dr, Williamson, WV 25661

• • Crystal Browning, Accounting Assistant I, , 304-236-7643
  • J. Christopher Gray, Bursar, , 304-236-7614

• Lincoln Site

81 Lincoln Panther Way, Hamlin, WV 25523

• • Angela Bell, Site Coordinator, , 304-307-0718

You may email the Bursar Office at When emailing the Business Office, please use your Southern student email account and include your student id number.    You can contact the Bursar’s Office on SSConnect.  Log onto SSConnect and ask to speak to the Bursar’s Office.

Tuition and Fees

Tuition and Fees are subject to change.
Registration is NOT complete until tuition and fees are paid.

Tuition Schedule (Fall 2025, Spring 2026, and Summer 2026)

*Residents of the following Kentucky reciprocity counties are assessed at the WV resident rate: Boyd, Lawrence, Martin, and Pike Counties

Click here for the full Tuition and Fee breakdown (PDF)

Cost of Attendance

• The Cost of Attendance Budget represents the estimated cost to attend Southern for one academic year.
• The tuition/fees, and program fees components of the estimated cost of attendance represent the average amount of charges that will reflect on a student’s billing statement. These are direct costs. There may be differences between your actual charges and these estimates based on fees specific to certain colleges or majors and individual choices of residence hall, meal plan, and fees required for specific courses.
• The books & supplies, living expenses, transportation, and personal components of the estimated cost of attendance are variable, out-of-pocket expenses not included on the student’s billing statement. These are indirect costs. These amounts will vary by student.

Other Fees

Important Dates

• Payment Due Date

  Please note: Failure to receive a billing statement will not be accepted as a reason for missing the payment deadline.

Fall 2025

Spring 2026

Summer 2026

Summer 2026 10-week (full-term)

Summer 2026 5-week (1^st alternate term)

Summer 2026 5-week (2^nd alternate term)

Financial Aid Completion Deadlines

FALL 2025

• Financial Aid Completion Deadline July 14, 2025. All required paperwork must be submitted to Southern’s Financial Aid Office in order to be complete and authorized for the Fall 2025 semester.
• After July 14, 2025, financial aid processing will continue, but students who submit required documentation after this date are not guaranteed their aid will be processed in time to avoid being assessed the Late Payment Fee.

SPRING 2026

• Financial Aid Completion Deadline December 1, 2025. All required paperwork must be submitted to Southern’s Financial Aid Office in order to be complete and authorized for the Spring 2026 semester.
• After December 1, 2025, financial aid processing will continue, but students who submit required documentation after this date are not guaranteed that their aid will be processed in time to avoid being assessed the Late Payment Fee.

To Meet the Deadline:

Meeting the deadline dates means the Financial Aid Office has received all of the requested forms and paperwork, including an electronic copy of your Student Aid Report and full admission to Southern West Virginia Community and Technical College. This does not mean that you file the FAFSA by the deadline date; instead, you file the FAFSA so the Student Aid Report is received in the Financial Aid Office, along with all requested forms and paperwork, by or before the deadline date. Students who do not meet the priority processing deadline may have to pay for all expenses (tuition, fees, and books) from their own resources.

To ensure you meet the priority processing deadline, you should file the FAFSA at least one month before the deadline. All funds will be disbursed if your financial aid file is complete.

Missing the above deadlines, except in summer, does not prevent you from receiving financial aid; however, it may delay the receipt of the aid. Students failing to meet the above deadlines MUST be prepared to cover college expenses from their resources or contact the Bursar’s Office to make arrangements to use the installment tuition payment plan.

Methods of Payment

Students are only considered registered for courses once all tuition and fees are paid, or other payment arrangements have been made by the payment deadline.

Payment Options

• On-Campus
  • Cash
  • Check or Money Order
  • Credit/Debit Card (Visa, MasterCard, American Express, and Discover)
• Online:  Through MySouthern, the College accepts Visa, MasterCard, American Express, and Discover
  • How to pay online: follow the instructions below:

1. 1. 1. 1. Log into mySouthern
         2. Under Student Services, click on Student Finance
         3. Then click Account Detail By Term
         4. Select Term
         5. Review Account Information including Authorized Financial Aid and Memo Balance (this is any authorized Third-Party payments)
         6. At the bottom of the page is your Account Balance due after your Aid and Third-Party payments are applied
         7. Click the Pay Now button located in the upper right-hand corner
         8. Select the term you want to make a payment on
         9. The Net Term Balance will default as the payment amount. If you want to pay a different amount, click on the box and enter a different amount
         10. Click the Pay Now button
         11. Complete the form and click the Pay button
         • Once payment is approved, your payment will post to your student account

