Refunds and Tuition Refund Appeals
Refund Processing Information
If your financial aid and/or payments are more than your institutional charges, and your account is showing a negative balance due, a refund will be processed. Refunds are processed once a week, so once you have a negative balance due, you should be included in the next round of refunds.
The fastest way to receive your refund is through direct deposit (eRefunds) via MaxPay. Students will generally receive their direct deposit refund 2-3 business days from the date the refund shows as processed on the student account.
Credit balances resulting from overpayments, dropped course, etc. will be processed after the 100% tuition refund date. (see Tuition Refund Procedure)
It is important to note that credit balances resulting from self-payments (ex. Cash, check, credit card, etc.) will be used to pay any outstanding balances owed to the College, to include balances for future terms. Credit balances resulting from sponsored payments will be reviewed to determine whether the funds should be returned to the sponsor.
In some cases, if a student account refund is issued and a balance is subsequently created on the student’s account, it is the student’s responsibility to return the funds to the College or pay the balance in accordance with the College’s billing and payments policies, including any applicable penalties and late fees.
Financial Aid Refunds
When financial aid disbursed to a student account exceeds tuition, fees, and books – this creates a credit balance. If a credit balance of more than $5.00 exists and is the direct result of federal loans or grants (Plus Loans, Direct Loans, Pell Grants, SEOG Grants) students are automatically refunded within 2 weeks of disbursement following federal guidelines.
The quickest way to receive your funds is to enroll in direct deposit (e-refunds) via MaxPay.
Some types of financial aid can only be used to pay for certain charges. Therefore, you may receive a refund even if you have outstanding charges on your student account. If a balance remains on your account after you receive a financial aid refund, you are responsible for paying it in full on time each semester. Please review your student account frequently throughout each term for balances owed.
Refunds generated by a Parent Plus Loan will be refunded by paper check directly to the parent’s mailing address provided in the loan application.
How will I receive my refund?
Direct Deposit (eRefund)
Student Financial Services uses direct deposit as the primary method for disbursement of student refunds. Refunds can be direct deposited to any checking or savings account at any U.S. bank or credit union, or Prepaid Debit Card (you will need to enter the routing and account numbers for the card).
What are the benefits to direct deposit?
- Eliminates the possibility of a check being lost or stolen and forged.
- Safety and confidentiality is assured with electronic transfer of your refund.
- Absolutely no charge to you for the electronic deposit service.
- Deposits are made automatically without any effort on your part, after your enrollment in Direct Deposit has been completed.
- Quick and convenient access to your refund. Funds are usually available within 24 to 48 hours after the refund is processed.
- Saves postage costs and avoids delays of banking by mail.
Direct deposit enrollment only takes a few minutes. Go to myMPTCstudent>MaxPay>My Account>Direct deposit refunds.
Hint: Students should double check the bank routing and account number. If this information is incorrect, the funds must be returned to MPTC by the bank before the refund can be routed to the correct bank account. This will delay the refund. If the e-Refund direct deposit is returned, we will notify the student via their MPTC email with further instructions.
Note: Each new account entered is verified by a prenote process. A prenote is a zero-dollar transaction that is sent to a bank through the Automated Clearing House (ACH) network. Banks use prenotes to verify the accuracy of account data, such as routing numbers and account numbers. The prenote process can take up to 24-48 hours to be verified.
Credit Card
Credit balances resulting from credit card payments will be attempted to be refunded to the original card used to make the payment on the student account, provided the payment occurred within 180 days of the refund date.
Paper Check
Students who do not enroll in direct deposit, may cause a delay in the delivery of their refund. A paper check will be issued to the student named on the student account, regardless of who made the payment, and sent to mailing address on file. Remember to allow up to two additional weeks for check processing and mailing.
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. Please call the Student Financial Services at 920-924-3124 to request a stop payment.
Tuition Refund Procedure
Tuition refunds are processed according to the Wisconsin Technical College System refund policy. Refund amounts are based on the date of official withdrawal, the course start date and course duration.
Refunds for:
100%:
- MPTC cancels or discontinues a class.
