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Parents and Authorized Payers

If you do not know or have forgotten your login name or password, take the following steps. If you are a brand new authorized payer, your student has set up the login name and temporary password for you, so simply contact the student for this information. However, if it has been awhile since you were first authorized, the quikPAY system can also help retrieve your login name and reset your password for you. If you do not remember your Login Name, go to the Authorized Payer System login and click on Forgot Login Name. The system will prompt you for the email address that was specified in the initial set up and email you the login name. If you have forgotten your password, click on Forgot Password. The system will send a temporary password to the email address associated with your Login Name. Before sending a new password, the system will check to see if you have set up any stored payment profiles and if so, request confirmation of the stored banking or credit card information. At any time, your student can also log in to e-billing and payment system through the Hokie SPA or MyVT and look up the login name set up for you and reset the password.

Only the university account holder - for example the student, may establish parents or others as authorized payers.

The student must login to the e-billing and payment system through the Hokie SPA or MyVT. The student then clicks on Authorize Payers in the left navigation bar. Under the Authorized Payer setup, the student will click on Add New, and simply specify a login name, password and the email address for their parent or other payer.

The Authorized Payer will receive an email almost immediately containing their login and name and a link for them to access the system. They must contact the student to obtain the initial, temporary password!

See our student video tutorials on how-to add an Authorized Payer

Authorized Payers and the account holder will receive an email notification each time a statement is generated, when the bill becomes available for viewing.

A student can establish up to 5 authorized payers on their account. The login names and passwords never expire, and authorized payers (or students) can change the email address for e-bill notifications should it ever need to be changed.

Once established as an Authorized Payer, you can view and print your student's e-bills and make electronic payments (e-check, MasterCard or American Express) on their behalf.

Every time an Authorized Payer makes a payment, the student is sent an email informing them of the payment made on their account.

The student can see that an authorized payer has made a payment on their behalf, but cannot see their authorized payer's saved payment profiles.

Much more information about our e-billing and payment system can be found on our Viewing and Paying Bills Online page.

Third Party Disclosures are prohibited by FERPA without the written consent of the student. Any persons other than the student are defined as Third Party, including parents, spouses, and employers. All educational officials are required to secure written permission prior to the release of any academic record information. 

When contacting us by email or phone, please be certain to include or have available the student account number and assigned FERPA passcode. If you do not have a FERPA passcode, contact the student. 

Read more about Student Privacy/FERPA here.

The Hokie Passport ID Card is the official identification card for Virginia Tech students. For more information, please visit the Hokie Passport Services webpage.

Further information may be obtained by contacting the Bursar's Office by phone at 540-231-6277 or by sending an email to bthelp@vt.edu.

STUDENTS:

  1. Login to your Student Hokie SPA with your eBill in hand
  2. Select the University Account Information menu
  3. Select Budget Tuition Plan
  4. Choose your plan (Fixed or Variable)
  5. Follow the instructions
  6. Complete the semester application and pay it's fee along with any missed debit -if applicable

Authorizing a Parent Application

  1. Login to your Student Hokie SPA
  2. Select the University Account Information menu
  3. Select Budget Tuition Plan
  4. Choose Add New under the Parent PINs menu item
  5. Complete parent information as required
  6. Once complete, a welcome email will be sent to the email address entered. This notification will contain their login ID, temporary password and access site link. The newly created Parent PIN will have 48 hours to login and update their permanent password. If not, the student must delete the current Parent PIN and begin the process over.

PARENTS:

  1. Once authorized by your student, login to your BTP Parent PIN
  2. Choose your plan (Fixed or Variable)
  3. Follow the instructions
  4. Apply and pay the application fee along with any missed semester debits -if applicable.

NOTE:

  • The semester application fee is non-refundable.
  • Enrollment opens July 15th for Fall, and December 15th for Spring.
  • Please complete your enrollment by each semester's payment deadline date to avoid University penalties.
  • Access to the BTP application must be granted by your student through their Student Hokie SPA. If you do not have access, please contact your student.
  •  

The Fixed Payment Plan:

  • Allows participants to define their maximum payment.  You choose the total amount you wish to pay for the term.  That total is then divided into 4 equal monthly debits. 
  • Does not automatically increase or decrease based on the student’s account balance.   
  • Only one fixed plan per student.

