Winter 2020 Important Dates

Fees Viewable - First Years - when student is block scheduled 10/23-11/04/2019
Fees Viewable - Returning - at time of registration 11/05-11/21/2019
Students WITHOUT Financial Aid — Past due: 12/08/2019, Class Cancellation: 12/18/2019
Students WITH Financial Aid — Past due: 12/30/2019, not subject to class cancellation

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Refunds

**New in November, 2019** - The Refund Request form is now online!

Student Accounts can process a refund when there is a credit balance on your Student Account. In most cases, a credit balance resulting from Financial Aid will be refunded automatically.

A credit balance resulting from an overpayment can only be refunded when the student submits a Refund Request using their Cal Poly email address. We process refunds twice per week.

Submit Your Refund Request

Refunds - General Information

Funds in excess of charges (from over-payment, financial aid disbursement, fee reductions due to term withdrawal, etc.) may create a credit balance on the Student Account. This credit balance may be refunded to the student (or in the case of excess funds from a Parent PLUS loan, the parent borrower). Below are some Refunding Tips:

  • Student Refunds by Direct Deposit are fast and secure. The money will be delivered electronically into the designated bank account within 2-4 business days.

    Set Up electronic refunds through the "Direct Deposit for Refunds" link in the Self Service section of Money Matters (student's Cal Poly portal) - image below.

    Refunds from excess Parent PLUS loans are mailed (paper check) to the parent borrower by default.

    The parent may elect to have the student receive their refund so it can go by direct deposit to the account the student has set up.

    Set Up Direct Deposit for Refunds

  • A refund can only be processed when a credit balance exists on the Student Account. If that credit balance comes from an overpayment, the student must file a Refund Request.

    Overpayment refunds may be direct deposited into a personal bank account (applicable only if the student has already set up direct deposit). If direct deposit is not set up, a paper check will be mailed. Use the "Direct Deposit for Refunds" link in Self Service section of Money Matters (student's Cal Poly portal) to set up, check or update your direct deposit information.

    If Direct Deposit for Refunds is not set up, a paper check will be sent to the "Mail" address listed in student's Cal Poly portal. Student addresses can be updated from the Personal Info tab.

    Most refunds are processed as received with the refund being in the bank (direct deposit) or in the mail within 2-4 business days. A Refund resulting from dropping a class during Add/Drop period or withdrawing from a term once classes have begun will take longer (can be as much as 4 weeks) to process.

    For more information regarding registration fee refunds please see the Registration Fee Refund policy. Note: Students withdrawing from the term after add/drop closes must do so through the Office of the Registrar.

  • A refund can only be processed when a credit balance exists on the Student Account.

    Most financial aid refunds are processed automatically - except those that override a personal payment (State University Grant, Cal Grant A and Middle Class Scholarships may do this) which will require that the student submits a Refund Request.

    Financial Aid refunds may be direct deposited into a personal bank account (applicable only if the student has already set up direct deposit). If direct deposit is not set up, a paper check will be mailed. Use the "Direct Deposit for Refunds" link in Self Service section of Money Matters (student's Cal Poly portal) to set up, check or update your direct deposit information.

    Any financial aid refund is based on your enrolled units at the time the financial aid disbursed/posted to your Student Account. If you subsequently drop below full time status (12 units), you may not be eligible for 100% of your financial aid disbursement and you may be required to return a portion of the aid that was refunded to you.

    Please monitor your Cal Poly portal after the Add/Drop period for any financial aid award adjustments and related account balances that might be due.

    If Direct Deposit for Refunds is not set up, a paper check will be sent to the "Mail" address listed in student's Cal Poly portal. Student addresses can be updated from the Personal Info tab.

    Most refunds of excess Financial Aid will be in the bank (direct deposit) or in the mail within 2-4 business days of when the Aid was disbursed. A Refund resulting from dropping a class during Add/Drop period or withdrawing from a term once classes have begun will take longer (can be as much as 4 weeks) to process.

    CASHCOURSE: Want to learn more about how to make informed financial decisions, student loans, repayment and managing credit card debt? The Cal Poly Campus Wellbeing program offers CashCourse to provide students with financial tips and education about financial topics. Learn more and sign up at the Campus Wellbeing Programs page.

    For more information regarding registration fee refunds please see the Registration Fee Refund policy. Note: Students withdrawing from the term after add/drop closes must do so through the Office of the Registrar.

  • If you decide not to attend a term or drop some units

    You must drop all your classes including waitlisted classes before the term begins to have your charges fully reversed.

    If you wait and drop all your classes after the term begins or withdraw after add/drop, your fee charges will be prorated based on the number of days you were enrolled, whether you attended classes or not during that time. See the Fee Refund Policy for complete details.

    Last day to drop some units for partial refund of non-resident tuition and difference between full time and part time fees is the last day of the term's add/drop period. This does not include the late appeal period. See the Fee Refund Policy for complete details.

    All financial aid, including loans, is contingent upon class attendance. If you drop to zero units or reduce units below required unit levels, your financial aid award may be modified and you may be required to return aid refunded to you.

Submit Your Refund Request - User Guide

Submitting a Refund Request is easy. As long as you have a credit balance on your Student Account, start with the gold "Submit Your Refund Request" button, email yourself the electronic form, fill it out and sign electronically.

Submit Your Refund Request
  • On the Money Matters tab of your Cal Poly portal, there should be a credit balance showing under "Registration & Other Fees," "Housing" or "Dining."

    The "Unpaid Charges" sub tab should also NOT show any past due balances on the Student Account.

  • Click on the gold "Submit Your Refund Request" button or the "Refund Request" link in the Self Service section of Money Matters (your Cal Poly portal).

    Enter your name and Cal Poly email address in the form to start the process.

    You will receive an invitation email with a link to the form for your Refund Request.

  • Click on the link in the invitation email and log into the form using your Cal Poly student email and password credentials.

    Click on the gold "Continue" button to begin.

    Enter your information including Full Name, EMPL ID, Address (must match an address listed in your Cal Poly portal), phone number and the amount of the credit balance to be refunded.

    Confirm your Cal Poly email address in the form.

  • Review Your Refund Method - Direct Deposit for Refunds is the preferred method. It is faster, more secure and a more reliable way of getting your money to you. Use the "Direct Deposit for Refunds" link in the Self Service section of Money Matters (your Cal Poly portal).

    Be sure to Sign your request with an electronic signature.

Next Steps

Once you have submitted your Refund Request, it will be processed and the credit balance on your Student Account will disappear.

If you have Direct Deposit for Refunds set up, the money should be in the designated bank account within 2 to 3 business days from the process date (viewable in the Account Activity of your Cal Poly portal).

Paper check refunds will leave our campus mail system within 2 to 3 business days. Please allow an additional 5-7 business days for the check to be delivered.

A Refund resulting from dropping a class during Add/Drop period or withdrawing from a term once classes have begun will take longer (can be as much as 4 weeks) to process.

Important Notice Regarding Fee Amounts

The CSU makes every effort to keep student costs to a minimum. Tuition and fees listed in published schedules or student accounts may need to be increased when public funding is inadequate. Therefore, CSU reserves the right, even after initial payments are made, to increase or modify any listed tuition or fees. All listed fees, other than mandatory systemwide tuition, are subject to change without notice, until the date when instruction for a particular quarter has begun. All CSU-listed tuition and fees should be regarded as estimates that are subject to change upon approval by the Board of Trustees, the chancellor or the presidents, as appropriate. Changes in mandatory systemwide tuition will be made in accordance with the requirements of the Working Families Student Fee Transparency and Accountability Act (Sections 66028 – 66028.6 of the Education Code).