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STUDENT REFUNDS

Registration Fees and Non-Resident Tuition (Non Financial Aid Students)

Policy

  1. All resident and non-resident students who make an official withdrawal from the University by the published refund deadlines are entitled to a refund.
  2. Students whose enrollment changes from full-time status to part-time status prior to the published refund deadline and maintains that status through census are entitled to a refund.
  3. Regular students are defined as non-financial aid recipients, and students without waiver, subsidy, and/or deferment codes.

Eligibility

  1. Withdrawal or Partial Refund:
    1. Students who have completed the Refund Request form and have taken one of the following actions by the published refund deadline
      1. withdrawn from the University
      2. dropped all classes
      3. dropped units to 6 or less
    2. Students who have inadvertently made multiple payments.
    3. Students who have submitted a Petition for Waiver of Financial Regulations or provide late refund applications that are approved by the Registration Appeals Committee for the following reasons:
      1. Death, Disability, or Illness
        with appropriate documentation (i.e. copy of the death certificate or obituary for death, medical or hospitalization record or accident report).
      2. University Action
        academic disqualification, written statement from the advisor/professor detailing the circumstances supporting the advise to withdraw after published deadlines, cancelled classes with first meeting scheduled after the published refund date.
      3. Compulsory Military Service
        military orders calling the student to active duty.

Criteria
The following conditions must be met.

  1. Withdrawal from the University
    1. TOTAL FEES PAID is greater than 0 (Students who have paid registration fees and/or tuition)
    2. AMOUNT OWED to the University is zero or less (No outstanding obligations.)
  2. From full-time to part-time status
    1. ENROLLED UNITS is less than or equal to 6 by the PUBLISHED REFUND DATE and maintained through the 4th week of instruction (census week).
    2. RESIDENCY STATUS is equal to "R"
    3. TOTAL FEES PAID is greater than the published PART-TIME REGISTRATION FEES.
    4. AMOUNT OWED to the University is zero or less (No outstanding obligations.)

Procedures

  1. Students must submit a Registration Fees and Tuition Refund application form to the Admissions and Records Office where the form will be date stamped, enrollment will be verified (enrollment status and unit change) against the student information data base system, and the Registrar will sign the application to certify the enrollment status.
  2. The application shall be submitted to the Financial Aid Office for review. If the student is a Financial Aid Recipient, refer to the: " Financial Aid Refunds and Repayments" section. For applicants who are not Financial Aid Recipients, the Financial Aid Officer or designee, will verify non-financial aid status by signing the application form and forwarding it to the Refund Specialist in Accounting Services for processing.
  3. The Refund Specialist will certify the payments and note any fee waivers, subsidies, or deferments.
  4. The refund calculation will be handled by an automated student refund program, or manually by the Refund Specialist if an automated system is not available.
  5. With an automated program, the Refund Specialist enters the appropriate refund code and transactions on the Refund Screen of the approved refund request.
  6. The following refund jobs are executed in the process: (1) the appropriate registration and tuition fee revenue accounts are reversed--which creates the refund transaction(s); (2) the feed to the Accounts Payable System (APS) for check processing is generated; (3) after the check is processed, the refund records are updated (Check No, Issued Date and Check amount); (4) an audit is performed and then refund checks are mailed.
  7. The Refund Specialist signs the application form as the processor.
  8. The Accounting Services Manager, or designee, reviews the application or system generated reports.
  9. All refund applications, approved and denied, remain on file in Accounting Services.

Guidelines

  1. The refund shall be based on enrollment criteria, drop dates, retained monies and any outstanding debts owed to the University.
  2. Refunds will be approved based on the existing refund guidelines.
  3. Frequency of refunds should occur twice a week during the first 4 weeks of instruction and at least once a week thereafter.

Control

  1. Accounting Services performs audit by comparing the refund check against the approved refund application request.
  2. If a problem arises with a refund prior to mailing, the check is either cancelled or reprocessed.
  3. In the event of a death to the student, the refund check is made payable "To the Estate of..."

Calculation Process

  • For Resident Students
  1. Complete Withdrawals
    Total Registration Fees Paid (State University Fee + mandatory Local Fees)
    Less : (a $5.00 Check Processing Fee from the State University Fee account may be retained) and any other non-refundable campus fees.

    (Note: For approved petition for Waiver of Financial Regulations (death, medical and military service) there are no penalty fees; all fees paid are refunded.
  2. From Full-time to Part-time status (partial refunds)
    Total Registration Fees Paid
    Less: published part-time State University Fee (a $5.00 Check Processing Fee from the State University Fee account may be retained)
  • For Non-Residents (Out-of-State and International)
  1. Complete Withdrawals
    Total Registration Fees Paid (State University Fee + mandatory Local Fees) Plus the Pro-rata non-resident tuition (see schedule below) Less: Non-refundable Student ID Service Fee of $ 2.00 and Check Processing Fee of $ 5.00 (if applicable). (Note: For approved petition for Waiver of Financial Regulations (death, medical and military service) there are no penalty fees; all fees paid are refunded.
  2. From Full-time to Part-time status (partial refunds)
    Total Registration Fees Paid* Plus the Pro-rata non resident tuition (see schedule below) Less: published part-time State University Fee and Check Processing Fee of $5.00 (if applicable).
  3. Refund Table for Non-Resident Tuition: is refundable based on the actual withdrawal/drop date of classes and date refund request form is filed with Registrar's Office.

The following pro-rata table is based on Title 5 guidelines:

(Non-Resident Tuition Refund Table)

Period Refund
Percentage		 Refund Amount
per Unit
Before or during the 1st week
100%
$ 246.00
During the 2nd week
90%
$221.40
During the 3rd week
70%
$172.20
During the 4th week
50%
$123.00
During the 5thweek
30%
$73.80
During the 6th week
20%
$49.20
After the 6th week
none

Example A: Joe Smith paid the University full time registration fee of $913 and non-resident tuition of $2,214 for 9 units. He withdrew from all his classes by the first week of classes but submitted his refund request form on the 2nd week(before the refund deadline).

Registration fee
$ 913.00
Plus: Non-resident tuition
1,992.60 *
Sub-total
$2,905.60
Less: ID Card Fee
2.00
Processing Fee
5.00
Refund Amount
$2,898.60

*(90%- based on submission date of refund form)

Example B: Jill Smith paid the University full time registration fee of $913 and non-resident tuition of $2,214 for 9 units. She withdrew from all her classes and submitted the refund form by the 3rd week.

Registration fee
$ 0.00
Plus: Non-resident tuition
1,549.80 *
Sub-total
$1,549.80
Less: Processing Fee
5.00
Refund Amount
$1,544.80

*(70%- based on withdrawal date and submission date of refund form)

Go to Cash Receipt Policy Context

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