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Refunds

If your financial aid and/or payments are more than your institutional charges, you will be refunded the difference. We strive to process refunds as quickly as possible. The fastest way to receive your refund is through ACH (direct deposit) to a U.S. bank account.

Refund Availability & Options

Troubleshooting

Reducing Charges


Refund Availability & Options

When Should I Expect My Refund for the Fall 2020 Semester?

If your first class for the semester begins on or before August 19, your financial aid may disburse as payment to your student account on August 9 as previously scheduled. For those who were signed up for direct deposit at least a week prior to the refund date, refunds may be available in bank accounts on or around August 19. If your first class for the semester begins on August 26, your financial aid may disburse as payment on your student account on August 16, and direct deposit refunds may be available in bank accounts on or around August 26.

It also depends on where you are in the refund cycle, which includes:

  1. Aid disbursement
  2. Negative "balance due" on your student account after aid or payments
  3. Refund processed (Student Refund showing on your student account – i.e. your Electronic Bill in STAR via your WVU Portal)
  4. Refund deposited in your bank account or check printed and mailed

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What Are My Refund Options?

Your refund method may depend on the payment method generating the refund as well as what refund option you have chosen.

Most Payment Methods

If you refund is being created by payments from financial aid, credit card, eCheck, or paper check, you can choose either eRefund (direct deposit) or paper check for your refund. If direct deposit is not set up, it will default to a paper check refund. Please note that there is a 14-day waiting period after an eCheck or paper check payment posts to guarantee clearance of the funds before we begin the refund process.

Tuition Payment Plan

If your Tuition Payment Plan is set up for more than your remaining balance due for the semester - and you still have remaining payments on the plan - we highly recommend that you reduce your payment plan instead of continuing to make payments on your plan after your balance due has been paid for the semester. The only exception to this would be if you intend to add more charges for the semester - such as adding additional courses or adjusting a dining plan.

If your tuition payment plan is not adjusted and you continue to make payments over your balance due, those funds will not be refunded until your payment plan has been completed. You may still choose direct deposit or paper check for these refunds.

Third-Party Payments

If your refund is generated by an official contract on your account with a third-party sponsor, those refunds may take a little longer. They must be manually processed since the funds have not actually been received from the sponsor. The manual process usually begins the week before classes start, which means you probably will not see your refund in your bank account until the second week of classes (if you set up direct deposit). These refunds continue to be manually processed twice a week throughout the semester as new sponsorship contracts are received.

You may still choose direct deposit or paper check for these refunds.

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How Do I Sign Up for Direct Deposit or Change My Refund Preference?

As students are admitted to the University, they will receive an email with instructions on how to establish an account through the eRefund system. If you do not receive an email or you lose your email, go to the eRefund system and click the "Resend Registration Email" link under the Login button. Once your account is set up, the eRefund system allows you to check the status of your refund, view eRefund history, update your profile or change your refund method. If you need help with the eRefund system, please check the FAQs below or call 888-425-1138.

To sign up for direct deposit, update your refund method, or update your bank account for direct deposit, log in to the eRefund system. If a refund is already in process, it will go to the previously selected method. Once the method is changed, then any new refunds will be the new preference selected.

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What Happens if I Do Not Choose a Refund Option?

If an option has not been chosen at least a week prior to your refund date, the system automatically defaults to a paper check that will be mailed to your mailing/local address in the STAR system (which you can access and update via your WVU Portal).

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How Do I Change the Address That the Paper Check Refund Will Be Sent to?

Update your mailing/local address in the STAR system (which you can access via your 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.).

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I'm a Parent Who Is Due a Refund from a Parent PLUS Loan. What Is My Parent ID Number for Direct Deposit?

Parents due a refund from Parent PLUS Loan funds remaining after institutional charges have been paid can choose to sign up for direct deposit on the TMS Refund Portal.

Before a parent borrower can sign up:

After the PLUS application is received and processed, the parent borrower will receive a registration email from the TMS Refund Portal (wvu.afford.com) usually within 3 business days if the criteria above have been met. If you lost the registration email, don't worry! You can go to the TMS Refund Portal and attempt to log in with the email address listed on the Parent PLUS Loan application or click the "Resend Registration Link" under the login button.

