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Refund Procedures

The following procedure is applicable to all college personnel and students with no Financial Aid, such as scholarships, grants, awards, or loans. These procedures were established to ensure timely delivery of student account refunds resulting from a direct payment by cash, check, or credit card, which exceeds the total charges on the student account.

Processing Timelines and Amounts

The refund process will begin no earlier than the third week of the term.

Any credit applied to a student account resulting from a removal of charges or overpayment will first be applied to any college debt, even if the amount owed is not yet due.

• If a student account has a credit balance of $5.00 or more, a refund will automatically be issued, except as stated elsewhere in this document.
• If a student has a credit balance of less than $5.00 they must request the refund in person from the Cashier in the Student Services Center. To claim a refund check in person, the student must provide an acceptable form of identification with photograph. The college will accept a current passport, valid driver's license, military identification card, alien registration receipt card with photograph and photo identification cards issued by state or government agencies.

Overpayment

A credit balance resulting from a direct payment by cash or check that exceeds the total charges on the student account will be refunded by check made payable to the student. This check will be mailed to the address on file. The refund will be processed no sooner than two weeks from the date the check was processed.

A credit balance resulting from a direct payment by bank/credit card that exceeds the charges on the student account will be refunded directly to the bank/credit card used in the payment; up to the amount charged. If there were combined payments of cash, check or bank/credit card, refunds are processed against the card first. Any remaining refund will be by check made payable to the student and mailed to the address on file.

Unclaimed Checks

It is the responsibility of the student to insure student's name and mailing address are correct and if not to notify Admissions and Records by fax 503-491-7388, phone 503-491-7393 or in person to update any changes. A notation that the check has been mail-returned will be made on the student account.

Unclaimed Refunds

In accordance with ORS 98.352 and OAR 141-045-0061, any check or credit balance that has not been cashed or claimed after a period of two (2) years is unclaimed property. Unclaimed property will be reported and paid to the Oregon Division of State Lands (ODSL) each year between October 1 and November 1. The college will exercise due diligence prescribed by the ODSL as follows:

• Refunds over $100: Not less than 90 days prior to filing the report, a written notice will be mailed to the student of record.
• Refunds less than $50: The college will report unclaimed checks and credit balances of less than $50 in aggregate.
• Records Maintenance: The college will maintain records and documentation related to unclaimed property reports and location efforts (due diligence) for three years after reporting.

Certification

By endorsing a refund check, the student certifies that they are entitled to the funds and agrees to return any amount remitted in error that is not rightfully theirs.

Refunds Issued in Error

The college has the right to reclaim refunds issued in error. Should this occur, a stop payment will be placed on the check and the student of record will be notified of the reason. In the event that the check has already been cashed, a written request for return of the funds will be provided to the student. Students will have 30 days to repay the college before collection effort is initiated.

Refund Procedures for Student Accounts with Third Party Authorizations

The following procedure is applicable to all college personnel, Third Party Agencies and students that have a Third Party, such as an employer or governmental agency, paying directly for part or all of their tuition. These procedures were established to ensure timely delivery of student account refunds resulting from an overpayment of charges by a third party.

See information on Third Party requirements

A credit balance resulting from a third party payment on a student account which exceeds the authorized charges on that account will be immediately credited to an account in the third party's name. The credit balance will be refunded to the third party in the form of a check.

A credit balance resulting from removal of charges on a student account will refund to the third party if the third party paid for the charges that were removed. If the student paid for the charges that were removed, the refund will go back to the student.

See additional information on unclaimed refunds.

Refund Procedures for Currently Enrolled Students Receiving Financial Aid

The following procedure is applicable to all college personnel, scholarship donors, and students with Financial Aid, such as scholarships, grant, awards, or loans. These procedures were established to ensure timely delivery of student account refunds resulting from a financial aid disbursement or scholarship donor payment that exceeds the charges on the student account.

Financial Aid Checks

For Summer Term 2008 only:

Checks will be available in the Grants & Contracts Department on:

• July 1 10:30 am to 5:00 pm
• July 2 10:30 am to 5:00 pm
• July 3 10:30 am to 5:00 pm

Beginning the week of July 7th, checks will be available on Tuesdays and Fridays From 8am to 5pm.

Checks not picked up by 5pm each day will be mailed.
Please be sure your address is correct. Log in to MyMHCC and select
Update My Address from the Quick Links menu.

Picture ID is required to pick up your Financial Aid Check.

Beginning Fall Term 2008, Mt. Hood Community College will be partnering with Higher One, a financial services company focused solely on higher education to bring a new method for receiving your refunds to all Mt. Hood Community College students- the MHCC Mountain Card. Please do not throw away this important card since it is your ticket to a faster refund.

Simply put, your new MHCC Mountain Card is designed to provide you with increased choice when it comes to receiving your financial aid or school refunds-including the "Easy Refund" method. Easy Refund is by far the fastest and easiest way to gain access to your refund money--literally the same day Mt. Hood Community College releases it.

Please activate your card as soon as you receive it. Remember, even if you are not currently expecting a refund from MHCC, we may have a refund for you in the future.

If you're not sure that Mt. Hood Community College has your current mailing address, please take a moment to visit MyMHCC to update your address information today. Your new MHCC Mountain Card will be mailed to your current address on file with Mt. Hood Community College. Therefore, it is critical that you verify your mailing address as soon as possible.

Students are required to pay any remaining college debt owing with their financial aid.

Refund Procedures for Students Receiving Scholarship Funds

A credit balance resulting from a scholarship payment that exceeds the charges on the student account will be processed as follows:

• Refundable Scholarships - the credit balance refunds directly to the currently enrolled student.
  
  
• Non-Refundable Scholarships - contact the Financial Aid office at 503-491-7262 for each individual scholarship's guidelines.

Refund Procedures for Financial Aid Students With Additional Payments

In any given term, if a student account reflects payments from both financial aid and other sources (i.e. cash, check or bank/credit card) the following will apply:

• Tuition and fees will be deducted from aid in the following order: non-refundable scholarships & waivers, state and federal grants, refundable scholarships, Perkins loans, Nursing loans, and Federal Family Educational Loans (FFEL).
  • The full amount of tuition & fees will be deducted from aid regardless of any student payments on the account.
• Payments by cash or check: After the tuition and fees have been paid with financial aid, previous student payments made by cash or check will be refunded to the student.
• Payments by credit card: After the tuition and fees have been paid with financial aid, student payments made by bank/credit card will be refunded through the cashier's office. If any payments were made with a bank/credit card, refunds are first credited back to the card, up to the amount charged. Any remaining refund will be issued to the student.

Refund Procedures for Students with Financial Aid Who Are No Longer Enrolled

Students who are no longer enrolled should contact the Grants & Contracts department regarding any refund or financial aid liability.

See additional information on unclaimed refunds.