The Variable Plan:

  • Automatically adjusts scheduled debits/payments based on the student’s current account balance for the semester.  Increases and decreases to plan amounts occur as new charges and new credits post to the student’s account.  Payment amount will be locked in place 7 days prior to each month’s debit date, although the debit amount can decrease if  payment is made on the student account from a different source.
  • Only one Variable Plan per student.

A $35 application fee must be paid for each plan enrollment.  It is recommended therefore that either a Fixed or a Variable plan is chosen, but not both. 

NOTE:  Semester outstanding balances not satisfied by the payment deadline date will be subject to further penalties such as a late payment fee, an account hold, or dropped registration   Accounts unpaid by the 10th day of semester classes may be dismissed for non-payment.  

  • Fall 2017: AUG 18, SEP 15, OCT 20, & NOV 17
  • Spring 2018: JAN 19, FEB 16, MAR 16, & APR 20

Debits occur on the 3rd Friday of each month, and are attempted only once. If it fails, the participant is solely responsible for re-payment of the debit amount and any outstanding balance at that time.

We recommend that students enroll in either a fixed plan or variable plan for ease of management.    Students who may need more than one bank account debited each month to satisfy their account balance are advised to contact the Bursar’s office at bthelp@vt.edu.

Virginia Tech will not re-submit any debits returned unpaid by your bank.

If an application fee is returned, a returned item fee is assessed to the student account and the BTP is immediately canceled.  If enrolling after the semester payment deadline, additional penalties such as a late fee, return debit fee, hold, and dismissal for non-payment may apply.

If a scheduled monthly debit is returned, a returned item fee is assessed to the student account. 

In the event of a default, the student will be responsible to their financial institution and university penalties such as fees and interest at the highest rate allowed by law for all reasonable administrative costs, collections costs, and attorney's fees incurred in the collection of whatever funds are due.

Returned items should be paid by guaranteed funds (cash, cashier's check, money order, or an accepted credit card).

Multiple returns may result in cancellation of the plan as well as forfeiture of future plan participation privileges.  

If the account balance is not paid, the student's enrollment may be canceled for non-payment.

NOTE:  Semester outstanding balances not satisfied by the payment deadline date will be subject to further penalties such as a late payment fee, an account hold, or dropped registration.  Accounts unpaid by the 10th day of semester classes may be dismissed for non-payment.

Currently a US checking or savings account with ACH acceptable debits is the only payment method used by the University’s Budget Tuition Plan.  The University continually evaluates available payment methods and may change payment options in the future.

Fixed:  Email bthelp@vt.edu with your specific request no later than 7 business days prior to an effective debit date. 

Variable:  No action is necessary. The debit is automatically increased, or decreased, based on the student account balance for the semester.  Payment amount will be locked in place 7 days prior to each month’s debit date, although the debit amount can decrease if payment is made on the student account from a different source.

Students and the participant(s) granted permission by student to enroll (Parent PIN) can make the account adjustment to their separately enrolled plans. 

    www.hokiespa.vt.edu
  1. Choose the “University Account Information” menu
  2. Choose “Apply for the Budget Tuition Plan"


Parents login: https://commerce.cashnet.com/vtpay

  1. Select “Edit” under the Budget Tuition Auto Payments Menu
  2. Select “Continue editing”
  3. Select “Continue”
  4. Choose the payment method you want to use
  5. Select “Continue”
  6. Enter the payment method information
  7. Select “Continue”
  8. Select “Submit Changes”

Students may grant parents or other third parties access to set up a Budget Tuition Plan on the student’s behalf.  To authorize a Parent PIN:

  1. Students login to www.hokiespa.vt.edu
  2. Choose the “University Account Information” menu
  3. Choose “Budget Tuition Plan”
  4. Select “Add New” under the Parent PINs Menu
  5. Enter relevant information
  6. Select disclosures
  7. Select OK
  • A system generated email will be sent to the third party with a temporary password. The newly created Parent PIN will have 48 hours to login and update their permanent password. If not, the student must delete the current Parent PIN and begin the process over.

Delete or Edit a Parent PIN: 

  1. Students login to www.hokiespa.vt.edu
  2. Choose the “University Account Information” menu
  3. Choose “Budget Tuition Plan”
  4. Select “Edit” or “Delete” under the Parent PINs Menu and follow the instructions.

Reset the Parent PIN Password:

  1. Students login to www.hokiespa.vt.edu
  2. Choose the “University Account Information” menu
  3. Choose “Budget Tuition Plan”
  4. Select “Edit”
  5. Select “Reset Password”
  • A system generated email will be sent to the third party with a temporary password. The newly created Parent PIN will have 48 hours to login and update their permanent password. If not, the student must delete the current Parent PIN and begin the process over.

