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Sponsorships
Getting Started
- Sponsors SPNSR Click this tab to view content pertaining to Sponsors
- Students STDNT Click this tab to view content pertaining to Students
Initiate the sponsorship process by submitting the following:
- Sponsor Agreement and Approval Request form*
This form is required to be completed and on file in order for any sponsorships from you to be processed at Laurier.
New agencies who have not sponsored a student at Laurier and who do not have a sponsor account at Laurier will need to complete this form in order to have a sponsor account and Laurier sponsor ID number created.
Agencies who already have a sponsor ID and account at Laurier will need to complete this form only if any of the following has occurred:
a) The sponsor account has been inactive for more than one (1) calendar year
b) There has been a change in staff and/or signing authority - Confirmation of Sponsorship Letter(s) for each of your sponsored students to sponsorship@wlu.ca.
Confirmation of Sponsorship Letters must meet the following:
- Be on agency letterhead (in PDF or DOC format only)
- One confirmation of sponsorship letter per sponsored student
- Include the following:
- Student's first and last name
- Student's Laurier student ID #
- Duration of sponsorship (can be per term or multiple terms of not more than one academic year, ie. Fall, Fall/Winter or Fall/Winter/Spring)
- Sponsorships spanning multiple academic years must have a new sponsorship letter submitted prior to the start of the new academic year
- Coverage details
- What is covered: Specific fees and/or specific amounts
- What is not covered, if applicable: Specific fees adn/or specific exclusions
- Billing address and billing email - invoices are emailed directly to agencies
- Contact information - name, phone number, email
Submitted payments where a Sponsor Agreement has not been completed/accepted and/or a Confirmation of Sponsorship Letter has not been received will not be processed.
Ensure that you have completed the following:
- Submit the Sponsored Student Agreement and Consent to Release Information to Third-Party form
- Receive a copy of your sponsorship letter from your sponsor and be aware of your sponsorship amount, conditions and exclusions
- Review all sponsorship information provided online and via email communication to your MyLaurier account
As a Laurier student, you ultimately remain responsible for your Laurier student financial account and all fees assessed. This includes being aware of all details of your sposorship, including any amounts, terms, conditions and exclusions to your sponsorship, if applicable.
Any fees not covered by your sponsorship will remain your student financial account for you to submit payment for by your fees' invoice due date.
Important Information
Student Invoices
Students, you will continue to receive copies of your invoices posted to LORIS for your records. In order to avoid confusion and/or delays, you are asked not to submit your student copy invoice(s) to your sponsoring agency for payment.
At invoicing, awards and/or bursaries that you have arned for the term will have already been applied to the account and therefore reflected on the invoice balance. Submitting a student copy invoice to your sponsoring agency may result in your sponsor paying only this invoiced balance and thereby deducting your earned award from your sponsorship.
When your sponsorship is processed, your sponsor will receive their own sponsor invoice for your fees which will include the full amount of all fees that they have indicated they will pay. This will then ensure that any awards or bursaries that you have earned will remain as a credit on your account for you to have access to to go towards any fees not covered by your sponsor or to be refunded at your request, if applicable.
Sponsor Invoices
Once a sponsorship has been processed to a student account, a sponsor invoice will be generated. This sponsor invoice will be made out to the sponsoring agency and will include a detailed breakdown of the fees that the sponsor has indicated they will cover.
Sponsor invoices are sent directly to the agency via email.
We ask that sponsors do not accept student copy invoices to facilitate sponsorship payment to the university. Student copy invoices can include adjusted balances based on any scholarships and/or bursaries awarded for the term and they will also include fees that are not covered by the sponsorship. This can lead to amounts that are inaccurate. Payments received for students where a confirmation of sponsorship letter is not on file or payments received for students where a sponsor invoice has not been generated will not be processed.
Sponsorship confirmations that designate a specific maximum amount will be automatic split between the duration of the sponsorship.
For example: A Fall/Winter sponsorship that has a maximum amount of $8000 for tuition/fees and $10,000 for residence will be processed and invoiced as:
$4000 tuition/fees for Fall and $4000 tuition/fees for Winter
$5000 residence/meals for Fall and $5000 residence/meals for Winter
Where a student's fees are over and above those amounts, the student will be responsible for paying the difference remaining.
Insurance coverage, including extended health and dental and/or UHIP, is not usually covered by sponsorships. Students, ensure that you review your sponsorship details carefully and either opt-out with your proof of alternate coverage where applicable or submit payment by your invoice due date.
Fees designated as optional may not be covered by sponsorships. Students, ensure that you review your sponsorship details carefully and either complete opt-out steps where applicable or submit payment by your invoice due date.
Confirmation of Sponsorship Letters
At least two weeks prior to the start of term: Confirmation letters* are expected to be received at sponsorship@wlu.ca at least two weeks prior to the term's start date/term's first invoice due date.
Late fees will not be eligible for adjustment where confirmation of sponsorship letters are received after the start of term.
* For sponsored Indigenous students: Coordination with Financial Aid for sponsored Indigenous students with completed OSAP applications will not be possible where confirmation of sponsorship letters are received after two weeks prior to the start of term and/or where OSAP applications are completed by have outstanding documents/requirements.
Sponsorship Confirmations to Students
At least one week prior to the start of term: Students for whom a sponsorship letter has been received will be sent communication to their MyLaurier email confirming that sponsorship is queued for processing along with additional information and next steps, if applicable.
Sponsorship Processing
Two weeks after the start of term: Sponsorships will begin to be processed after the last date to register for the term.
This is to avoid generating multiple invoices to agencies while students still have the ability to register and make course changes.
Once a student's sponsorship has been processed, email confirmation will be sent out to their MyLaurier email to notify that the student account and balance has been updated.
Since sponsorships are not processed until approximate two weeks after the start of term (and first invoice due date), sponsored students whose confirmation of sponsorship letters were received prior to the start of term will have any applicable late payment fees adjusted/reversed according to the sponsorship coverage.
Late fees will still apply to any fees not covered by the sponsorship and not paid for by the invoice due date.
Financial Aid Coordination
Sponsored Indigenous students can be eligible to have their OSAP funding confirmed and sent directly to them by meeting all of the following criteria:
- Have a completed OSAP/government loan application (without any outstanding documents/requirements) no later than two (2) weeks prior to the start of term
- Have a Confirmation of Sponsorship letter submitted by their sponsoring agency on their behalf to sponsorship@wlu.ca no later than two (2) weeks prior to the start of term
Sponsored Indigenous students who do not meet the above criteria at the two weeks prior to the start of term deadline will not be guaranteed to have been flagged to Financial Aid and OSAP/government loan funding may be directed to the school for payment and applied to your student financial account.
Multiple sponsors/sponsorships are not eligible to be processed. Laurier will not invoice multiple sponsoring agencies for the same fees.
Students with multiple sponsors/sponsorships for the same fees will have only one sponsorship processed to one agency designated as the primary sponsor.
Coordination of sponsorship can occur if/when the primary sponsor does not cover specific fees or has a maximum fee where the remaining amount can then be allocated to the secondary sponsor.
It will remain the student's responsibility to coordinate with each of their sponsors to designate who is primary/secondary sponsors. It will also remain between the student and their sponsoring agency to arrange for any other funding that is not eligible to be invoiced through Laurier.