Most credits (negative balances) including financial aid refunds are refunded on a weekly basis. Refunds for individual students will depend on the date of disbursement or the date when a credit was generated on your account.
The Cashier’s Office must first verify that a student has an eligible credit on the account before a refund can be generated. Credits occur in one of the following ways:
- Financial aid disbursement - The Office of Scholarships and Financial Aid runs disbursements for eligible students to apply the financial aid payment to the account. If the financial aid exceeds the total charges, a credit (negative balance) will generate on the student's account. If you have not completed promissory notes, entrance counseling or accepted your financial awards online, the financial aid will not be able to disburse to your account. Please ensure these steps have been completed prior to contacting the Cashier’s Office as we cannot issue a refund until the disbursement appears on your account.
- Credits Issued – Students can receive credit on their student account for reasons including but not limited to: dropping classes during the add /drop period, returning a parking pass, reducing a meal plan or receiving credit for health insurance.
- Once it is determined that a student is eligible for a refund, the refund is processed and students with an E-refund account will receive an email indicating the direct deposit has been released, students without a direct deposit profile will automatically have a paper check created and will be emailed when it is available to pick up in person with photo ID in the Cashier’s Office.
- Title IV- Additionally, we recommend completing a Title IV authorization form so that federal financial aid funds, including Pell Grants, Perkins Loans, Parent Plus Loans, Stafford Loans, and other federal subsidized and unsubsidized direct loans can be used to pay non-institutional charges. Non-institutional charges include but are not limited to: health insurance premiums, library fines, bookstore dollars, parking fines, and health center charges. If the student does not have a Title IV form on file they may be issued a refund without all charges on the account being paid. This means the student would be required to make a personal payment by the posted due date for any remaining charges.
- Students receiving refunds must understand that they may need to use their financial aid refund to pay any additional charges incurred on their student account after the refund is processed.
Method of Delivery for Refunds
- E-Refund - Students are encouraged to sign up for electronic deposit of student refunds in order to have their refund deposited into their checking or savings account. You must use a valid bank routing and checking or designated savings account number in order for the deposit to be processed electronically. Failure to enter the information correctly will result in a delay of your direct deposit. If your information is incorrect, the funds must be returned to UNCW before the refund can be routed to the correct bank account. If this occurs UNCW will notify you via your UNCW email with further instructions, but please be mindful that this will cause a delay in you receiving your refund. Students should log on to E-Bill and choose the E-Refund tab at the top of the page to set up the direct deposit profile. Please view our short instructional video. Data entered in the profile is secure and confidential in a Payment Card Industry (PCI) compliant environment. Students who close accounts should ensure the old account is deleted and a new account is entered in order to receive refunds in the future.
- Check - Students who do not create an E-Refund profile will have a paper check available to pick up in the Cashier’s Office with photo ID on Fridays only. If the student fails to pick up their refund check it will be mailed after three weeks to the permanent mailing address on file for the student at the time the check was created. Please allow 14 days from the date of mailing to receive the check, this allows enough time for the check to route through the postal system and either be returned or forwarded. In addition, administrative steps must be completed in order to properly document and replace the original check if it has been lost or stolen. Students must submit a request for an Affidavit and Indemnity Bond which must be notarized prior to processing a replacement. Students should ensure addresses are updated regularly via SeaNet to avoid issues with checks being lost in the mail due to an incorrect address. We strongly encourage all students to sign up for direct deposit as this is the most convenient and secure way to receive your student refund.
- Only students have access to set up an E-Refund account through their E-Bill login. The option to set up a direct deposit account will not be available for any authorized users. If the student so wishes they may use a parent’s checking account as the deposit account for their E-Refund.
If the refund resulted from payment by check, the refund will not be released until fifteen (15) business days after the check has been issued which gives the check enough time to clear the bank.
Credits that are the result of a Parent PLUS loan will be refunded directly to the parent who is the borrower on the loan. The refund will be in the form of a paper check that will be mailed to the physical address provided on the loan application. If the parent wishes to have the refund check made payable to the student (so that it can be issued as an E-Refund), they must complete the authorization with www.studentloans.gov during the application period. If you did not authorize your student to receive the funds directly at the time of application but now wish to do so, please contact The Office of Scholarships and Financial Aid.
NOTE: All refunds are issued to the address listed on the loan application.
Important information regarding student accounts is communicated via email; students are reminded to check their email frequently. Please contact the Student Account Services Office @ 910-962-4281 if you have any questions.
Cashier's Office 910-962-4281