- Course drop is officially completed before the first class meeting.
- Course drop is officially completed before 5% of the course’s potential hours have been completed AND another class is added or “swapped” on the same day. If there is a fee difference between the dropped and added courses, students are credited or billed the difference. (This option cannot be done via self-service online. Students must go to Student Services.)
80%: Course drop is officially completed before 11% of potential class hours are completed.
60%: Course withdrawal is officially completed when 11% of the hours are completed but before 20% of potential class hours are completed.
0%: Course withdrawal is officially completed after more than 20% of the class’s total potential hours.
Important Drop/Withdrawal Information
- MPTC will NOT drop students from courses automatically for nonattendance.
- Students are considered enrolled and responsible for all tuition and fees until online drop/withdrawal is completed or forms are submitted to Student Services.
- Students may receive a refund of tuition and fees paid if the student drops/withdraws within the stipulated allowable time frame (based on WTCS Refund Rules).
- Students may not withdraw from a course after 67 percent of the course’s duration is complete.
- Dropping classes may affect your financial aid or veterans benefits. You may be required to repay funds received. It is wise to check with the financial aid office when you consider dropping classes.
Failure to comply with the withdrawal procedure may result in a failing grade and/or negatively affect future registration and/or financial aid eligibility. Non-notification of withdrawal does not absolve a student’s responsibility for tuition and fee payments.
Tuition Refund Appeals
On rare occasions an exception to the Wisconsin Technical College System refund policy (see also: Tuition Refund Procedure tab) for legitimate extenuating circumstances may be made.
Students initiating the appeal process should keep the following in mind:
1) Students are highly encouraged to contact the Financial Aid Office to review the impact of the decision to drop or withdraw and related financial aid, scholarships, or veteran benefits. Tuition paid by grants or scholarships are not eligible for appeal. Non-refundable course fees are not eligible for appeal.
2) Students must drop/withdraw from course(s) prior to submission of tuition refund appeal.
3) Appeals must be made by the student. Appeals made “on behalf of” a student will not be reviewed (unless the student is unable to submit an appeal due to incapacitation).
4) Tuition refund appeal will not be accepted after sixty (60) calendar days from the start date of the course(s).
5) Appeals will not be accepted without all of the following being submitted:
- Completed Tuition Refund Appeal request form.
- Personal statement including dates and timelines, addressing not only that a circumstance occurred that was out of the student’s control, but why that circumstance required the student to withdraw from course(s) and prevented them from doing so by the published add/drop dates.
- Supporting documentation relevant to extenuating circumstance listed in statement and specifically stating the student was physically unable to attend courses.
- Student’s, child’s, family member’s medical, court or police documentation are not considered part of the student’s education record. All medical, court, or police documentation will be verified by the appeals committee and destroyed upon decision. These records will not be maintained in the student’s education record.
- All documentation is subject to verification. Amendments and corrections to original supporting documents, or falsifying information on this Appeal will result in immediate denial and may be grounds for sanctions as outlined under the Moraine Park Technical College Student Code of Conduct.
- All appeals must be signed by the student and dated.
- A signed application shall act as a student’s release of information and consent to review academic, financial aid, registration, medical documentation and other records that are related to the appeal.
6) Circumstances that will not be a sufficient basis for appeal include, but will not be limited to, the following:
- Dissatisfaction with a course content, scheduled meeting time, location, mode of instruction, instructor or grade.
- Arrest or incarceration
- Academic or disciplinary dismissal
- Known medical condition, injury or illness that has not changed materially since the time of enrollment in the course
- Financial hardship or lack of financial aid
- Volunteering for military duty
- Discontinued attendance or failure to attend a course(s) at all. Students are responsible for officially dropping or withdrawing from courses.
7) Appeals are reviewed on a continuing basis. Depending on the complexity of the appeal and receipt of all supporting documentation, the processing time may vary from two to four weeks. The student will be notified of the decision (to include reason of denial if applicable) by Student Financial Services via MPTC Student email. The Appeals Committee’s decision is final.