• Payment Arrangements
  • Tuition Payment Plan

• • • Students are encouraged to pay the total account balance by the due date.  In doing so, students avoid payment plans and late payment fees.  However, if you cannot do so, Southern offers a payment plan to help students and their families.
    • The Tuition Payment Plan allows students to make payments on their tuition and fees.
    • Steps to setup a Tuition Payment Plan
      1. Make a down payment of at least 25% of your tuition and fees.  You can use any authorized Financial Aid or Third-Party Sponsor authorization as part of your down payment.
      2. You will need to sign the Tuition Payment Plan agreement.
         • If you pay your down payment in person, you can sign the agreement when you pay.
         • If you make your down payment online, email the Bursar’s Office to let us know you have made your payment.  Once we confirm payment, we will email you the agreement and instructions on how to sign.
      3. Once the agreement has been signed, you will be enrolled in the payment plan and noted on your student account.
      4. You will be sent email reminders about when each payment is due.
    • The down payment is due by the tuition due date
    • Payment Plan only offered for the Fall and Spring semesters.  Summer Payment Plans are provided under special arrangements.  For Summer payment plans, students need to contact the Bursar
    • If your Financial Aid award does not fully cover your tuition and fees, you MUST sign up for the Payment Plan to cover the remaining balance
    • Failure to pay the remaining balance by the due date will prohibit a student from having this payment option. Interest and/or a service fee on the remaining balance may be charged at a rate not to exceed the legal limit.

• Financial Aid

• • • The Financial Aid Office must complete the student award package and authorize it for disbursement before the aid can be viewed and accepted as guaranteed payment for the semester by the payment due date.
    • Refer to the Financial Aid pages of the website for detailed information.

• Third Party Sponsor
  • Third Party Billing (Contract) is the process whereby Southern bills an outside organization/company for all or a portion of a student’s tuition and/or fees. Third-party billing is unique in that the outside organization/company requires a bill from the College before remitting payment. Third-party billing (Contract) is subject to the same federal reporting requirements as other financial aid.

• • If you are expecting a third party to pay your tuition and other fees, special arrangements must be established with the Bursar’s Office before any bills can be issued to the third party.
  • Students have four responsibilities as third-party billing students:
    1. Contact the Bursar’s Office before the end of the schedule adjustment period for each semester. Students are responsible for any payment plan/late fees that may be assessed if a billing authorization is not received and on file by the deadline.
    2. Ensure we have a completed billing authorization/contract from the third party.
    3. Provide the organization/company with the Bursar’s Office’s correct contact information for emailing/mailing an authorization to bill.
    4. Pay any charges not covered by the organization/company on time to avoid payment plan/late fees.

• • The sponsor of the sponsorship amount and conditions must notify the Bursar’s Office. Documentation can be submitted via email to or brought to the Bursar’s Office. A financial guarantee/tuition authorization must be an official document on business letterhead and contain the following:
    1. Student name
    2. Student ID number
    3. Must itemize the type of fees and charges the organization/company will be responsible for, such as tuition, program fees, and textbook fees.
    4. Stipulates the exact start and end dates of the period for which the organization/company will pay the student’s charges. Authorizations will only be valid for one semester.  Your organization/ company must submit an authorization each semester.
    5. Indicate the name, billing address, telephone number, and email address of the contact person at the organization/company that is responsible for payment.

• • All documentation must be submitted before the payment due date
  • Conditional Credit
    1. Upon receipt of a valid Authorization, the Bursar’s Office will apply a conditional credit to the student’s account.
    2. The student’s organization/company will be issued a bill after each semester’s schedule adjustment period ends.
    3. Students whose organization/company has yet to authorize full payment of all tuition and fees are responsible for paying the remaining charges by the billing due date.
    4. Any student whose organization/company fails to pay the authorized charges by the end of the semester will have their conditional credit reversed and be responsible for paying the unpaid charges.
    5. A financial hold and late fees may be placed on students’ accounts until the balance is paid in full.
    6. Students are encouraged to remain in contact with their organization/company until the terms of the authorization are met.

• Returned Checks

• • If a check or electronic check payment posted to your student account is returned by the bank because of insufficient funds, closed account, invalid account number, or other reason(s), the returned check payment amount, plus a $25 returned check fee, will be charged back to your student account. You will receive a mail notice regarding the returned check.
  • A returned check hold, which prevents registration changes, will also be placed on your student record until a new payment and the $25 returned check fee are submitted and verified.
  • The $25 returned check fee is assessed for each returned item, regardless of the amount of each returned check.
  • If an account indicates a history of returned checks, the college reserves the right to suspend a student’s check payment privileges. Returned checks that remain unpaid and/or cases where multiple returned checks may be referred to collections.

