Refunds are issued when payments exceed tuition, fees, and other charges and create a credit (or negative) balance on the student account.
A credit balance on a student’s account can be created by:
- Financial aid disbursements that exceed the student bill total.
- Out-of-pocket payments that exceed the student bill total.
- Dropping classes during the add/drop period.
- Complete withdrawal from UNCG.
- Reducing meal plan or housing costs
- Returning a parking pass
- Waiving health insurance after initial billing.
- Other miscellaneous credits.
In order to receive their refund, a student must meet the following requirements:
- Payment must exceed student account balance.
- Payments must be fully credited.
- For example: A refund can only be made after financial aid is actually disbursed. Pending financial aid does not trigger a refund.
- Student’s mailing address must be up-to-date in the Personal Information tab of UNCGenie.
When refunds are processed
UNCG begins processing eligible refunds for an upcoming term the week before classes start, so many students will receive their refunds by the first day of classes. Certain students may receive a refund after the first week of classes if their financial aid disbursement or other account credit is generated later. UNCG cannot process refunds earlier than the week before classes begin.
After the initial refund for the semester, later refunds are processed weekly at the beginning of each week (usually on Monday) and are available later in the week.
How to access refund money
Students can receive their refund via direct deposit or through a mailed paper check. Refund checks cannot be picked up in the Cashiers and Student Accounts Office. The fastest and most secure way to receive a refund is direct deposit.
E-Refund direct deposit
Students who choose this option will usually receive their refund 2 to 5 days from the date the refund was posted to the student account.
Only students have access to set up an e-Refund account through their student login. Authorized users can not set up direct deposit. If the student wishes, they may use a parent’s checking account as the deposit account for their e-Refund.
To set up the direct deposit refund option:
- Log in to UNCGenie with the student ID number and 6-digit PIN.
- Click on the Student tab and select “Student Account Center.”
- Choose the “Refunds” option at the top of the Student Account Center page.
- If there is not already a Direct Deposit method saved, click on “Set up a new account.”
- Enter the checking or savings account information and click “Continue.”
- Read and agree to the authorization agreement and click “Continue.”
Hint: Students should double check the bank routing and checking or savings number. If this information is incorrect, the funds must be returned to UNCG by the bank before the refund can be routed to the correct bank account. This will delay the refund. If the e-Refund direct deposit is returned, UNCG will notify the student via their UNCG email with further instructions.
Students without an e-Refund direct deposit profile will receive a printed check via mail. Refund checks typically arrive 5 to 7 days after posting to the student account. The check will be sent to the student’s campus address if the student lives on campus. Students living off campus will receive the check at their local or home address.
To avoid the possibility of the check being lost in the mail, students are urged to make sure their address is updated on the UNCGenie Personal Information tab at least two weeks before classes start.
If it has been more than 14 days since the student refund posted and a check has not arrived, students can contact the UNCG Accounts Payable Office at 336.334.5741 in order to replace the original check.
Students must submit a request for an Affidavit and Indemnity Bond which must be notarized prior to processing a replacement. The completed, notarized form may be emailed to email@example.com. Once Accounts Payable has voided the check, the student account will be updated. The credit from the voided check will first apply towards any outstanding charges due towards the student account. If this action results in a new credit on the student account, a new refund will be issued to the student in the following week’s refund process.
Financial aid refund details
Financial aid refunds are issued after aid is disbursed by the Office of Financial Aid and Scholarships. Refunds from excess financial aid funds generally do not arrive until near the first day of class, so it’s important for students to plan ahead for costs like off-campus rent or travel expenses.
If the Student Account Center shows the credit balance is due to estimated or pending financial aid, it means that aid has not yet been disbursed and the student is not yet eligible for a refund. To ensure Financial Aid is disbursed quickly, students should ensure they have completed promissory notes, entrance counseling, and accepted financial awards online.
Financial aid will automatically cover tuition/fees, housing, meal plan, and up to $200 in unpaid previous balances. This means that costs like parking, library fees, and bookstore bucks will not automatically be paid and students must pay these items due on their account out of pocket. This inconvenience can be avoided! Students can complete the Title IV Authorization Form in UNCGenie before aid disbursement that will allow all charges to be automatically deducted from their financial aid.
Third party sponsor refund details
If the student is expecting payments from both a Third Party Sponsor and UNCG financial aid, the refund will not be processed until both sources have paid to the student account. Under normal circumstances, financial aid will pay first; therefore, the refund will be processed after the Third Party Sponsor payment is received and processed.
Withdrawal refund details
Students who choose to withdraw from the University can do so by dropping all courses online via UNCGenie. Students who drop all courses within the term are considered to be withdrawn from the University and may need to reapply for admission in the future.
Tuition refunds after withdrawal
There is a $50.00 non-refundable processing fee charged to all students who completely withdraw from the University after the Late Registration and Schedule Adjustment period (refer to the University Academic Calendar). Students who withdraw may also be eligible for a partial refund as tuition and fees will be adjusted. See the University’s Total Withdrawal Refund Calendar for more information.
Housing and dining refunds after withdrawal
Housing and meal plans are NOT refundable. However, if a student qualifies for an exception as stated in the Refund Policy, room rent and board are refundable except the pro-rata part of the remaining charge based on the expired portion of the term. The housing contract is for one academic year. Students who cancel their contract at the end of the Fall Semester and remain enrolled at the University, will be charged for the Spring Semester rent.
Questions about housing and dining refunds should be directed to the Housing and Residence Life Office at 336.334.5636.
Paying back financial aid
Students who withdraw after receiving a financial aid disbursement may be required to pay back some or all of their awarded aid. For more information about how this works, view Return of Title IV in the Financial Aid section.
Parent PLUS refund details
Refunds that are the result of Parent PLUS Loans may be refunded either to the student or to the parent. At the time of completing the loan application, parents can opt to have any PLUS Loan refund payable to the student or directly to the parent borrower on the loan by checking the appropriate box on the loan application.
Refund to parent
Refunds to parents will always be in the form of paper checks mailed to the borrower’s physical address provided on the loan application.
Refund to student
Refunds to students will be processed as either an e-Refund direct deposit or in the form of a paper check mailed to the Student. Information on how students can choose their refund method can be found in How to Access Refund Money on this page.
Changes to refund method
Parents who did not initially authorize their student to receive the PLUS Loan refund may opt to change their decision. Parents who wish to change their refund method should contact the UNCG Office of Financial Aid and Scholarships at firstname.lastname@example.org or 336.334.5702 to request a change prior to aid disbursement.
The University Refund Appeals Committee considers appeals from any student who wishes to submit an appeal in writing because they feel that the University’s refund policies do not address particular circumstances. The Committee also considers appeals from former students who are contesting the garnishment of North Carolina State income tax refunds through the North Carolina Department of Revenue Tax SetOff program.
Appeals can be submitted via Refund Committee Appeal form.
The Refund Committee will not review appeals that are more than one year old. If the original appeal is denied, the student has the right to re-appeal one time as long as they can provide new documentation with the re-appeal. If the second appeal is denied and the student feels it deserves further consideration, the appeal is referred to the Vice Chancellor of Business Affairs.
To read the full Refund Policy, view Policy 4 on the Accounting Services site.