*Appealable Extenuating Circumstances
Appealable extenuating circumstances are those situations outside of a student’s control preventing attendance or completion that occurred during a given term.
Required documentation includes, but is not limited to those listed below. All official documentation submitted must be current, on professional letterhead, pertain to the time period in question, and must state that the student was unable to complete the course/term due to the extenuating circumstance.
Medical
(An extended illness or major medical emergency occurring during the semester in which the student is registered which requires hospitalization, is life-threatening, or is contagious and is a danger to the remainder of the college community.)
Required documentation: Dated letter on letterhead signed by the attending physician containing:
- nature of illness/injury;
- date of onset or dates of extended incapacitation/hospitalization;
- severity of illness;
- detail of inability to attend school due to the condition;
- the date the physician recommended the student stop attending classes.
This must be an unscheduled medical emergency diagnosed after the last day to drop for tuition refund. Pre-existing conditions are not justifiable. Medical bills and Return to Work Notices are not considered acceptable documentation.
Immediate family emergency
(An extended illness or major medical emergency of parent, child, spouse, sibling or grandparent)
Required documentation: Dated letter on letterhead signed by the attending physician containing:
- dates of occurrence;
- nature and severity of relative’s illness/injury;
- a statement that the student served as a caregiver during the illness which prevented attending course(s).
Employment conflict
(Involuntary change in work hours by the student’s employer which precludes continued attendance)
Required documentation: Dated letter on employer letterhead with employer signature and telephone number detailing the dates and nature of the involuntary change in employment which prevented the student from attending courses.
Military Activation
(Called to active military duty)
Required documentation: Copy of official military orders.
Bereavement
(Death of immediate family; parent, child, spouse, sibling or grandparent)
Required documentation: Copy of obituary or death certificate with statement indicating the student’s relationship with the deceased. Appeals should include specifics (depression, handling of the estate, assuming family responsibilities).
Other unusual circumstances beyond your control
(such as a fire or natural disaster occurred at your home, or a legal matter)
Required documentation: Police, fire or insurance reports, Court documents, letter from social service agency indicating that the student’s course work could not be completed, Insurance documents verifying dates of emergencies, letter from an attorney verifying circumstances and inability to complete the semester, or other documentation as requested.
Other Requested Documentation: If additional information is required by the Tuition Refund Appeals Committee, the documentation must be received within two weeks of notification or the appeal will be void.
Am I eligible for a refund appeal?
Use this worksheet to help you decide if you are eligible and ready to request the link to our official Tuition Refund Appeal form.
1. Are you the student?
YES. Continue to next question.
NO – STOP!
Appeals must be made by the student. Appeals made “on behalf of” a student will not be reviewed unless the student is unable to submit an appeal due to incapacitation.
2. Has it been less than sixty (60) days from the start of the course(s)?
YES. Continue to next question.
NO – STOP!
Appeal will not be accepted after sixty (60) calendar days from the start date of the course(s).
3. Have you dropped your course(s)?
YES. Continue to next question.
NO – STOP!
Students must drop/withdraw from course(s) prior to submission of appeal.
4. Was your tuition paid by grants, scholarships or other third-party funding?
NO. Continue to next question.
YES – STOP!
Tuition paid by grants, scholarships or third-party funding are not eligible for appeal.
5. If receiving loans for the course(s), have you spoken to a Financial Aid specialist?
YES. Continue to next question.
NO – STOP!
You are highly encouraged to contact the Financial Aid Office to review the impact of the decision to drop or withdraw related to financial aid, scholarships, or veteran benefits.
6. Have you read the Tuition Refund Procedure/Appeals information in the tabs above?
YES. Continue to next question
NO – STOP!
Please carefully review this information so that you understand the process.
7. If you feel you have an Appealable Extenuating Circumstance (see specific tab), please contact Student Financial Services at 920-924-3124 to request the link to the Tuition Refund Appeal Form.
The appeals committee looks very closely at the requirements, so be sure to follow directions implicitly! Personal Statement and Supporting documentation listed under each circumstance are REQUIRED! Appeal committee decisions are final.