- “What is COTOP (Chancellor’s Office Tax Offset Program)?”
This program allows state agencies to request an interception of state tax refunds to be applied towards unpaid fees. For more details, please click here.
- “I just received a letter saying I have 30 days to pay an outstanding balance or the balance will be collected by the Franchise Tax Board. Why?”
If you have received this letter from us, this means you have fees that have been pending payment on your student account from one or more previous semesters. This letter is to formerly notify you of these pending fees and that we will be participating in California Community Colleges Chancellor’s Office Tax Offset Program (COTOP). Beforehand SRJC will send out this “due process” letter to the last known address of the student informing them that they may be sent to COTOP. The 30 days will allow students time to question/petition the debt and/or pay the college before the tax offset process begins with the Franchise Tax Board.
- “Why am I getting notified about fees on my account now when I have not attended for some time?”
We do not mail billing statements every semester, however courtesy automated email reminders are sent. It is the student’s responsibility for monitoring their own fees after they sign up for classes within their student portal/account. This includes being aware of fees associated with enrolling and refund eligibility for those fees.
- “I received an Intercept Funds Notice but I never got a letter regarding COTOP, why is that? And what is this Intercept Funds Notice?”
COTOP letters are sent to the last known address we have on record. It is most likely the address we have on file is old or incorrect. Students can update their contact information at any time in their student portal, update their contact information by filling out a student date change form by clicking here, or by contacting Admissions & Records for assistance. The Intercept Funds Notice is a letter from the Franchise Tax Board (FTB) informing you that your state tax refund has been intercepted by us or another state agency. You can read more information regarding it by clicking here.
- “Where can I view the breakdown of these fees or get assistance as to what these fees are?”
Fees can be viewed at any time in your student portal/account. For further assistance regarding the fees listed, please contact us at the Accounting Office. If you need assistance logging into your student portal and cannot use the email recovery options, please contact the Admissions & Records Department.
- “My classes were dropped in time, why am I still being charged?”
You may have met the refund eligibility for one or some of the fees, but not the others. Or you may not have finalized dropping the class in your portal. Refund deadlines are available on our website. If the semester you are inquiring about is no longer available online then you can verify the drop dates with Admissions & Records. Students receiving financial aid should be consulting with the Financial Aid Office to understand the implications to their student aid when dropping classes.
- “How do I dispute these fees?”
Tuition fees can be disputed by submitting a Petition through Admissions & Records. Petitions will always be required for any reason after a deadline, including a medical reason. The Accounting Office does not verify your participation for classes that are dropped. Please visit the Admissions & Records Forms Page to find an online Petition regarding fees and/or dropping after a deadline.
- “What if my student portal does not reflect the payment from my interception letter?”
As stated on the Franchise Tax Board website, it may take up to 6 months before payment from your interception is processed in our system. Times can take longer for those who processed their taxes late. If you had your taxes intercepted and are attempting to register for an upcoming semester, please email a copy/scan of your interception letter to Nicole (nobrien@santarosa.edu) to notate your account. The fees will still be visible up until we receive payment from the FTB.
- “Can I do a payment plan to delay the COTOP process?”
Payment Plans are for students who are attempting to register for classes. You are welcome to pay any partial payments you can towards the fees and lower them, but we will continue to go through with the process.
- “I was supposed to have Financial Aid cover all my fees. How do I get this corrected?”
Visit your ‘MyFinancialAid’ portal to confirm if you were eligible for some type of aid during that semester. Students who are eligible for financial aid, then dropped their classes, may be required to payback return/payback their aid. Contact the Financial Aid Department for additional assistance and verification at 707-527-4471.
- “What happens if I do not make any payment?”
Then we will follow through with the COTOP process. If no interception is finalized by the Franchise Tax Board, then another attempt will be made the following year.