Rent and Billing | Faculty & Postdocs

Columbia Residential is committed to helping faculty and postdocs feel confident in understanding their housing charges. This section provides guidance on bill schedules, housing charges, how to pay and obtaining a housing verification form.

Billing Schedule and Payment Details

  • Faculty and postdocs who accept a housing offer are billed through the Office of the Controller via the Finance Service Center.
  • Housing is billed on a monthly basis.
  • Payment is due on the first day of each month, in accordance with the terms of the housing agreement.
  • Rent statements include the rent charges for the upcoming month and any past due rent, if any.
  • A $50 late fee will be applied to any payments not received by the due date.
  • The first month’s rent is pro-rated based on the move-in date.
  • For billing related questions, contact the Office of the Controller at [email protected] 

Residents may incur certain charges or receive credits during their time in Columbia Residential housing. The information below provides an overview of how charges are determined and what to expect throughout residency.

Initial Charges

  • The first rent statement may take some time to be created, and it may be received up to a month after moving in.
  • The first month’s rent is pro-rated based on the move-in date.
  • The first rent statement will include all charges to date such as:
    • Rent Initial: Prorated unbilled rent from your initial move-in month.
    • Retro Rent: Unbilled rent after the initial move-in month through the current month.
    • Rent: Charges for the following month.  
  • Rent statements may also include monthly ethernet charges if included with a housing offer.

During Residency

Monthly rent charges are posted by the 1st of the month, when payment is due. If a payment has already been made but charges still appear, residents are encouraged to review the billing statement to confirm the listed due date.

In addition to rent, other housing charges or credits may appear on the account:

  • Gas Abatements: If a building-wide gas outage lasts more than one week, a credit may be applied. This appears separately from monthly rent and is typically reflected in the rent account the following month.
  • Additional Charges may be assessed for:
    • Replacement or repair of furnishings, appliances, or fixtures beyond normal wear and tear
    • Key replacement and lockouts occurring outside business hours
    • Cleaning and maintenance requiring corrective action
    • Late fees for past-due payments

After Move-Out

Vacancy-related credits and charges applied after move-out may include:

  • Cancelation Fees: A $500 charge may appear is a cancelation does not meet the notice requirement. Residents who do not provide a 60 days vacancy notice are subject to this fee. For details, refer to the housing cancelation policy.
  • Overstay/Holdover Charges: Residents who fail to vacate by their required move-out date or overstay their housing agreement may be subject to holdover fees as outlined in their housing agreement.
  • Damage or Cleaning Fees: Residents who have damage beyond normal wear and tear, or units that are not cleaned properly upon move-out may incur additional fees. Residents will receive a summary of these charges after the final vacancy is complete.

The Office of the Controller allows residents to pay rent using any of the following methods: 

  • ACH (Automated Clearing House) Payments: This secure electronic payment method allows rent to be automatically debited from a resident’s designated bank account each month, ensuring timely payments and avoiding potential late fees. Residents interested in this payment option may contact the Office of the Controller directly at [email protected]  to sign up.
  • Online Banking: Residents may contact their own bank to set up online banking, allowing payments to be mailed directly via check from their account on a monthly basis. The billing information on the rent statement can be used for this process.
  • Via Mail: Rent payments can be sent by mail in the form of a personal check or bank check to the address below:
    • Columbia University, P.O. Box 5740, Deptford, NJ  08096 

The Office of the Controller does not accept credit/debit cards payments for rent purposes. 

Residents who need proof of their housing can easily download a Resident Verification Letter through the Housing Portal. This official document includes the resident’s name, address, agreement start and end dates, and monthly rent amount.

To access your letter:

  1. Log in to the Housing Portal
  2. Go to Tenant Profile
  3. Select Verification Letter to download the PDF

Since Columbia Residential does not process housing payments directly, residents who need proof of payment may contact the Office of the Controller at [email protected] with questions about proof of payment.

When accepting a housing offer, faculty and postdocs must confirm if they have a U.S. Social Security Number or an Individual Taxpayer ID Number (ITIN). This ensures the correct tax forms (Form W9 or W8-BEN) are included with the lease for signature. Residents without a Social Security Number or ITIN Tax ID must provide a visa copy. Updates to these forms may be requested by the university's bank (Chase). 

Residents with questions on these forms may reach out to the Office of the Controller directly at [email protected].