NOTE TO PARENTSUniversity access and disclosure authorizations are granted and maintained by the student. If you no longer have access to the budget plan system or have forgotten your PIN, please contact your student.

When enrolling in a Fixed Plan, please review your e-bill and current account status within the University’s e-billing system.  Remember that Variable Plan payments may increase or decrease based on activity in the student account.  The maximum scheduled amount will be set in the system 7 days prior to the scheduled payment. 

Student:

  1. Login to www.hokiespa.vt.edu
  2. Choose 'University Account Information' menu
  3. Choose 'View and Pay e-Bill'
  4. Choose 'View Accounts'
  5. Choose 'Account Status' or 'Statement History'

Authorized Payer (Separate from BTP Parent PIN Portal ):

  1. Login to https://quikpayasp.com/vt/tuition/authorized.do
  2. Choose “View Accounts”
  3. Choose “Account Status” or “Statement History”

NOTE: The Bursar's Office generates billing statements at least monthly for new account activity with full payment due by the statement posted due date.  The amount due may change between the statement issuance date and the scheduled debit date. 

A detail schedule of tuition and fees is available on our website, www.bursar.vt.edu.

Please contact the Bursar’s Office in writing at bthelp@vt.edu and let us know you would like to cancel your plan.  If you have more than one plan, please be sure to specify which plan you are canceling.

Canceling the auto payment method online does not cancel the plan, it just removes your payment method.  You are still responsible for the debits and an auto payment method is required as a term of participation in the BTP.  A $50 late installment payment fee will be incurred for each canceled payment unless the balance is paid in full on or before the scheduled installment plan payment due date. 

NOTE:  If the plan is canceled resulting in an amount due, the outstanding balance will need to be settled immediately, or further penalties such as a late payment fee and an account hold will apply.  Accounts unpaid may ultimately be dismissed for non-payment.

We cannot change or postpone a scheduled debit date.  It is possible to prepay an amount due or change the bank account instructions prior to the debit.  A $50 late installment payment fee will be incurred for each canceled payment unless the balance is paid in full on or before the scheduled installment plan payment due date.  Please contact bthelp@vt.edu to cancel a payment.

The Variable Plan will automatically calculate the amount due, and adjust monthly debits based on existing cost with no action required.

Fixed Payment Plans:  Prior to applying, please check the most recent e-bill and current account status available under the “View and Pay e-bill” menu on www.hokiespa.vt.edu.  Please keep in mind that charges that have not yet been processed, such as a meal plan you are definitely planning to add, or a course fee for a course that you have not yet enrolled in, will not appear.  Such anticipated charges can be budgeted for at this time, or you may request an adjustment to your budget amount later.   Please notify our office in writing of your adjustment.  All requests must be delivered at least 5 business days prior to the effective debit date.  Email to bthelp@vt.edu from the plan account holder, fax to 540-231-3238 or standard mail delivery to the remittance address on the bill are acceptable. 

Remember, all charges once billed are due by the due date shown on each e-bill.

NOTE: The Bursar's Office generates billing statements at least monthly for new account activity with full payment due by the statement posted due date.

The Variable Plan will automatically increase and decrease with no action required.

Fixed Payment Plans:  Alter your BTP Fixed Plan debits by sending an email request to bthelp@vt.edu, or by submitting a written request to our office. All requests must be received at least 5 business days prior to the effective debit date . Office of the University Bursar (MC0143), Student Services Building, Suite 150, Virginia Tech, 800 Washington Street SW, Blacksburg, VA 24061, Fax: 540-231-3238.  An email or written request must contain a specific adjustment amount and the student's Virginia Tech ID in order to be processed.

Yes, a new enrollment and application fee must be submitted each semester, for each plan enrollment.

No other payment plan methods are available but as an alternative to the plan, students may apply for Federal student financial assistance.  For more information, contact the Office of University Scholarships and Financial Aid at 540-231-5179 or finaid@vt.edu .

NOTE:  Semester outstanding balances not satisfied by the payment deadline date will be subject to further penalties such as a late payment fee and an account hold.  Accounts unpaid by the 10th day of semester classes may be dismissed for non-payment.

The debit will be processed and you should expect the funds to be debited from your bank account on the third Friday of each month, August to November for fall and January to April for spring.

