New Refund Process through TMS
Effective July 1, PNC Bank will no longer serve as WVU’s processor for eRefunds. WVU will begin providing electronic refunds through a new partner, Tuition Management Systems (TMS).
If you are registered for fall classes, you will receive an email with instructions on how to sign-up for your refund preferences. Your existing preferences in the old system will no longer be effective after June 30. The default option in the new system is a check that will be mailed to your local address on file in the STAR system.
The quickest way to receive your refund is through ACH to a US Bank account. You must use the link in the email to register for this preference. If you lose or misplace the email, you can generate a new link by visiting wvu.afford.com/refunds.
Once you are registered, the eRefund system is available for you to check the status of your refund, view eRefund history, update your profile, or change your payment method.
Should you have any questions or need assistance, please call us at 888-425-1138. Otherwise, the FAQ’s below may assist you with any questions you have.
Q: “What happens if I do not choose a Payment Option?”
A: If a Payment Option has not been chosen, it automatically defaults to a paper check that will be mailed to the local address on STAR.
Q: “How do I change the address that the refund will be sent to?”
A: Please update your address at portal.wvu.edu and this information will be transmitted to the eRefund system the next business day.
Q: “I want to change my preference. How can I do that?”
A: Login to WVUchoice.afford.com and change the preference there. If a refund is already in process, it will go to the current selected method. Once the method is changed, then any new refund will be the new preference selected.
Q: “I am trying to register but my Student ID is not working. I know it’s correct what should I do?”
A: Review your Authentication questions to make sure you are answering them correctly. If that still doesn’t work, give us a call at 888-425-1138.
Q: “I am having an issue logging in.”
A: You may encounter an issue logging in from work computers or other public computers. Try logging in from your home computer. If it still does not let you in, give us a call at 888-425-1138.
Q: “My ACH Account returned for Account Not Found. I made the change, what do I do now?”A: Once your information has been updated, your refund request will be resubmitted within 24-48 business hours.
Refund Due to Overpayment
Once a student has paid the balance on their student account, their e-bill should show a zero term balance. If the balance is negative due to excess financial aid or over-payment, then that balance will be refunded to the student. Student Accounts strives to send refunds to students as fast as possible. Listed below are the options to receive a refund.
- Credit Card - If your most recent payment was a credit card transaction, we will refund it to that card
- E-Check - If your most recent payment was an e-check, we will refund the balance to your checking account. There is a 14 day waiting period on all checks to guarantee clearance.
- E-Refund - If your most recent transaction was financial aid, cash, or paper check, then E-Refund is the fastest way to get your refund. Your funds can be transferred to any US bank of your choice by signing up for E-Refund.
- Paper Check - If none of the above options apply, we will mail you a paper check made payable to the student. The check will be mailed to the mailing/local address on file in the STAR system. This process can take up to 14 business days.
Refund Due to Withdrawal
Students who drop one or more classes during the first
week of the semester (Fall and Spring) or first two days of the applicable
Summer Term shall be eligible for a full reduction of tuition and fees of the
dropped class(es) if the remaining tuition and fee assessment falls below
full-time. After the last day to add or
drop classes for the appropriate term
(see below) students must fully withdraw from the university to receive a
reduction in tuition and fees.
Grad Guard Tuition Insurance
At West Virginia University we understand that the investment you and your family make in tuition and fees is a significant one which can create a financial hardship if you are unable to complete your classes and are not eligible for a full refund of tuition and fees. Therefore, we are pleased to make available the Tuition Refund Insurance plan to help protect your education investment. Tuition Refund Insurance, provided by GradGuard™, can help refund your tuition, fees, and room/board charges, up to the annual policy limits, if you are unable to complete the semester due to a covered medical reason. This insurance program complements and enhances WVU's refund policy described below.
For additional information, including coverage details and exclusions, please visit GradGuard or call GradGuard at 888-541-4843.The last day to add Grad Guard for the 2016-17 academic year is August 16, 2016.
Students that drop a summer class after the add/drop period (2nd day of the session) for that session will not be eligible for a reduction in tuition and fees for that class. The student will have to completely withdraw from all same summer term classes and do so within an eligible time period according to the Reduction Schedule below. Once a refund is awarded it is refunded by the same means as the an over-payment refund.
Students who drop one or more classes during the first week of the semester during a full Fall or Spring term shall be eligible for a full reduction of tuition and fees of the dropped class(es) if the remaining tuition and fee assessment falls below 12 credit hours for undergraduate students or 9 credit hours for graduate students. After the last day to add or drop classes students must fully withdraw from the university to receive a reduction in tuition and fees. Shortened duration classes must be dropped before the start of the class to receive a reduction. Once a refund is awarded it is refunded by the same means as the an over-payment refund.The chart below shows the percentage refund based on date dropped.