Many departments require students to purchase deposit/fee cards for the use
of lockers, keys, practice rooms, etc. Upon return of keys, locks, etc., departments
will authorize a refund for the student by completing a card refund form. After
refunding the money to the student, the Bursar Office charges the refund back
to the appropriate department. These charges are processed on a Journal
Voucher typically once to twice a month. Departments are sent a copy
of the journal voucher showing the charges.
Departments can help us in the following manner:
If you find that we are not charging the correct budget number, please
contact the Bursar Office nearest you as soon as possible.
If you would like the Journal Voucher addressed to someone new, please
contact the Bursar Office nearest you with that information.
The student must obtain authorization from the department before the Bursar Office
can issue a refund. The student must obtain the “Refund Section”
of the card and have it completed by the department as follows:
The refund section of the card must be on pre-printed, pre-numbered
card refund stock (this is an audit requirement). Each card
refund type must have it’s own set of numbers (no duplicate
numbers) and the numbers must be printed on the card (stickers and
written numbers will no longer be accepted). Contact the Bursar Office
with questions.
The student’s name should be written clearly on the card
along with the current date.
The refund amount must not be changed. You have two options for
identifying your card refund amounts:
If the refund amounts are always the same dollar amount, you
should have the refund amount pre-printed on the card refund stock.
If the refund amounts will vary, you must have two areas for
the dollar amount on your card stock. You need a spot to type
out the dollar amount in numbers ($10.00) and then an area where
you write out the refund amount in words (Ten dollars).
An authorized signature by the department is also
required on the card or the refund cannot be issued. (Note: This signature
must be on file at the Bursar Office.)
Card Refund sample:
Card Refund Authorization Signature Form
The Bursar Office requires that a “CARD
REFUND AUTHORIZATION SIGNATURE Form” be completed by departments.
This form is then kept on file at the Bursar Offices. No refund will
be given if the authorized signature on the card does not match an authorized
signature on the list.
NOTE: It is an audit requirement that the CARD REFUND AUTHORIZED SIGNATURES
form be redone annually. Departments will be notified in July/August to provide
an updated form.
Obtaining a Card Refund
When requesting a refund, the student (payee) must present a valid Picture
ID. If they do not have proper identification, or if they indicate they are
no longer in town to cash the refund, they will be directed to return the card
refund to the department (not the Bursar Office) for the refund.
The department can process a PV (using their card refund budget number) to issue
a refund check to the student (payee) and have the check mailed out.
NOTE: Refunds will only be given to individuals other than the original
payee when:
The ORIGINAL PAYEE signs the “refund section” of the card (on
the bottom).
The ORIGINAL PAYEE provides a letter authorizing a specifically named individual
to receive payment in their behalf. The letter must be signed by the Original
Payee.
The INDIVIDUAL RECEIVING THE REFUND signs the “refund section”
of the card.
The INDIVIDUAL RECEIVING THE REFUND presents a valid Picture ID.
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