Refunds

If your financial aid and/or payments are more than your institutional charges, you will be refunded the difference. We strive to process refunds as quickly as possible.
Tuition and fees will be refunded according to the schedule below.

Refund Policy

Effective with the Fall 2023, if you withdraw from one or more classes during the schedule adjustment period, you may be eligible for a full reduction of tuition and fees of the dropped class(es).

Please be aware that if you are enrolled full-time for the semester, you would not see a reduction in charges unless you drop below full-time enrollment. This is due to the fact that most tuition and fee assessment stops at full-time enrollment.  Student who withdraw after the schedule adjustment period for a semester closes, must withdraw from all registered courses to receive any refund of tuition and fees. The College will not refund tuition and fees for individual classes dropped after the schedule adjustment period ends.

Refund Cycle

• Phase 1: Aid Disbursement
  • If your refund is being generated by only credit, check or other payment, skip to Phase 2
  • To kick off the refund process, financial aid disburses as payment toward your balance due after you have been in classes for approximately 30 days if your aid is ready to pay (meaning you have no unsatisfied requirements). Log in to your mySouthern to make sure your financial aid is ready. If payments and aid are more than your institutional charges, the refund process will begin.
  • Once the first aid disbursement happens for the semester, it continues to disburse about every two weeks to catch aid that still has unsatisfied requirements for the first disbursement run (as students satisfy those requirements).
• Phase 2: Negative Balance in your mySouthern account
  • Once aid is disbursed – or your payments exceed your charges – you should show a negative balance on your account. This would be the amount due to you as a refund. Example: If your charges for the semester are $2,000 and your aid disburses $3,000, your account would show a Balance Due of -$1,000.
• Phase 3: Refund Processed
  • Once your student account is showing a negative balance due after aid and payments, your refund will be processed. Refunds are processed approximately every two weeks, so once you have a negative balance due, you should hit the next round of refunds.
• Phase 4: Refund Sent to You
  • When you see the Student Refund on your student account indicating the refund has been processed, that does not mean you will immediately have the funds.
  • Once the refund is posted to your student account, you should receive your refund within 2 to 3 business days. This depends on the refund preference you selected when setting up your BankMobile account.

Refund Schedule

The following schedule for calculating refunds shall be adhered to for those students who withdraw from the institution via the official withdrawal process and are eligible to receive funds.  Monetary Refunds to Students will begin after students have been in classes for approximately 30 days.

• Refund Policy (SCP-5050, Section 6.2) 
  • SCP-5050, Assessment, Payment, and Refund of Tuition and Fees

Textbooks

• Southern has contracted out bookstore operations through Barnes & Noble. The contract is for a physical store on the Logan Campus and an online store.
• We implemented Barnes & Noble’s First Day Completed program in Fall 2022. Our First Day Complete program is called Blue’s BooksBundle.
• With this program, students will be charged a $24 per credit hour Textbook fee. This Textbook Fee will cover the cost of their required course materials.  Students will receive their course materials before or by the first day of classes.
• The Blue’s BooksBundle program will ensure students get their books in a timely manner. It will significantly save our students over the traditional course materials model.
• Students have the option of not participating in the Blue’s BooksBundle program. If a student chooses not to participate, the book fee will be removed from their student account.  The student will then be responsible for acquiring their course materials independently and out of pocket.
• To Opt Out of the BooksBundle program, students MUST email the Bursar’s Office requesting to opt out. They MUST email the request from their Southern student email account and include their student ID number.
• Southern NO LONGER provides students with textbook vouchers.
• For more information, Click Here

1098-T

Explanation of Tax Credit (1098-T)

The American Opportunity (formerly Hope) and Lifetime Learning tax credits may be available if you pay higher education costs. To assist you in claiming these credits, Southern will file form 1098-T with the Internal Revenue Service by January 31 each year.  This information in no way represents tax advice from the college, as it is the taxpayer’s responsibility to determine credit eligibility.  Please do not contact Southern regarding your eligibility for this credit.

