Students receive refunds when they have over paid their charges on their student accounts. The over payment appears on your student account as a negative amount due. When the credit is processed into a refund, it appears as a charge on the account, balancing the credit out to a $0 amount due.
How this works---
- Charges are posted to your student account (you register for courses, are billed for campus housing, and maybe even get a parking ticket).
- These charges are then paid for by either a personal payment (cash, check, money order, or wire transfer), through your financial aid payment, or through a third party payment.
- Financial aid and third party payments are authorized to your account when approved but are not posted as payments until actually funds are received.
- Financial aid will disburse the Wednesday after attendance verification is completed for each term. See Financial Aid's Disbursement Date.
- When an over payment is paid on the account, our office will review the student account and manually process a refund. If a personal over payment is due and you have upcoming unsatisfied charges posted on your student account, our office may apply this credit to your future charges in order to better assist you in financing your college experience.
- Due to the volume of disbursements, it may take up to two weeks for your refund to be processed after disbursement.
Refunds can be sent to students in two ways
- An e-refund, direct deposit into an American bank of their choosing. You may create an e-refund profile in your Touchnet account. or
- A paper check, mailed to the current address on the student's profile
- Refund checks will be made payable to the student, regardless of who may have paid the fees.
- The only exception is when issuing a paper check due to a credit of a Parent Plus Loan. The check will be made payable to the parent of the loan. Those over payments cannot be direct deposited.
Refunds are processed every Thursday and paper checks are created and mailed out on Fridays.
Since there are so many students that may receive a refund during disbursement day, refunds could take up to two weeks from the date the overpayment is created to process.
Our office's mission is to process as many student refunds as swiftly and efficiently as possible. If we do not review accounts before refunding, you may have an adjustment to your account that causes you to owe some of your refund back and we try to avoid accounting mistakes. Please plan accordingly.
Refunds to students who paid by personal check will be delayed until assurance is made that the check is valid.
Refunds are processed in batches, depending on the source of the over payment. Students may receive multiple refunds, depending on how their account was satisfied.
Please be patient with our office when refund season is upon us. There may be a delay in our phone and email response while we process refunds to ensure a swifter refund for our students.
Semester Withdrawal Refund
A Semester Withdrawal Form should be completed in the Office of the Registrar when a student stops attending courses.
- Refunds are based on the withdrawal date of the term’s calendar days, not how many times individual classes have met.
- The refund amount shall be based on a pro rata percentage determined by dividing the number of calendar days in the semester that the student completed by the total calendar days in the semester.
- The total calendar days in a semester includes weekends, but excludes scheduled break days.
- The unearned portion shall be refunded up to the point of time that the amount earned equals 60%.
- Students who withdraw from the university when the calculated percentage of completion is greater than 60% are not entitled to a refund of any portion of institutional charges.
- For students that receive Title IV financial aid (Grants, Loans, and/ or Scholarships),
- When a tuition recalculation is complete, a calculation takes place to determine how much of the student's Title IV aid was earned.
- Based on that calculation, the school may be required to return a portion of their aid to the U.S. Department of Education.
- This recaculation can only be detmerined after all paperwork is completed by the Office of the Registrar, Financial Aid, Housing, and the Bursar.
- Student will receive a letter from our office once this process is complete with the amount due after recaculation.
- Proration amounts cannot be given in advance of the completion of the process.
- For questions regarding a recaculation of your financial aid, please contact your Financial Aid Counselor.
- A refund of all tuition and other mandatory fees will be made in the event of the death of a student at any time during an academic term.
- Please refer to the Semester Withdrawal Policy for further details.
Frequently Asked Questions about Refunds
- I need to drop a class. Will I get a refund?
Yes. If you drop it before the end of Late Registration. Check out our Academic Calendar for the specific dates for each term. If you wish to remove yourself from a course after this time frame, it is called a withdrawal rather than a drop.
- I just withdrew from a class. Will I get a refund?
No. Course withdrawals are not eligible for refunds. If you have been charged for a course and withdraw from it, you will not see any financial credit post back to your account.
- I just withdrew from all of my classes. Will I get a refund?
Maybe! If your official Semester Withdrawal date is prior to 60% of the term and your Return to Title IV calculate results in a credit, you may receive a refund. We prorate the charges for courses up to the 60% point in the semester. If you withdraw after 60% of a course has been completed, you will not be eligible for a prorated credit/refund of tuition. If you have received financial aid for your courses, your aid award will be recalculated.
- I want to receive my refund by E-Refund/ Direct Deposit. How do I set that up?
Students may elect to have check refunds sent to their personal bank accounts via E-Refunds in Touchnet. It could take 1-5 business days to process once it is sent to our bank. Processing time depends on your and our banks' policies.
To set up E-Refund/ Direct Deposit:
Log into the Port of Armstrong and choose Touchnet Bill Payment System from the list of services in the "Student Services" box. It should log you directly into Touchnet. If not, you may need to reset your PIN.
OR--Log into Bill & Payment with your student ID number and your six-digit PIN. (From any "Pay Online" button on the website).
Choose the "eRefunds" tab at the top of the screen.
- Under "Direct Deposit Bank Account," click "Set up Account." Follow the prompts. If you already have a payment method saved, you can save it as a refund account. Otherwise, choose "Set up a new account."
- Enter your bank account information.
PLEASE NOTE: Debit card numbers are not acceptable and will not be honored by your banking Institution. Please use the bank account and routing numbers found on the checks printed for you by your bank. Only personal checking accounts and certain savings accounts may be used for electronic check payments/refunds. Please check with your bank before using personal savings accounts to make sure your account supports this activity.
- Click "Continue" and finish the set up process.
Your refund method is saved. You may access your information at any time under the "eRefunds" tab in Bill & Payment.
- Where will you send my paper refund check?
All paper refund checks are mailed to students' current mailing addresses as listed on PORT. Please check on your PORT to make sure your address is correct before we mail it.
- When will I get my refund?
Our refund process occurs immediately after financial aid disbursement. The Financial Aid office disburses funds according to their own disbursement schedule.
Refunds could take up to two weeks to process, depending on the volume of students receiving refunds that semester.
If you are receiving your refund electronically, you will receive an email when it has been sent to our bank for processing.
- I never received my refund. What should I do?
If your refund was supposed to be sent to your checking account electronically, verify the following:
- Your account number and eRefund profile on Touchnet Bill Payment. Be sure you are checking the correct account for the deposit if you have multiple accounts.
- The number of days since the refund was generated. eRefunds can take up to 5 business days to be posted by the receiving bank.
If your refund was supposed to be sent to your address, please log into the PORT and check your address. If it is correct, then allow at least 10 business days for your check to arrive. If it has been 10 days and your check has still not arrived, complete a Stop payment Request and we can reissue your refund.