Fixed Plan: The upcoming debit amount cannot be adjusted. 

The Variable Plan: The upcoming debit will not increase due to student account changes, but can decrease if the student account balance is reduced by an amount greater than the remaining unbilled debits. 

If you need to make changes to the payment method or review scheduled debit amounts, please log into the payment plan system through Hokie SPA or the Parent BTP PIN. For further assistance, please contact the VT Bursar's Office bthelp@vt.edu or 540-231-6277.

Students should log in to www.hokiespa.vt.edu, select the BTP link, and then choose the view plan link they would like more information on.  Parents and other payers must have a Parent PIN established by the student before they can access the plan site.  Once established, they can then log in to the plan site at:

https://commerce.cashnet.com/vtpay

Please note that you cannot edit or view the payment method information on this site for a plan that you did not enroll in.

A) If you have already paid for a returned debit, please ensure that your bank account information through the BTP system is correct to reactivate your auto payments account. 

STUDENT:

  1. Log on to HokieSPA
  2. Choose "University Account Information" Menu
  3. Choose "Budget Tuition Plan"
  4. Select "Edit" or "Correct" Under the "Budget Tuition Auto Payments" Menu Option
  5. Choose "Continue Editing"
  6. Choose "Continue"
  7. Select Button "Enter new electronic check information", then "Continue"
  8. Enter Correct Account Information, then "Continue"
  9. "Submit Changes"

PARENT (if authorized):

  1. Login to CashNET
  2. Select "Edit" or "Correct" Under the "Budget Tuition Auto Payments" Menu Option
  3. Choose "Continue Editing"
  4. Choose "Continue"
  5. Select Button "Enter new electronic check information", then "Continue"
  6. Enter Correct Account Information, then "Continue"
  7. "Submit Changes"

B) If you have not paid returned debit, please pay using the steps below and then update your account information as shown under step A. 

STUDENT:

  1. Login to HokieSPA
  2. Choose "University Account Information" Menu
  3. Choose "Budget Tuition Plan"
  4. Choose "Make Payment"
  5. Enter Failed Debit Amount
  6. Select "Checkout"
  7. Select "Enter new electronic check information"
  8. Enter Payment Information
  9. Select "Continue Checkout"
  10. Select "Continue Checkout"
  11. Select "Submit Payment"

PARENT (if authorized):

  1. Login to CashNET
  2. Choose "Make Payment"
  3. Enter Failed Debit Amount
  4. Select "Checkout"
  5. Select "Enter new electronic check information"
  6. Enter Payment Information
  7. Select "Continue Checkout"
  8. Select "Continue Checkout"
  9. Select "Submit Payment"

NOTE: Semester outstanding balances not satisfied by the payment deadline dates will be subject to further penalties such as a late payment fee, an account hold, or dropped registration. Accounts unpaid by the 10th day of semester classes may be dismissed for non-payment. 

For further assistance, please contact the VT Bursar's Office at bthelp@vt.edu or 540-231-627.

No. You should contact the Virginia College Savings Plan office in Richmond (1-888-567-0540) to request summer or winter term benefits for tuition. We do not automatically bill prePAID 529 for summer or winter terms.

To ensure maximum financial benefit from your prePAID 529 when receiving scholarships or grants designated for tuition only, consideration should be given to the level of benefits being accessed. You may want to contact the Virginia College Savings Plan Office (1-888-567-0540) to review plan options for covering other non-tuition educational costs such as room and board.

If you have notified VCSP by sending them an "Intent to Enroll" form to let them know which college or university you are attending, your name will be on the roster of participants we receive in early July each year.

No. prePAID 529 will only pay normal tuition and fee charges that every university student receives. Not fees specific to a course or major.

Once we receive the roster, a pending credit for the amount of tuition and fees is entered on each student account. You will see the pending credit on your bill and also on the Hokie SPA. As long as all charges other than tuition and fees are paid or covered by scholarships or loans and there is not amount due by the payment deadline, you should not have a hold or late fee and your classes are protected.

The maximum amount prePAID 529 will pay is in-state undergraduate tuition, library, technology and comprehensive fees capped at the full-time Blacksburg campus rate (12 hours).

We receive a roster of all prePAID 529 participants each semester (approximately the first week of July for Fall semester and the first week of December for Spring semester). When you receive your bill, you will see a prePAID 529 pending credit on your account for the amount of tuition and fees. The amount due for room, board, and any other charges will be reflected in the balance.

