Policy Details

  • Students may be eligible for a refund if a credit balance is reflected on their student account. The criteria for obtaining a refund are listed below. The refund process will begin after the drop/add period of every term, which is 10 school days after the start of the semester.
  • Students have the option to receive a refund via paper check or direct deposit. The refund process is run twice a week, typically on Tuesdays and Thursdays, after the drop/add period of each semester.
  • Requests should be submitted and received no later than 2:00 p.m. on the day preceding the desired refund.
  • The direct deposit process allows refunds to be deposited directly into a student’s checking or savings account of their choice. Depending on the banking institution, the refund should post in 1 to 3 business days.
  • Paper checks will be sent to the address the student designates on the refund request.
  • All refunds for students who withdraw, take a leave of absence, or graduate will be processed via paper check.
  • The refund policy is in compliance with Federal Regulations 34 CRF 668.164e.

Refund Criteria:

  • The Student Account must reflect a credit balance.
  • Credit balances due to an overestimated payment plan are not eligible to be refunded. The payment plan can be adjusted to take into account the overpayment.
  • Credits due to payments made by personal checks are not eligible for a refund for 10 working days after the payment has been posted to the student account.
  • Credits due to payments made via the GBURG Billing system are not eligible for a refund for 7 working days after the payment has been posted to the student account.

Other items of significance:
The Student Accounts Office reserves the right to decline a refund request based on pending charges from other campus departments, eg. dining dollars, college store charge, health center charges, etc., that will reduce the credit available on the student’s account.

Process:

  1. Students may request refunds for eligible credit balances on their account via email or in person at the Student Accounts Office window.
  2. Students may data enter the bank account information via Self Service if they wish to have the funds direct deposited to their student account.
  3. Direct Deposit Refunds cannot be made to multiple bank accounts or to an International bank account.
  4. Students who do not set up the direct deposit refund information in the Student Center will receive a check to the address indicated on the refund request form.
  5. Students who incorrectly data enter their banking information will receive a refund via check within 10 business days of the return notice being received from the bank. A $15 charge may also be incurred to cover the return charge from the bank.
  6. Gettysburg College is not responsible for any inconvenience to the student or parent, fees charged by the student or parent’s bank, or additional processing time due to invalid banking information data entered by the student for a direct deposit refund.
  7. If a return notice is received from the bank due to invalid information, the direct deposit refund enrollment will be deactivated and a new direct deposit will need to be setup with valid information.
  8. Once the Direct Deposit Refund option is set up by the Student, all refunds will default to direct deposit unless otherwise requested by the student.
  9. Students may data enter the Parent direct deposit information in the Student Center and select that account as the account to be refunded if parents wish to receive a direct deposit refund
  10. The Student Accounts Office has no access and cannot set up direct deposit refund information for students or parents in the Student Center.
  11. Email notification will be sent to the student’s Gettysburg email address from the Accounts Payable Office once the refund has been processed and sent to the bank.
  12. If enrolled in Direct Deposit, students should not close their bank account until any expected refunds have been processed and received.