Rent Payment Invoices

An Invoice will be sent to you informing you of how much you will need to pay, and when by.

When will my invoice be sent to me?

If you will be living in University Accommodation your invoice will be emailed to your University Email Account, usually within 14 days of arrival. The invoice will be payable 7 days after it is emailed to you.

If you will be living in a University Managed House, your invoice will be posted to you about 2-3 weeks before your tenancy starts. As this is during the summer vacation we also put a copy of the invoice for you to collect with your house keys.

I’ve received the emailed invoice but cannot open it.

The invoice is sent as a PDF document, and to open it you must have Adobe Reader software on your computer, which is available for download for free. If you cannot open the invoice it is usually because you do not have Adobe Reader, or your version of it is too old.

How can I pay my residence fees?

Payment can be made in full or by monthly direct debit instalments (subject to length of stay).  Please go to our E-Payment & Direct Debit Gateway to pay in full or to set up a direct debit instruction.  You will need your invoice to hand as you will need to log into the gateway using your University Number and Invoice Number.

How is the rent on my invoice worked out?

Residence Fees are calculated based on the number of weeks and days for which a room is allocated. For details, please read the following documents:

1. Examples of the Cost of Accommodation
2. How is my Residence Fee Invoice (rent invoice) calculated?
3. How are my instalments calculated?

Why are my monthly instalments more than a months rent?

To calculate how much your monthly instalments will be, we take the total due for your stay and divide it by the number of possible monthly payments. Payments are always due on the first of each month, the first payment must be at least 7 days after you arrive, and the last payment must be at least 21 days before you depart.

What will my invoice look like?

You can download an example invoice to give you an idea of what your invoice will look like. You should pay particular attention to the following parts:

• The "Invoice Number" is used to identify your payments. We will need you to quote this if you email or phone us with a query, and you need it to log into our Online Payment Gateway.
• The "Pay By" date by which you must make a payment or set up a direct debit. This will be set as 7 days after we email the invoice to you.
• The "Description" shows your room number, the period of your stay and a summary of how we calculated the total payable.
• Page two explains how to pay in full and our contact details. If you are staying long enough it will also show you a monthly payment plan.

I've lost my invoice. Can I have a new copy?

Yes, you can email the Accounts Receivable Office, and ask for a copy of your invoice to be emailed to you:

Direct Debits

For any issues related to Direct Debits, please download the separate Direct Debits leaflet.

Bank Accounts And Cards

For any issues related to UK bank accounts or cards, please download the separate Bank Accounts & Cards leaflet.

General Questions

Can the Accommodation Office tell me if my course fees have been received by Registry?

No, the Accommodation Office does not deal with course fees. Please contact Registry for further information.

Will I need belongings insurance?

All residents in Accommodation managed by the University have belongings insurance included in their rent with no additional charge. The policy covers students and families in the Courts, students in Property Managed Houses and staff living in family flats or single staff rooms.

For full details please read the Insurance page.

Will I get a receipt for my Direct Debit payment for Residence Fees?

As these payments are taken directly from your account no receipt is given.  Your proof of payment is your bank statement.

If you require a receipt from us due to regulations which affect your funding (e.g. your sponsor or government requires one) we can provide a receipted copy of your invoice. We cannot do this every month and will only provide a receipt in the last month of your stay once you have paid in full.

Will I get a receipt for my cash or cheque payment for Residence Fees?

This should have been given to you at the time you paid; please check your records to make sure you have not mislaid it. It may be in the form of a dated and initialled stamp on your invoice or documents.

Will I get a receipt for my card payment for Residence Fees?

If you made the card payment in person you will have been given one at the time. If you made your card payment on-line you will have received an email confirming your payment. You will also have proof of your payment on your bank or credit card statement.

For Student Single & Shared Rooms Only

Do I have to pay a deposit before I arrive?

No, you do not need to pay a deposit, and you will have time to pay or arrange payments after you arrive.

Will I need to pay for Gas, Electricity and Water bills?

All of your utility bills are included in your rent; you do not need to pay any extra.

For Couple & Family Flats Only

Do I have to pay a deposit before I arrive?

You will need to make a prepayment of £200 to secure a flat. Once you move in we will use the deposit to pay part of your Residence Fee (rent) invoice.

How will my deposit to be refunded to me?

This deposit is not refundable.

If you do not take up the accommodation you have booked we will retain it to cover our administration costs.

If you move into the accommodation you have booked, the deposit will be used to pay part of your Residence Fees (rent), reducing the total rent payable by you. We will email or write to you to confirm this a few days after you receive your invoice.

Will I need to pay for Gas, Electricity and Water bills?

All of your utility bills are included in your rent; you do not need to pay any extra.

For Staff Rooms & Flats Only

Do I have to pay a deposit before I arrive?

You will need to make a prepayment of £200 to secure a flat or £100 to secure a single room. Once you move in we will use the deposit to pay part of your Residence Fees (rent).

How will my deposit to be refunded to me?

This deposit is not refundable.

If you do not take up the accommodation you have booked we will retain it to cover our administration costs.

If you move into the accommodation you have booked, the deposit will be used to pay part of your Residence Fees (rent), reducing the total rent payable by you. We will email or write to you to confirm this a few days after you receive your invoice.

Will I need to pay for Gas, Electricity and Water bills?

All of your utility bills are included in your rent; you do not need to pay any extra.

For University Managed Houses Only

Do I have to pay a deposit before I arrive?

If you will be living in a University Managed House, you will need to pay a deposit in advance of £250-£350 per person. We will request this from you at the time that you sign your tenancy agreement. This deposit will be held until the end of your tenancy when it will then become refundable.

You can pay your deposit online; please visit University online shop for further details.

How will my deposit to be refunded to me?

Once your Tenancy ends we will inspect your property to make sure it has been left in good condition. You will need to provide your Utility Supplier with your final meter readings on the day your contract ends. We cannot start the refund process until we have received receipted copies of your fuels bills which show the end of tenancy meter readings. This is most easily done by paying the final bills at a Bank or Post Office, who will provide a receipt or authorised stamp for your payment.

Deposits are refunded to a UK Bank Account (Current, Student or Step accounts) after you leave your flat/house. We will email or write to you a few weeks before you are due to leave to provide more detailed information and ask you to confirm in writing which bank account we should use.

Your deposit refund may be subject to charges for cleaning, repairs and missing items and any outstanding balance on your invoice. It takes approximately four weeks following us getting a receipt for your final bills for us to pay money into your bank account. We will however make every effort refund your deposit as quickly as possible.

Will I need to pay for Gas, Electricity and Water bills?

You will need to set up a new account with the gas and electric companies. You will be provided with the information of who to contact in your welcome packs. You should name ALL housemates on the utility bills.

You will not be responsible for paying for water bills.

Do I need to pay Council Tax?

As a full time student you are not required to pay Council Tax. You must obtain your Council Tax Exemption Form from the University Registry, and send this to Guildford Borough Council with the Council Tax demand you will receive from them.

Final year students are only considered to be in full time education up until the end of the last term. If your accommodation continues beyond this date you will be liable for Council Tax for this final period.