West Virginia State University has contracted Truist Bank to process and mail refund checks. All payments must be reflected on a student’s account before a refund can be processed. Refund inquiries should be addressed to the Office of Student Accounts. The processing may take one to two weeks. Students who have a credit balance because of financial aid do not need to request a refund. These refunds will be processed automatically.
There are two forms of Refund: Direct Deposit and Paper Check.
Direct Deposit
Action Needed by Students to Set Up Direct Deposit:
- Step 1: Complete the “Direct Deposit Request form” that is included below. If you complete this form after the semester has started, there is no guarantee that it will be processed and approved before refunds start processing.
- Step 2: You will receive an email from FIS Integrated Payables Registration with information on setting up an account. You will create a username and password during this process. Once completed, you will enter your Bank Account information to be approved by the bank. We recommend that you use your WVSU-issued email as your username.
- Step 3: Once confirmation of the approval is received, you are good to go!
What Happens If:
- I start the process, but don’t get it completed before Refunds start?
- If you don’t complete the setup and a refund is processed, you will be entered into the system to receive paper checks. You will receive paper checks going forward.
- If I ignore this email?
- You will automatically be entered into the system to receive paper checks. Once you receive paper checks, you will not be eligible to receive Direct Deposit.
For any related questions, you may reach out to the Office of Student Accounts at osa@wvstateu.edu.
Alternative to Direct Deposit
If there is no direct deposit set up on your account, refund checks will be mailed to you. Students are responsible for notifying the University of an address change. This may be done directly by the student online at mystate.wvstateu.edu or at the Registration and Records Office located at 128 Ferrell Hall.
Lost Refund Check Replacement
We recommend taking advantage of the Direct Deposit option if possible. If checks are lost in the mail or sent to invalid mailing addresses, we require two weeks to pass before we will stop payment and reissue your refund without any additional charge. Please call the Office of Student Accounts at 304-766-3141 to request a new check.
Refund Policy for Students Who Withdraw
A student who officially withdraws from the University (i.e., drops all classes) through the Office of Registration and Records or is administratively withdrawn from the University prior to completing 50 percent of a semester is entitled to a partial refund of that semester’s tuition/fees.
The date of withdrawal is the actual date the student notifies the Office of Registration of withdrawal or the midpoint (50 percent point) of the semester for a student who leaves without notifying the institution.
The institutional refund schedule is as follows:
- A student is entitled to a one hundred percent (100%) refund of the charges up to the extended add/drop date specified on the academic calendar.
- A student who begins a term and withdraws after completing up to ten percent (10%) of the term is entitled to a refund of ninety percent (90%) of the charges.
- A student who withdraws after completing ten percent (10%) through twenty-five percent (25%) of the term is entitled to a refund of fifty percent (50%) of the charges.
- A student who withdraws after completing more than fifty percent (50%) of the term is not entitled to a refund.
This refund policy applies to all charges including tuition and fees, dining, and housing charges.
Any student who withdraws at any point during the semester is advised to consult with the Office of Student Accounts to determine whether there is a balance owed or a refund due.
Note:Once classes begin, there is no refund for a reduced schedule. The refund policy applies only when a student officially withdraws from ALL classes.
For a student receiving federal financial aid who withdraws before completion of 60 percent of the semester, the amount of federal financial aid earned will be calculated to the day according to the federal financial aid refund guidelines. Unearned financial aid must be returned. When aid is returned, the student may owe a balance to the University, to the US Department of Education, or to both. Any student receiving federal financial assistance should contact the Office of Student Financial Assistance before withdrawing from college or reducing the number of hours enrolled to determine the impact of these actions on his or her financial aid status.