WVU Refunding Process
Tuition Management Systems (TMS) is our partner for delivering refunds to students when their student account has excess funds or a negative balance.
Registered WVU students will receive an email with instructions on how to establish an account. If you do not receive an email or lose your email, you can register by visiting WVUchoice.afford.com.
The fastest way to receive your refund is through ACH to a U.S. bank account. 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.
If you have any questions or need help, please check the FAQs below or call us at 888-425-1138.
Refund FAQs
When should I expect my refund for the summer 2019 semester?
Financial aid that is ready to pay will not disburse to students' WVU accounts until the first day of the start of the term (May 13) for the refund process to begin. Refunds may be available in bank accounts (for those signed up for direct deposit by May 10) on or around Friday, May 17.
When should I expect my refund for the spring 2019 semester?
Financial aid that is ready to pay cannot disburse to students' WVU accounts until 10 days prior to the start of the fall semester (December 28, 2018) for the refund process to begin. Refunds may be available in bank accounts (for those signed up for direct deposit by January 1) on or around Monday, January 7.
What happens if I do not choose a Payment Option?
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.
How do I change the address that the refund will be sent to?
Please update your address in WVU Portal and this information will be transmitted to the eRefund system the next business day (cutoff time for changes is 2:30 p.m.).
I want to change my preference. How can I do that?
Log into 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.
I am trying to register but my Student ID is not working. I know it’s correct what should I do?
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.
What if I am having an issue logging in?
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.
My ACH Account returned for Account Not Found. I made the change, what do I do now?
Once your information has been updated, your refund request will be resubmitted within 24-48 business hours.
I'm a parent who is due a refund from a Parent PLUS loan. What is my Parent ID Number?
Your ID number consists of the following: Student ID number + Parent First Initial + Parent Last Initial + Parent date of birth as MMYY.
- Example Parent: Patty Parent was born on 05/01/1973 and her student’s ID number is 701123456.
- Log in Question 1: Parent ID is 701123456PP0573
- Question 2: Parent Date of Birth in the YYYY-MM-DD format is 1973-05-01
- Question 3: Last four letters of the parent's last name are RENT
Refund Due to Overpayment
Once a student has paid the balance on their student account, their eBill 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 as quickly as possible.
Refund options:
- 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 or paper check, then E-Refund is the fastest way to get your refund. Your funds can be transferred to any U.S. bank of your choice by signing up for E-Refund. To sign up go to WVUchoice.afford.com
- Paper Check - If none of the above options apply, we will mail the student 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.
Withdrawal (Summer)
Students who drop one or more classes during the first two days of the class are 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 with a W, students must fully withdraw from the university to receive a reduction in tuition and fees. Once a reduction in charges has been posted, our team will review the charges and payments (financial aid, personal payments, scholarships) to determine if a refund is due to you.
Summer Tuition Reduction (Refund) Schedule
| Course Length | ||||||
|---|---|---|---|---|---|---|
| Date of Withdraw | 15 Weeks | 12 Weeks | 9 Weeks | 8 Weeks | 6 Weeks | 3 Weeks |
| Week 1 | 100% | - | - | - | - | - |
| Week 2 | 90% | - | - | - | - | - |
| Week 3 | 75% | - | - | - | - | - |
| Week 4 | 75% | - | - | - | - | - |
| Week 5 | 50% | - | - | - | - | - |
| Week 6 | 50% | - | - | - | - | - |
| Week 7 | 50% | - | - | - | - | - |
| Day 1 | - | 100% | 100% | 100% | 100% | 100% |
| Day 2 | - | 100% | 100% | 100% | 100% | 100% |
| Day 3 | - | 90% | 90% | 90% | 90% | 90% |
| Day 4 | - | 90% | 90% | 90% | 90% | 75% |
| Day 5 | - | 90% | 75% | 75% | 75% | 50% |
| Day 6 | - | 90% | 75% | 75% | 75% | 50% |
| Day 7 | - | 75% | 75% | 75% | 75% | 50% |
| Day 8 | - | 75% | 75% | 75% | 75% | 0% |
| Day 9 | - | 75% | 75% | 75% | 50% | - |
| Day 10 | - | 75% | 75% | 75% | 50% | - |
| Day 11 | - | 75% | 75% | 50% | 50% | - |
| Day 12 | - | 75% | 50% | 50% | 50% | - |
| Day 13 | - | 75% | 50% | 50% | 50% | - |
| Day 14 | - | 75% | 50% | 50% | 50% | - |
| Day 15 | - | 75% | 50% | 50% | 50% | - |
| Day 16 | - | 50% | 50% | 50% | 0% | - |
| Day 17 | - | 50% | 50% | 50% | - | - |
| Day 18 | - | 50% | 50% | 50% | - | - |
| Day 19 | - | 50% | 50% | 50% | - | - |
| Day 20 | - | 50% | 50% | 50% | - | - |
| Day 21 | - | 50% | 50% | 0% | - | - |
| Day 22 | - | 50% | 50% | - | - | - |
| Day 23 | - | 50% | 0% | - | - | - |
| Day 24 | - | 50% | - | - | - | - |
| Day 25 | - | 50% | - | - | - | - |
| Day 26 | - | 50% | - | - | - | - |
| Day 27 | - | 50% | - | - | - | - |
| Day 28 | - | 50% | - | - | - | - |
| Day 29 | - | 50% | - | - | - | - |
| Day 30 | - | 50% | - | - | - | - |
| Day 31 | - | 0% | - | - | - | - |
Withdrawal (Fall/Spring)
Students who drop one or more classes during the first week of the semester during a full fall or spring term are 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. Classes that begin after the start date of a typical fall or spring semester must be dropped before that class’s first day of class to receive a reduction. Once a reduction in charges has been posted, our team will review the charges and payments (financial aid, personal payments, scholarships) to determine if a refund is due to you.