• Who gets a 1098-T?
  • You will receive a 1098-T only if you had out-of-pocket payments, whether paid by you or with a loan, for “qualified educational expenses.”   IRS Publication 970 defines “qualified educational expenses” as tuition, fees, and books.
  • You will not receive a 1098-T on the portion of tuition paid with tax-free educational assistance.   Per IRS guidelines, if you pay qualified education expenses with certain tax-free funds, you cannot claim a credit for those amounts. You must reduce the qualified education expenses by the amount of any tax-free educational assistance and refund(s) you received.  A 1098-T is, therefore, not issued for the portion of tuition paid with tax-free educational assistance, including:
    • The tax-free part of scholarships and fellowships,
    • Pell Grants,
    • Employer-provided educational assistance,
    • Veterans’ educational assistance and/or
    • Any other nontaxable (tax-free) payments (other than gifts or inheritances) received as educational assistance

• How do I get a 1098-T if I qualify to receive one?
  • 1098-Ts are mailed to eligible students from Southern by January 31.  The 1098-T reflects the previous calendar year (January through December).
  • Students may opt to receive their 1098-T electronically. All students will receive an email with instructions on choosing this option.

• Is financial aid taxable?
  • In general, financial aid is not considered taxable income to the extent it is used toward “qualified educational expenses.”  Student loans are never considered taxable income because borrowed money must be repaid.  Grants and scholarships may be considered taxable income to the extent that they are not used for “qualified educational expenses.”
• Are there education tax credits I may qualify for?  How do I learn more about tax guidelines regarding education?
• Students may be eligible for several tax credits when filing a federal tax return.  We encourage you to read IRS guidelines such as IRS Publication 970, Tax Benefits for Education, regarding any tax benefits you may qualify for and consult your tax preparer.   Publication 970 may be downloaded from the IRS website at irs.gov.
  • Need a Copy of your 1098-T

Students may request a copy of their 1098-T tax form by emailing Chris Gray.
Students should send this request from their Southern student email account. Once your request is received, your replacement 1098-T will be emailed to you.
If you can no longer access your Southern student email, you may send an email from your personal account.  This will result in your 1098-T being sent to you by USPS.
Please include your full name, student ID number, and the tax year needed when requesting a copy. Students who have questions concerning the report of the amount may email Chris Gray.

Note: Southern West Virginia Community and Technical College cannot offer tax advice.   

Student Account

Each student has a student account in Southern’s student database. Your student account is where you can view your charge and payment history. From your student account, you can see if you have any outstanding charges or are due a refund. Financial aid awards can be viewed on your student account once they are disbursed from the Financial Aid Office.

How to View Your Student Account

1. Log onto your mySouthern account
2. Under Student Services, click on Student Finance
3. Then Click Account Detail By Term
4. From the drop-down list, select your term

This will display your account information.  The first section displays any charges and payments that have been posted to your student account.  The next section shows any Financial Aid that has been authorized but not posted to your student account.  The last section shows any authorized Memo or Third-Party sponsors.  At the bottom, your account balance.  This is your account balance after any authorized Financial Aid and Third-Party Memo are applied to your student account.

Check Your Financial Aid Requirements

Financial aid is disbursed to your student account after you have been in classes for approximately 30 days.  Your awards will be disbursed once you have completed all requirements and provided all necessary documentation/information.  If you have outstanding financial aid requirements, financial aid may not be disbursed.

• Steps to check the status of your financial aid requirements:

1. 1. Login to mySouthern
   2. Under Student Services, click on Financial Aid
   3. Click on My Award Status
   4. Select your aid year
   5. Click on your unsatisfied student requirements

Student Financial Responsibility Agreement (SFRA)

Financial institutions, including the financial departments of colleges and universities, are required by federal debt collection and consumer protection laws to be transparent with their policies/procedures and requirements. These institutions also want to ensure that the consumer/student knows the institution’s policies and responsibilities. For this reason, Southern West Virginia Community & Technical College requires that all students, on a semester basis, accept the Student Financial Responsibility Agreement (SFRA), which acknowledges their obligations and understanding of the financial policies of the college. The SFRA informs students of the financial responsibilities associated with enrolling for classes and explains the potential consequences that may result if a student fails to meet those obligations.
Our goal is to help students understand the cost of their education and the financial policies associated with their enrollment at Southern. The SFRA, in conjunction with our website, email account information, letters, and other documentation, helps explain the college’s expectations for payment and lets us clearly inform students of our policies related to billing, late payment, contact methods, etc.

Click to read the Southern Student Financial Responsibility Agreement

Student Financial Responsibility Agreement (SFRA) Frequently Asked Questions

What is the Financial Responsibility Agreement?
The Student Financial Responsibility agreement outlines the terms and conditions of the financial responsibilities and obligations associated with attending Southern West Virginia Community and Technical College. It explains the potential consequences if a student fails to meet those terms and conditions.

