Requesting a refund
You may request a refund if you have a credit balance over $2 or you may leave the funds on your account for a future term at which point they will be automatically applied against any new charges.
We strongly encourage you to enter your banking information via the Student Accounts menu of Minerva in order to facilitate direct deposit of any refunds due to you. Refunds can be issued by cheque, however the cost of this process requires the University to charge $10 for refunds under $100, and $20 for refunds $100 and over. In the event that the refund is due to a US government loan, which must be accepted via Minerva and endorsed by the borrower and the University, the charge for a refund cheque is waived. If you have already set up direct deposit, then this precludes a refund by cheque, unless there are specific circumstances to warrant it.
The Refund Request Form is available via Minerva. You can access the on-line form as follows:
- Select Student Accounts Menu
- Select Refund Request Menu
- Create a new Refund Request
Once your form is submitted, you will receive an email notification containing the key elements of your request and a reference number. You will have the opportunity to print and/or save a copy for your records. Refunds will be processed on a first-come-first-served basis, except when the refund is due to a US loan being cashed, as these refunds typically have a priority status.
To facilitate the refund process, we recommend that you supply direct deposit banking information via Minerva (Canadian banks only). You can view/update bank information for direct deposits in Minerva under the Student Accounts Menu Direct Deposit Bank Account option.
- Overpayments will automatically be applied against the following term, or can be refunded on request after the course withdrawal deadlines. Interest will not be paid on credit balances.
- Students who have a credit balance on their fee account but also have outstanding library fines will have the amount of the library fine deducted from their fee account. Should there be any question regarding the amount of the fine to be transferred, this should be discussed with the library where the fine was incurred.
- Students who have a credit balance on their fee account and have an overdue loan with the University will have the credit balance automatically applied towards the overdue loan.
- Your request for a refund will be processed as soon as possible. Verification of your account may take some time, especially during peak refund request periods. You should expect that a refund will normally be issued within two weeks of your request, after the deadline for withdrawal with full refund. When refunds are necessary due to balances from previous terms, or scholarships and loans, efforts will be made to expedite the request.
- If a student has paid their account by wire transfer and then cancels their registration, the credit will be refunded to the originating bank account by wire transfer. In the case where the payment was made through Western Union, we may ask the student for a bank account so that the credit may be returned by wire to the originating country. In both cases the cost of this process requires the University to charge $10 for refunds under $100, and $20 for refunds $100 and over; the student will assume this cost.
If the disbursement of a US Direct Loan, Parent Plus Loan, or Grad Plus Loan into your student fee account results in a credit (negative balance), you may request a refund of the excess funds. Refund requests for credits due to these types of loans will be considered a high priority. However, due to the time delay of when the University disburses the loans into your student fee account and when the University is reimbursed from the US Treasury, your refund will be delayed up to 5 business days from the date of your request. Refunds can only be issued in Canadian dollars.
Alternative US loans will continue to be received in cheque format and will require dual endorsement by the borrower and the University. You will receive a notification when the cheques are available for you to go to Service Point to endorse them. Once they are in your student fee account, if they create a credit balance you can request a refund on Minerva.
A credit in your fee account may be the result if you drop a course during the University official course add/drop period, see Important dates for students. Students who drop all courses or withdraw from the University should consult University Withdrawal page for more information.