In order for your sponsor to be billed, you must send a copy of the official award notification from your sponsor directly to our office at the following address:

Office of the University Bursar (MC0143)
 Student Services Building, Suite 150, Virginia Tech
 800 Washington Street SW
 Blacksburg, VA 24061

The award notification or training document from your sponsor should be sent along with the Virginia Tech Reporting Form for Scholarships and Other Assistance. Authorizations (letters and forms) should include the student's name, ID number, amount, terms (Fall, Spring, etc.) and any particular requirements for applying the funds. A copy of this form may be found at:

Reporting Form for Scholarships and other Assistance

When we have received the award notification or training form, we will place a pending credit on your account. You will not receive a pending credit and your sponsor will not be billed unless the official documentation is sent to our office.

The Office of the University Bursar must receive the reporting form, award notification and/or check if sent to student from sponsor) by July 1 for pending credit to show on the Fall semester bill and by December 1 for pending credit to show on the Spring semester bill. If received after these dates, and the pending credit does not appear on your billing statement, you can monitor your account on Hokie SPA to determine when the pending credit appears on your account.

Failure to send a sponsor authorization letter by the payment deadline may result in a late fee of 10% of the past due balance (not to exceed $125 per term) and account hold. If payment has not been received from the sponsor before the end of classes for the semester, pending credit will be cancelled and the student will be billed. Students will be notified before pending credit is cancelled.

Frequently Asked Questions

You should submit authorization forms and sponsor award letters from governmental agencies, sponsors and/or employers directly to,

Office of the University Bursar (MC0143)
Student Services Building, Suite 150, Virginia Tech
800 Washington Street SW
Blacksburg, VA, 24061

You should contact the Graduate School at grads@vt.edu or call 540-231-8636.

Your employer should send a list of students each term who are enrolled in courses and who are eligible for in-state tuition based on the special arrangement contract between the employer and Emily Ross in the University Registrar's office.

Emily Ross
Office of the University Registrar (MC0134)
Student Services Building, Suite 250, Virginia Tech
800 Washington Street SW
Blacksburg, VA, 24061

The Registrar will verify eligibility and make the appropriate entry on the student's record, which will result in the assessment of in-state tuition on the student's account. The student should submit the voucher for payment of tuition to the extended campus registrar or mail the voucher to,

Office of the University Bursar (MC0143)
Student Services Building, Suite 150, Virginia Tech
800 Washington Street SW
Blacksburg, VA, 24061.

A memo credit will then be entered on the student's account and the sponsor will be billed for the tuition charges.

Your sponsor should send an official, signed letter directly to the Office of the University Bursar authorizing Virginia Tech to bill them for your tuition and fees. The letter should include your name, student ID number, amount, semester and year covered, bill address and instructions. Once your sponsor letter is received, we will apply a pending credit to the student account. We do not bill sponsors until after the last day to add classes for the semester (two weeks after classes begin).

Note: If we do not receive a sponsor authorization letter or payment by the billing deadline, a late fee and hold may be assessed to the student account.