To sign up, the parent borrower will need their Parent ID Number. This ID number consists of the following: the student's WVU Student ID number + Parent First Initial + Parent Last Initial + Parent date of birth as MMYY.

Please note that depending on various factors – such as your student’s other financial aid – a refund may be generated to your student based on remaining funds from their other financial aid and/or you based on remaining PLUS loan funds after institutional charges have been paid. If there are PLUS loan funds remaining after the balance due is paid, you may receive a refund. Please note this applies specifically to situations where there are PLUS loan funds remaining after the balance is paid. It is possible that a refund could be generated to your student instead because the refund is caused by other financial aid – such as institutional or state scholarships or grants – instead of the PLUS Loan.

Also, please remember that as part of your loan application, you affirmed that your PLUS funds would be used for your student’s educational expenses. Educational expenses may include tuition and fees; on-campus room and board (or a reasonable housing and food allowance for off-campus students); and books, supplies, transportation (excluding car payments), loan fees, and, if applicable, dependent care. It can also include other expenses like an allowance for the rental or one-time purchase of a personal computer, costs related to a disability not covered by other funds, or costs for eligible study-abroad programs.

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Who Does WVU Partner with for Refunding Services?

WVU partners with Tuition Management Systems, LLC to provide refund services to WVU students.

Per Department of Education Regulations for Cash Management (34 CFR 668), below is WVU’s contract with Tuition Management Systems.

View the Tuition Management Systems contract.

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Troubleshooting

Why Is My Refund Showing in My Charges?

For an explanation and example, see our Why Student Refund Shows in Charges page.

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I Have Not Received My Paper Refund Check. How Can I Get This Money?

Please be aware that it can take more than 14 business days after payment/aid disburses to your student account for you to receive a paper check refund, depending on mailing times.

If your refund is being created due to an eCheck or paper check payment, there is a 14-day waiting period after a check payment posts to guarantee clearance of the funds before we can even begin the refund process. Also, there are additional considerations to be aware of for tuition payment plans and third-party sponsorships.

If the time frames above have passed and you still have not received your paper check refund, please notify the Mountaineer Hub. The check will have to be voided – which can take 2 to 3 days – then a new refund check can be reissued.

Before contacting us, we recommend:

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What Do I Do If My Paper Refund Check Went to an Old Address?

If you forgot to update your mailing/local address in STAR before your paper check refund was sent, the fastest thing to do is to contact the U.S. Postal Service to request that your mail be forwarded from your old address. As of our most recent check with USPS, there is a $1 charge for them to do this. However, it is the fastest way to get the paper check.

If you would like your refund reissued instead, see the answer to I Have Not Received My Paper Refund Check. How Can I Get This Money? on how to have the funds reissued to you as either direct deposit or a paper check.

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What Do I Do if My Student ID Is Not Working to Create My TMS Payment Portal Account?

Review your authentication questions to make sure you are answering them correctly. If that still doesn’t work, call 888-425-1138 for assistance.

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What if I Am Having Issues Logging into My TMS Payment Portal Account?

You may encounter an issue logging in from work computers or other public computers. Try logging in from your personal computer. If it still does not let you in, call 888-425-1138 for assistance.

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My Direct Deposit Was Returned to the University, so I Updated My Information. What Do I Do Now?

If your refund disbursed to your bank account through your direct deposit but was returned because the bank account information was incorrect, the refund will be reissued after you update your direct deposit information. Once it has been updated, your refund request will be resubmitted within 24-48 business hours.

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Reducing Charges

Is My Tuition Reduced if I Drop Classes?

It depends. Students who withdraw from classes during certain time frames may be entitled to a reduction of all or a portion of their tuition, depending on the length of the class, date of withdrawal, and how many credit hours the student is enrolled in. See the Withdrawal page for more information. We recommend students consult their academic advisor as well as the Mountaineer Hub before withdrawing from classes to ensure they're aware of any financial effects the changes might have.

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Are My Charges Reduced If I Change My Dining Plan or On-Campus Housing or Withdraw?

If you change your dining plan or on-campus housing or withdraw, you should contact WVU Dining Services for dining plans and WVU Housing for on-campus housing to find out if your charges will be reduced. There may be a reduction based on when you change/withdraw. Please note that there also may be limitations or deadlines to when dining plans or housing can be adjusted for the year or semester.

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