Office of Accounting
Your college education is one of the most important investments you will make. The Accounting Office is here to help you manage your educational expenses so you can focus on why you chose Earlham to learn and to prepare for your future. Throughout your time here, the staff in the Accounting Office will work with you and your family to navigate your Earlham finances and find solutions to meet your individual needs.
The Office of Accounting at Earlham:
- Records charges and credits to student accounts.
- Operates the cashier’s window.
- Processes payment to vendors for all college purchases.
- Records interdepartmental transfers.
- Keeps financial records for each department and prepares monthly reports of budgeted income and expenses.
- Maintains investment records.
- Works with the outside auditors.
- Prepares reports for outside agencies.
Billing, payments and other student account services
You may download our Student Account Services Brochure for printable information.
Nelnet is Earlham’s student account center where you can review account statements, make payments, and even enroll in a payment plan that works for your family, including 4- and 5-month plans.
If a family member or friend will be helping you manage your Earlham finances, you can grant them access to your financial accounts in Nelnet. Those granted access also receive:
If someone is helping you pay to attend Earlham, please provide them access to your student account summary. Without this access granted, the Accounting Office cannot provide them with any information about your account such as amount owed or payments received. On the homepage of your Nelnet account, there will be a link to allow you to add an authorized party. Due to federal student privacy regulations (FERPA), parents may only access the Nelnet Student Account Center if they are granted access by their student.
You may access your Nelnet account via the student login or authorized party login.
Fall 2025 Payment Plans
Available on July 1, 2025
| Enrollment Deadline | No. of Payments | Months of Payments | Payment Date |
|---|---|---|---|
| August 7 | 5 | August – December | 11th |
| September 7 | 4 | September – December | 11th |
Spring 2026 Payment Plans
Available on December 1, 2025
| Enrollment Deadline | No. of Payments | Months of Payments | Payment Date |
|---|---|---|---|
| January 7 | 5 | January – May | 11th |
| February 7 | 4 | February – May | 11th |
Nelnet Payment Methods
Cost to participate
Earlham does not send paper bills. Electronic bills (e-bills) are generated once prior to the start of each semester and are snapshots of your account at the time the e-bill is issued. An e-mail notification will be sent to your Earlham e-mail address and the e-mail of those granted access when the e-bill is available.
A monthly balance reminder is sent each month to the student’s Earlham email.
2025-26 E-Billing Schedule
| Term | Billed | Due |
|---|---|---|
| Fall 2025 | July 1-3 | August 7 |
| Winter Term | December 1-3 | December 31 |
| Spring 2026 | December 1-3 | January 7 |
Cash, Check or Money Order
Include student’s nine-digit Earlham ID number.
In Person
Earlham College Accounting Office
Carpenter Hall Suite 001
801 National Road West
Richmond, IN 47374
By Mail
Mail a check payable to Earlham College to: Earlham College Accounting Office Drawer #201
801 National Road West
Richmond, IN 47374
Credit Card or Debit Card Online in Nelnet
A 2.85% non refundable service fee will be added to the amount paid.
E-Check
(Electronic check or ACH)
Online in Nelnet
Drawn from checking or savings accounts only. Excludes money market, equity lines of credit, or credit card checks. No service fee is added for e-check payments.
College Savings or 529 Plans
If you have a College Savings Plan, please refer to your plan documents and notify your financial institution of the amount you would like to pay. Please make sure your 529 payment indicates student’s name and includes their nine-digit Earlham ID number.
Wire Transfer
Domestic Students Electronically Route to:
Bank name: First Financial Bank
Bank Address: Cincinnati, OH
ABA Number: 042200910
Account Name: Earlham College, Inc.
Account Number: 5315601442
Reference: Student’s name and Earlham ID number
Flywire
Flywire allows you to pay securely from any country and any bank, generally in your home currency. https://payment.flywire.com/pay/payment
PayMyTuition
PayMyTuition allows you to pay securely from any country and any bank, generally in your home currency. https://earlham.edu/PayMyTuition
Wire Transfer
Bank name: First Financial Bank
Bank Address: Cincinnati, OH, USA
SWIFT Code: FFBCUS3C
Account Name: Earlham College, Inc.
Account Number: 5315601442
Reference: Student’s name and Earlham ID number
Your Earlham student account will be automatically billed the annual premium of $2,285 for Earlham student health insurance. Coverage will be from August 1, 2025 through July 31, 2026.
You will be able to opt out of the health insurance if you go to Aetna’s website and click on Waive the Medical Plan. You will need to use your nine-digit student ID number and your birth date when waiving the health insurance. You will also need to provide proof of alternate coverage.
Deadline to Waive
To opt out of the insurance coverage, students must submit their waiver by the deadline of August 7, 2025
If you have questions regarding your meal plan and/or housing, please contact Residence Life at [email protected] or call 765-983-1317.
In accordance with the Family Educational Rights and Privacy Act (FERPA), once a student is enrolled in college, certain information is protected and can only be released with the student’s authorization. Proxy access is a way for students to grant authorization to individuals, such as family members or guardians, to access certain pieces of their student account online or to talk about it with specific Earlham offices.
Access is granted and managed by the student. The student can remove access at any time. Earlham College can not modify a Proxy account on a student’s behalf under any circumstances.
Examples of information a student may authorize an individual to access are grades, class schedule, financial aid status, and account details such as balance, payment history, and copies of billing statements.
The IRS 1098-T tuition statement provides financial information relevant to the previous calendar year. It is generated in late January and is meant to help you and/or your tax advisor professional determine if you are eligible for the American Opportunity Credit or the Lifetime Learning Credit on your income taxes. You can view your 1098-T on ECSI’s website.
Each year you will be asked to opt in to receive an electronic 1098-T. Otherwise a copy will be mailed to you in late January or early February.
Student Account Center
Login to Nelnet to…
Parents or others who are responsible for payment may be able to access the Student Account Center as an Authorized Party. Due to federal student privacy regulations (FERPA), parents may only access the Student Account Center if they are granted access by their student.
Need to submit a document?
Submitting documents by email is no longer accepted due to security reasons. Please use our secure file transfer.
Accounting forms
Student accounts
- Earlham College Payment Agreement and Disclosure Statement (formerly Student Payment and Disclosure Statement)
- Method of Payment Selection Form
- Download the W-9S
- Download the 1098-T
Student health insurance
- Business Expense Policy
- Reallocation Form
- Request for Payment
- Fillable (Chrome and Safari browsers)
- IRS W- 9 Form — Request for Taxpayer Identification Number and Certification
- Fillable (Chrome and Safari browsers)
- Deposit Form
- Earlham College Award or Prize Receipt
- Cash Reimbursement Form
- Cash Advance Form
- Mileage Reimbursement Form
- Credit Card Forms and Policies