Fall/Spring Tuition Reduction (Refund) Schedule
| Course Length | ||||||
|---|---|---|---|---|---|---|
| Date of Withdraw | 16 Weeks | 12 Weeks | 8 Weeks | 6 Weeks | 5 Weeks | |
| Week 1 | 100% | - | - | - | - | |
| Week 2 | 90% | - | - | - | - | |
| Week 3 | 75% | - | - | - | - | |
| Week 4 | 75% | - | - | - | - | |
| Week 5 | 50% | - | - | - | - | |
| Week 6 | 50% | - | - | - | - | |
| Week 7 | 50% | - | - | - | - | |
| Week 8 | 50% | - | - | - | - | |
| Weeks 9 to 16 | 0% | - | - | - | - | |
| Day 1 & 2 | - | 100% | 100% | 100% | 100% | |
| Day 3 | - | 90% | 90% | 90% | 90% | |
| Day 4 | - | 90% | 90% | 90% | 75% | |
| Day 5 | - | 90% | 90% | 75% | 75% | |
| Day 6 | - | 90% | 75% | 75% | 75% | |
| Day 7 | - | 90% | 75% | 75% | 75% | |
| Day 8 | - | 90% | 75% | 75% | 75% | |
| Day 9 | - | 75% | 75% | 75% | 50% | |
| Day 10 | - | 75% | 75% | 75% | 50% | |
| Day 11 | - | 75% | 75% | 50% | 50% | |
| Day 12 | - | 75% | 75% | 50% | 50% | |
| Day 13 | - | 75% | 75% | 50% | 50% | |
| Day 14 | - | 75% | 75% | 50% | 50% | |
| Day 15 | - | 75% | 50% | 50% | 50% | |
| Day 16 | - | 75% | 50% | 50% | 50% | |
| Day 17 | - | 75% | 50% | 50% | 50% | |
| Day 18 | - | 75% | 50% | 50% | 0% | |
| Day 19 | - | 75% | 50% | 50% | 0% | |
| Day 20 | - | 75% | 50% | 50% | 0% | |
| Day 21 | - | 75% | 50% | 0% | 0% | |
| Day 22 | - | 50% | 50% | 0% | 0% | |
| Day 23 | - | 50% | 50% | 0% | 0% | |
| Day 24 | - | 50% | 50% | 0% | 0% | |
| Day 25 | - | 50% | 50% | 0% | 0% | |
| Day 26 | - | 50% | 50% | 0% | 0% | |
| Day 27 | - | 50% | 50% | 0% | 0% | |
| Days 28 to 41 | - | 50% | 0% | 0% | 0% | |
| Days 42 to 82 | - | 0% | 0% | 0% | 0% | |
GradGuard Tuition Insurance
At WVU 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. Tuition Refund Insurance, provided by GradGuard™, can help protect your education investment by refunding 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.
For additional information, including coverage details and exclusions, please visit GradGuard or call GradGuard at 866-724-4384.
Refunding Services
WVU partners with Tuition Management Systems, LLC to provide refund services to WVU students when a balance is owed to the student due to an overpayment on their account.
Per Department of Education Regulations for Cash Management (34 CFR 668), below is WVU’s contract with Tuition Management Systems.