Sponsorship Agreement and Approval Request Form

Wilfrid Laurier University is happy to work in partnership with third parties who are assisting our students with all, or a portion of their tuition fees through sponsorship.  

The University defines a sponsor as a third-party organization or group, including but not limited to First Nations, government bodies, WSIB, etc (the “Sponsor”), who require an invoice made out in the Sponsor name in order to facilitate payment of student fees.  

Sponsorship does not include individuals and relatives who wish to pay a student’s fees or organizations awarding scholarships that do not require to be invoiced.

Terms and Conditions

• By requesting and receiving approval as a sponsor through this form, your organization undertakes the liability for paying fees, by invoice per term, for the student(s) that you submit a Confirmation of Sponsorship letter.
• Tuition fees are inclusive of tuition, incidental fees, housing/meal plan and insurance fees
• Upon approval as a sponsor, your organization will receive a Laurier sponsor ID # where all sponsorship fees will be applied and invoiced.
• This Sponsor Agreement & Approval is considered valid unless the sponsor account is inactive for a period of one (1) academic year (September – August) or three consecutive terms or more.  A new Sponsor Agreement & Approval Request Form is required to re-open the account.
• Submission of the Sponsor Agreement and Confirmation of Sponsorship Letter is considered a binding commitment for the sponsorship of the student(s).  The Sponsor Agreement applies for the duration of the sponsorship.  A Confirmation of Sponsorship Letter is required for each sponsored student each year. 
• Submission of a Confirmation of Sponsorship Letter will authorize Laurier to invoice the sponsor for student fees up to a maximum of one (1) academic year (September – August)
• Sponsorships where a maximum amount is provided will be divided equally between the terms included in the academic year (example: $10,000.00 for one academic year for fall, winter and spring terms = $3,333.34 for each term).  The sponsored student is responsible to pay all remaining student fees.
• Sponsors are subject to the Laurier debt recovery process for overdue accounts at the discretion of the Enrolment Services: Student Accounts.  Laurier reserves the right to delay the processing of new sponsorships or to place an encumbrance by way of a financial hold upon the sponsored student’s account and follow Laurier’s processes for recovery directly from the student if there are outstanding fees owing.
• Laurier reserves the right to reject any sponsorship agreement or approval at any time including continued non-payment of sponsorship account .

Obligation of Sponsor

• Submit Agreement & Approval Request Form – this agreement and approval is valid unless the sponsor account is inactive for a period of one (1) academic year or three consecutive terms, in which a new Sponsor Agreement & Approval Request Form is required to re-open the account.
• Submit Confirmation of Sponsorship Letters for all sponsored students to sponsorship@wlu.ca no later than two weeks prior to the start of each term the sponsorship is approved for 

• Provide sponsored student with copy of sponsorship/ensure sponsored student is aware of their sponsorship terms, conditions and funding.
• Notify Laurier directly at sponsorship@wlu.ca for additional invoicing approval for fees not included in the sponsorship.
• Notify Laurier directly at sponsorship@wlu.ca for sponsorship cancellations by the term’s drop/withdrawal date with no penalty as outlined in the Academic Calendar.  Cancellations received after this date will not be processed and payment should be made to the sponsor account to cover outstanding balances as invoiced – arrange reimbursement with your sponsored student.
• Submit payment for sponsorships by way of direct invoice to your organization only – do not accept student-copy invoices to facilitate payment as these may not reflect the total amount owing for sponsorship (awards, bursaries and scholarships may have already been applied)
• Submit cheque payment to:

Wilfrid Laurier University
ATTN: Student Accounts
75 University Ave. W.
Waterloo ON N2L 3C5

• Reference Laurier sponsor ID number, invoice number, student name, payment amount on payment, submitting separate sheet if necessary.
• Request information such as grades, transcripts, etc. from your sponsored student directly.  Laurier does not provide official records to third-parties.

Eligibility for Refund

Occasionally, students make registration changes that result in a credit to the student account.  If a sponsored student’s registration changes result in a credit that was paid for by the sponsor, the credit will be applied to the sponsor account and will be refunded to the organization at the end of the term.