Student Account Policies
If your student account is carrying a credit balance of $1 or more, Student and Departmental Account Services will initiate a student account refund. Financial aid still pending or a conditional credit from a payment plan do not qualify for a refund. Credit balances will be refunded either via electronic payment or via paper check.
Refunds will be released on or after the first day of classes each term* and only when a credit actually exists on a student’s account. Following the first day of classes, refunds will be released weekly, in accordance with our refund schedule. Students that have elected direct deposit will have their funds automatically released to their preferred bank account on record through our Student Refund Portal. For students who have not enrolled in electronic payment, paper checks will be mailed to the preferred mailing address on record unless that address is an international address.* Refund checks made payable to parent borrowers will be mailed to their address on record with Lewis & Clark.
Requests to reissue a refund or reimbursement may result in a fee on your Lewis & Clark account. Verify Lewis & Clark has the correct preferred mailing address on record in order to avoid a lost check, or preferred bank information on record in order to avoid a failed electronic funds transfer.
*Checks issued to a student with an international address may be retrieved at Student and Departmental Account Services during our hours of operation.
Refunds Resulting from Financial Aid
Financial aid will be applied to student accounts and will be used to address charges incurred, such as tuition and fees as well as room and board if a student resides on-campus. Financial aid funds cannot be applied until the appropriate paperwork has been completed and the funds are received.
Federal Regulations restrict how the college can manage Title IV financial aid program funding such as Pell Grant, SEOG, ACG, National SMART, Perkins, as well Direct Subsidized, Unsubsidized and Direct PLUS. If the total amount of Title IV financial aid funds disbursed to a student account exceeds the allowable charges**, the college must receive written authorization to pay the balance of miscellaneous charges incurred against the student account. Examples of miscellaneous charges are: library fines, health center charges, LRAP Assessment (Law only), green energy fee (CAS only), parking fines, etc. To address how a recipient of Title IV financial aid funds chooses to manage miscellaneous charges, we request they complete the Managing My Student Account: Financial Aid Credit Balance Authorization located in WebAdvisor: Title IV Authorization.
Financial aid applied to a student account that exceeds the amount a student has been charged may be refunded to the student. Refunds must be used to cover education-related expenses such as off-campus living expenses, transportation and/or books and supplies.
Federal regulations require that credit balances resulting from a Federal Direct PLUS Loan for parents be refunded to the parent borrower unless a written authorization is on file allowing the credit balance to be released to the student. Such an authorization must be on file for each Federal Direct PLUS Loan borrowed.
**According to federal regulations, allowable charges are defined as tuition and fees, room and board (if the student contracts with the institution for room and board).
Establishing Electronic Refunds
Lewis & Clark partners with Tuition Management Systems (TMS) to manage student account refunds. Enrollment through the Student Refund Portal hosted through TMS provides an easy efficient way to manage your student account refund and the capability to offer students the opportunity enroll in electronic payment. Signing up for electronic delivery of student account refunds will enable Lewis & Clark to deposit these funds directly into your designated bank account. This process will expedite access to these funds as you will not have to get a paper check, deposit that check and then wait for the deposit to clear.
Select your refund preference now by clicking here to access the Register Button or Login if you have already registered.
Please note: Students will be unable to register their refund preference if they have not been enrolled in the Student Refund Portal by the college. Having an international address and/or no email on record will prevent you from enrollment in the Student Refund Portal. Please contact the Registrar’s Office to update your mailing and email address.
If you are faculty, staff, or student and wish to have your payroll direct deposited, please contact HR.