Why do I have to sign the Agreement?
Our goal is to help our students understand the cost of their education and the financial policies associated with their enrollment at Southern. This agreement, in conjunction with our website, letters, and other documentation, helps define the College’s expectations for payment and lets us inform students of our policies related to billing, contact methods, etc.

How do I complete the Financial Responsibility Agreement?
Students must accept the terms and conditions of the Financial Responsibility Agreement each semester with an electronic signature through their mySouthern account before registering.

I am planning to graduate this term. Do I have to complete the statement?
You are required to accept the Financial Responsibility Agreement only if you continue to attend Southern after graduation.

How quickly can I register after completing the Agreement?
Completing the Agreement will lift the registration restriction immediately, and you can proceed with registration.

How does an electronic signature work?
Any acceptance provided through the mySouthern account using your unique login/password combination shall be attributed to you and have the same force and effect as a written signature.

Why is Southern doing this?
Registering for classes creates a financial obligation as tuition and fee charges are incurred at registration. Students must understand and acknowledge the financial responsibilities associated with registration.

Do other institutions do this?
Yes. It is a common practice among higher education institutions across the United States, and it is consistent with the national movement to increase financial literacy among college students.

When is the agreement effective?
The Financial Responsibility Agreement is required each semester, starting with registration for Fall 2023. The statement is applicable only for the term for which it is signed.

Why do I have to do this every term?
Each term’s registration is considered a separate commitment or “purchase” for which a student must accept financial responsibility.

My parents pay my tuition. Can they complete the form?
No. While payment by a third party is acceptable, the registered student is ultimately responsible for agreeing to the terms and conditions of the Financial Responsibility Agreement.

What if I have financial aid or a scholarship that covers the cost of tuition?
Because specific eligibility is required and must be maintained to have the cost of attending Southern covered by other means, students who have their cost of attendance paid by sponsorship, scholarships, or other third parties are ultimately financially responsible for these costs. As such, all students must accept the terms of the Financial Responsibility Agreement each term they are enrolled.

What if I do not accept the agreement?
Students who do not accept the Financial Responsibility Agreement will not be permitted to register for the subsequent term. Once the agreement is accepted for the term, the restriction will be removed, and the student can proceed with registration.

I accepted the Financial Responsibility Statement, but I still can’t register. What should I do?
First, check to see if you have any active holds on your student account. If not, contact the Bursar’s Offices between 8 a.m. – 5 p.m. Monday – Thursday for further assistance.

Can I sign the Agreement in paper form?
You have the right to manually sign the Student Financial Responsibility Agreement by contacting the Bursar’s Office at or stopping by the Bursar’s Office. Please note that if you choose to sign a paper Agreement, you may experience delays because of U.S. mail delivery and manual processing.

E-Mail Notifications

Southern will utilize college-issued student email accounts to convey college-related, critical, and time sensitive information to faculty, staff, and students. Sometimes, email communication may be the only way certain information is shared.

The Business Office or Office of Student Accounts will use email to contact our students concerning the following:

• Outstanding balances on student accounts
• Notification of payment due date and amount due
• Notification of cancellation of registration due to nonpayment
• Notification of refunds, including the date when processed
• Responses to student inquiries

BankMobile

To provide more flexible options for receiving refunds, Southern West Virginia Community and Technical College has partnered with BankMobile Disbursements, a technology solution powered by BMTX, Inc.  We use BankMobile Disbursements to deliver financial aid and other school refunds.

ALL SOUTHERN WEST VIRGINIA COMMUNITY AND TECHNICAL COLLEGE REFUNDS ARE DISTRIBUTED THROUGH BANKMOBILE DISBURSEMENTS.  FOR MORE INFORMATION OR TO MANAGE YOUR REFUND PREFERENCES, VISIT BANKMOBILE DISBURSEMENTS.

To view our institution’s contract with BankMobile Disbursements, Click Here.

CONSUMER DISCLOSURE

Federal Regulations – Cash Management

To protect students and ensure their best interest, the U.S. Department of Education published new cash management regulations (34CFR668.161-167) via the Federal Register on October 30, 2015. The Program Integrity and Improvement rules require Southern to maintain, account for, and disburse Federal Title IV funds in accordance with these regulations. In addition, refunding credit balances associated with Federal Title IV should always be in the student’s best interest. This webpage is published to comply with these regulatory reporting requirements.

On February 8, 2019, Southern entered a banking services agreement with BMTX, Inc. The agreement and subsequent amendments include services for handling student refunds and related Title IV credit balance refunds.

Students DO NOT need a bank account with BMTX, Inc. to receive their refund via direct deposit (ACH). Southern strongly encourages students to shop for a banking partner that fits their financial needs.