Refunds

The University of Virginia will comply with all applicable state and federal regulations governing the delivery of refunds on student accounts. The refund guidelines that follow are established to insure the ethical, professional, and timely delivery of student account refunds resulting from:

  • A direct payment (see "Refunds from Direct Payments" below) by cash, check, wire transfer, or credit card which exceeds the total charges on that account;
  • A federal financial aid disbursement that exceeds the allowable or authorized charges; or,
  • An overpayment of charges by a third party sponsor or scholarship donor.

Refunds are processed in one of two ways:

  1. Direct Deposit

    If you have previously signed up for direct deposit for your refunds, you should receive an email confirmation of direct deposit amount from Accounts Payable at the University and the funds should arrive via Automated Clearing House (ACH) in your designated bank account within 2-5 business days after the effective date listed in the Student Information System (SIS).

    Please note: if an ACH/direct deposit fails for any reason, Accounts Payable reissues the refund as a paper check to the mailing address on record in SIS. Please allow at least 5-15 business days from the date of reissue for the check to arrive. Reasons for ACH/direct deposit failure include but are not limited to: “Bank Account Closed” or “No Bank Account/Cannot Locate” or “Insufficient Bank Details in SIS.”

  2. Paper Checks

If you have not signed up for direct deposit, a paper check will be issued to the current mailing address that you have on file in SIS. Please allow at least 5-15 business days for the check to be received at your Mailing Address.

Requests for replacement refund checks will not be accepted until 30 calendar days after the date the check was issued.

A note on confidentiality: We cannot speak with anyone but the student about their UVA finances unless the student has granted permission by completing an Authorization to Release Financial Information.

 

Refunds from Excess Payments or Financial Aid Greater Than Charges

Refunds may be delayed if the student has a Student Account Hold.

Refunds from Direct Payments (non-Title IV funds)

Overpayments occur when charges that were previously paid are removed, or when a payment is received in excess of the account balance. A credit balance resulting from a direct payment on a University account that exceeds the total of charges on that account will be refunded to the account holder. If a credit balance on a University account is the result of an overpayment by ACH or check, the refund will be processed after sufficient time has elapsed to allow for the funds to clear the bank (generally at least 10 business days).

The University will not accept funds intended for living or other expenses.  Except as instructed by sponsors, the University does not accept personal or sponsor payments in excess of $3,000 of the account balance. Amounts received that exceed this threshold will be retained and applied to future charges or returned to the original fund source (e.g., standard wire transfer or mailed check payments). This policy reduces risk to the University associated with possible fund source concealment (i.e., money laundering).

Refunds from Financial Aid (Federal Title IV funds)

A financial aid refund is defined as financial aid/loan credits greater than institutional charges owed the University.  Please note that Federal funds generally can only pay tuition and fees charges.

All refunds are issued to the student, with the exception of credits resulting from Direct PLUS (Parent PLUS) loans. Unless the parent indicates otherwise on the application, credits resulting from PLUS proceeds will be refunded directly to the parent.

Timely refunds are dependent upon the receipt and processing of all documents required and upon enrollment in direct deposit. Please allow 5 business days for newly established direct deposit agreements to take effect. Any refunds authorized before the direct deposit agreement takes effect will be sent as paper checks. If you have not provided us your bank information, your refund check will be mailed to the mailing address on record in SIS at the time the refund is processed. Students are notified by email after a refund has been initiated in SIS. If you established direct deposit, you should receive an email confirmation of direct deposit amount from Accounts Payable at the University. 

Refunds from Payment Plan Credits

Is the amount of your term Payment Plan more than your expected charges? If the amount budgeted (along with any other credits on your account) is more than the total term charges, the payer should reduce their payment plan by calling Nelnet at 1-800-609-8056 or through their Nelnet account via QuikPay (Authorized Payers) or SIS Student Center and click "QuikPay" (Students).

If a credit results from a Payment Plan overpayment, the refund will be processed by the end of the term.

 

Tuition and Fee Adjustment Policy

Non-Title IV Federal Financial Aid Recipients

In the event a student withdraws from the University, tuition and fees will be charged on a percentage basis based on the school week within which the student withdraws. The effective date of withdrawal is determined by the Dean of the school in which the student is enrolled, and is recorded on the official withdrawal form, which the student must complete as part of the withdrawal process. Any refunds due to the student because of withdrawal will first be offset against any other amounts owed to the University.

The University of Virginia’s Tuition and Fee Adjustment Policy provides consistency related to student withdrawals from a standard academic semester (term). If a student withdraws from the University, tuition and required fees are assessed according to the Institutional Tuition and Fees Adjustment Schedule. The treatment of Federal Aid (Title IV) eligibility and Return to Title IV (R2T4) funds follow the federal guidelines determined by the U.S. Department of Education. The treatment of Non-Federal Aid eligibility and return policies adhere to the respective funding source’s adjustment guidelines.

For Off-Grounds Curry School students, learn more about your withdrawal and fee adjustment schedule.

