Finance Department: Payment Policies

Regulation on payment of fees

Expenses and charges

The University Council sets the fees in anticipation of projected operational costs for the year. The annual charges vary according to the number of courses taken and the student’s residential status. ANU endeavors to provide quality education at reasonable fees. It is the responsibility of the sponsor/parent to make sure that the student’s accounts are fully paid.

Payment arrangements

All charges (Tuition, statutory fees, room and board) are due and payable at the beginning of each Trimester during registration. Students who pay full fees for all charges by the last official registration date are given a discount of 2.5% per trimester on tuition and fees. (Note: The discount is not applicable to the following fees: room and board, text book fees, Transport and meals).

Where a student is unable to clear his/her account at the beginning of the Trimester, the University may at its own discretion allow registration on acceptable installment plan as shown below:

Installments

A student who takes this arrangement must meet the following conditions:

Please note the following:

1. Students paying by installments are charged 5% of the balance outstanding as at the end of the official registration date.
2. The University allows a maximum of 3 installments and all balances are due on or before the 10th week of the Trimester.
3. The University may require written commitment for the installment.

Where a student fails to honor his/her installment or fails to clear fees, the University will take the following actions:

1. The student will be notified by a letter from the Registrar’s Office dis-enrolling him/her until proper arrangement is made with the Student’s Accounts Office.
2. The student will lose the rights and privilege of using tuition, boarding and all other university facilities including sitting for exams.
3. The student will not be allowed back into a unit after missing 9 hours of class work within that Trimester. Refund schedule will apply as indicated below.
4. No student will register for the current Trimester unless the account for the previous Trimester is paid in full and conditions for registration for the current Trimester met.
5. No student will be allowed to sit for end of Trimester exam with a fee balance.
6. No results or transcript for the last Trimester will be issued until the account has been paid in full.
7. Graduating students will not be allowed to participate in graduation exercise and no certificate or official transcript will be released to graduates.

Upon payment, a clearance sheet will be issued from the Finance Office. The sheet will enable the student to have access to university facilities and allow the Registrar’s Office to give clearance for class attendance subject to University Academic Regulations.

Refund of Fees

Refunds may arise out of credit note passed in the account after withdrawal by a student or overpayment of fees. All refunds of fees to the students will be made by Check to the parent/sponsor/guardian through a written request.  The University does not make refunds to the student.

Refund Policy on Complete withdrawal from the University

All students withdrawing from ANU must complete a “Clearance form” available from the Dean of Students office. The official withdrawal date is the date established by the Registrar and Dean of Students offices.

This refund schedule will be followed:

Tuition, Fee, Room and Board.        

Students who withdraw from school within one week after classes begin will receive 100% refund of tuition and fees. Room and Board charges shall be prorated.  The schedule below will be followed for any withdrawal after 2 weeks from the beginning of the trimester.

1. Tuition & other fees:
   • First one week of the Trimester - 100%
   • End of Week 2 - 80%
   • End of Week 3 - 70%
   • End of Week 4 - 60%
   • End of Week 5 - 40%
   • End of Week 6 - 25%
   • End of Week 7 - 10%
   • There will be no Refund after the 7th week of the Semester.
2. Room and Board, Transport
   The refund will be prorated based on 14 week period and decreased by KSH 2000 administrative charges.
3. Caution and Excess Text book Fee
   The caution fee is the deposit, which covers any damage by the student. It is paid once in the first year. If damages occur during the year and the student does not pay immediately, the amount will be charged to the student’s account. Where the cost of damage is more than the caution fee paid, the student will pay the difference.  Where caution fee has been used to pay for damages, students will be required to increase their caution fee to the prescribed level.

Students are expected to maintain all facilities and grounds in good condition, including the dormitories, the dining hall, library, Student center, classrooms, computer lab, chapel, etc. In this regard, property damaged by students may be reclaimed from the students as a group, or as a select group at the discretion of the University.

A refund of the caution fee and excess text book fee for outgoing seniors or students not returning will be available upon clearance of all fees, library fines, etc. Caution fees must be applied for and the request submitted to the finance office. Processing may take some time.

Use of credit balance for purchase of books

The University bookstore sells books and stationery. The items must be paid for at the bookstore. Any credit from a student account can be transferred to the bookstore upon receipt of a written request in the finance office.

Printing/Photocopying Policy
Each student is entitled to 50 free papers per unit registered for. The free papers shall cover all printouts, i.e. handouts, course outlines, transfer forms, fee statements and invoices, add/drop forms etc. N/B the printing papers shall not be carried forward. The account shall read 0/= at the end of the trimester.

Each student is entitled to one copy of grade sheet per trimester for the previous trimester results. A fee will be charged for additional copies.

The students are entitled to a copy of one personal timetable on registration per trimester. A fee will be charged for additional copies.

For all personal printouts, students will be charged a fee which will be posted on a University fee sheet and near student-used copiers.