No, you only have to send it the first time you enroll unless you leave the university and re-enroll later. In that case, you would need to send in another form.

Yes, you need to request the amount of distribution you want sent to us every semester.

We will not be notified until the funds are disbursed and on their way to us. If you will send (fax) a copy of your distribution request form to the Bursar's Office at the same time you send it to Richmond, we can enter a "pending credit" on your student account until payment is received.

You should use the nine digit Student ID number assigned to you by Virginia Tech which normally begins with 904 or 905.

If you have enrolled in classes for credit at Virginia Tech and have tuition charges on your student account, we can bill Virginia prePAID for the tuition and fees you owe to VIrginia Tech.

Not necessarily. Virginia Tech is required to provide the "amounts billed for qualified expenses" (Box 2) and "scholarship or grant" (Box 5) figures to help you determine the amount of qualified expenses you can claim on your IRS Form 8863. Per Internal Revenue Code Section 25A, taxpayers may claim an education tax credit only with respect to qualified tuition and related expenses paid (NOT billed) during the calendar year. You will need to review your payment records to determine the actual qualified expenses paid. Remember that qualified amounts paid by student loans may count as payments eligible for these purposes. Scholarships and grants received may reduce your eligible payment amounts. See IRS Publication 970 for information to determine your qualified expenses paid amount.

IRS guidelines require that colleges and universities report either "payments received for qualified tuition and expenses" (Box 1) or "amounts billed for qualified tuition and expenses" (Box 2).

Virginia Tech has chosen to report "amounts billed for qualified tuition and expenses" (Box 2). This means that all students will have a blank for "payments received for qualified tuition and expenses" (Box 1).

According to IRS guidelines a college or university may choose to report either payments received (Box 1) or amounts billed (Box 2) for qualified tuition and expenses.

Virginia Tech has chosen to report the amounts billed for qualified tuition and expenses (Box 2); however, the amount reported in Box 2 of the 1098-T form may be different from what you have actually paid.

Box 2 includes tuition and the following fees: tuition, technology fee, library fee, commonwealth facility & equipment fee (non-resident only), student activity fee, student cultural activities fee, athletic fee, recreational sports fee, and student services fee.

The amount in Box 2 includes the tuition and fees that were billed between January 1 and December 31.

Virginia Tech does not bill for these types of items. Students must keep track of their qualified charges in their own records.

If you have further questions or need more assistance, please contact the IRS at www.irs.gov, or contact your personal tax advisor.

Virginia Tech only reports the amount billed by the University on the 1098-T. If a student, or a person claiming the student as a dependent, wishes to claim the tax credit for educational expenses, they must determine the amount actually paid - NOT BILLED. These numbers can vary.

In addition, related expenses under the American Opportunity Tax Credit, need to be determined from records kept by the taxpayer. Virginia Tech does not report this information on the 1098-T. If you have further questions, please contact the IRS at www.irs.gov, or contact your personal tax advisor.

VA Tech is not required to issue a 1098-T to:

  • Students whose qualified tuition and related expenses are entirely waived or paid entirely with scholarships or grants (when Box 5 is greater than Box 2).
  • Students covered by a formal billing arrangement between the institution and an employer or a government entity.
  • Students classified as a Non-Resident Alien by the University Registrar, will not have a 1098-T form generated.

Please review all the information provided.

If you still believe there is an error on the 1098-T, please contact the Office of the University Bursar at 540-231-2175 or bursar@vt.edu.

If your Social Security Number is incorrect on the 1098-T, please contact the Office of the University Bursar at 540-231-2175 or bursar@vt.edu.

Be aware that you will be asked to provide verification of the correct Social Security Number.

The student will need to:

  • Login to Hokie Spa
  • Click on "University Account Information"
  • Click on "Tax Notification"
  • Enter the tax year

The student will need to:

  • Login to Hokie Spa
  • Click on "University Account Information"
  • Click on "Tax Notification"
  • Enter the tax year

Virginia Tech is not required by the IRS to file a Form 1098-T for non-resident aliens. These students are exempt because non-resident aliens are not eligible for education tax benefits unless they are residents for tax purposes.

However, Virginia Tech cannot make a definitive determination which international students are residents for tax purposes.

The IRS also requires Virginia Tech to provide a 1098-T to any non-resident alien who requests to receive one. Because we cannot determine who should and who should not receive the 1098-T, we generate a form for all students and request a Tax Identification number, even though the student may or may not be eligible for an education tax credit.