Institutional Tuition and Fees Adjustment Schedule

The institutional tuition and fees adjustment schedule applies to standard academic terms. Tuition and fees will be charged on a percentage basis determined by the school week during which the student withdraws. A standard semester (term) school week is defined as seven (7) calendar days. The first school week begins the first day of the start of the semester (term) period. For undergraduate students for Fall 2017, then, Week 1 begins on August 22nd and ends on August 28th. The effective date of withdrawal is determined by the Dean of the school in which the student is enrolled, and the official withdrawal is recorded within the Student Information System. Any resulting credit due to a student because of a withdrawal will first be offset against any other amounts owed to the University.

Application of the Institutional Tuition and Fees Adjustment Schedule pertains to tuition and required fees. Housing and Dining adjustments are calculated separately and follow different adjustment policies (see UVA Housing & Residence Life and UVA Dining for adjustment guidelines).

The schedule for allocation of tuition and required fees between amounts charged and amounts adjusted is as follows:

 

School Week

% Charged to the Student

% Adjusted

1

0

100

2

20

80

3

30

70

4

40

60

5

50

50

6

60

40

After 6

100

0

 

Federal Financial Aid Recipients (Title IV funds)

If you have federal financial aid, please contact Student Financial Services before withdrawing or reducing your course load. Student Financial Services is required by federal statute to recalculate federal financial aid eligibility for students who withdraw, drop out, are dismissed, or take a leave of absence prior to completing 60% of a semester. The federal Title IV financial aid programs must be recalculated in these situations. Title IV funds are Pell, SEOG, and CSAP grants, Perkins Loan, Direct Subsidized, Direct Unsubsidized, and PLUS loans. Please click here for further details regarding the Return to Title IV process.

Residence Halls

No adjustment of residence hall rent shall be made in the event of withdrawal after the fifth class day of each semester. Upon vacating student housing facilities, the room key must be returned to the Student Accommodation Office. The date the room key is returned to the Student Accommodation Office is the effective termination date of the student housing contract. For further information regarding housing, call (434) 924-3736 or visit the UVA Housing & Residence Life website.

Dining Services

Dining contracts cover meal plans for both fall and spring semesters. Students wishing to cancel their contract must notify the contract coordinator at (434) 982-5140 by the specified deadline. There is a $50 administrative fee to cover processing charges. For further information regarding contract meal plans and charges call (434) 982-5142 or visit the UVA Dining website.

Upon Your Return to the University

Please note that if you leave the University for any reason and return in a later semester, you will be subject to the tuition and fee rates established by the Board of Visitors for the academic year in which you return, based upon your academic level upon your return. Your school of enrollment can confirm your academic level. 

 

 

Frequently Asked Questions

Q: Where’s my refund? I’ve been issued a refund but have not received it.

A: If you believe you’re due a refund, but have not received it, please log in to QuikPay under the Finances section of your SIS Student Center to review current account details to confirm a refund was issued. If a refund was processed, please be sure to verify your mailing address and/or direct deposit details. Alternatively, please contact us at sfs@virginia.edu to review your account.

If a paper check was issued and you did not receive it, please note requests for replacement refund checks will not be accepted until 30 calendar days after the date the original check was issued. Prior to placing your request, please enroll for direct deposit and/or update your mailing information in SIS. Once your information is updated and 30 calendar days have passed, please contact our office to request a stop payment and reissue.

If a direct deposit refund was issued and you did not receive it, please note requests for replacement refund will not be accepted until 30 calendar days after the date the original direct deposit was issued. If the direct deposit file failed, our Accounts Payable team will reissue the refund as a paper check to the Mailing Address on file in SIS. To avoid future delays, please update your direct deposit information. 

 

Q: When will I receive my refund?

A: If you have previously signed up for direct deposit for your refunds, the funds should arrive in your designated bank account within 2-5 business days after the SIS effective date. For Direct Deposit, you should receive an email confirmation of direct deposit amount from Accounts Payable at the University. 

If you have not signed up for direct deposit, a paper check will be issued to the current Mailing Address that you have on file in the Student Information System. Please allow at least 5-15 business days for the check to be received at your Mailing Address.

 

Q: How long will it take to have my refund deposited to my account after I enroll in Direct Deposit?

A: Direct Deposit information will be active 24-48 hours from activation. Refunds issued thereafter will be direct-deposited.

 

Q: What happens if my refund is returned by my bank?

A: If money has been directly deposited to a closed bank account we recommend the student to contact the bank to see if the account can be reopened. This will be the quickest way for you to receive your refund. Otherwise we must wait for the receiving bank to return the funds to UVA. Once the funds are returned to UVA, our office will contact you to update your bank details or clear the data to issue a paper check to your Mailing address on record.

 

Q: How do I know when and how much has been deposited?

A: Direct Deposit of refunds are transmitted to the bank daily. Notification of the refund deposit will be sent to you via email from our Accounts Payable team.

 

Q: What happens if I change bank accounts?

A: You may make any changes to your direct deposit information through the online enrollment system within the SIS Student Center. Changes will become effective 24-48 hours from the date of the changes.

 

Q: Will I be able to receive a check for part of my refund and have the rest deposited directly to my account?

A: With Direct Deposit, the entire amount of your refund must be deposited to your designated bank account.