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Frequently Asked Questions for: Cashiers Office - Refunds- What are the refund policies and procedures for Financial Aid recipients?
- What is the refund policy and procedure for Dropped courses refunds (non Financial Aid)?
- I dropped a class and my parents paid, can the refund be issued to my parents?
- Can someone else pick up my refund check?
- I dropped a course(es) during the add/drop period for the semester, when is my refund available?
- I have been deployed for active military service, can my spouse pick up my refund check?
- Can the refund check be mailed to my parents?
- My check was mailed and I still haven't received it, what do I do?
- I paid by credit card, can the credit card be credited for the refund instead of receiving a check?
- My parents paid by credit card for my account, can you credit their credit card for the refund instead of issuing a check to the student?
- Can my refund be used to pay for any current charges on my student account that occurred after the refund was issued?
- My refund check is over 90 days in age, can I still cash it at the bank?
- What days of the week can refund checks be picked up?
- How will I be notified that a refund check is available?
- I am a High School student; can the refund be issued to my parent(s)?
- How long do I have to cash my financial aid check?
What are the refund policies and procedures for Financial Aid recipients?- Refunds are generated by issuing a check to the student for eligible credit balances.
- All students will be sent an email to their myAims email account notifying the student of the refund and when it would be available for pickup.
- Generally a refund check is generated and available to the student 2-7 business days after activity on the student account creates a credit balance such as disbursement (not memo’d or pending) of Financial Aid funding and/or dropping of classes while still maintaining eligibility for Financial Aid funding.
- ALL eligible refund checks produced First day of the semester thru the Add/Drop period for the semester are available for pickup by the student at the Cashiers office (NO CHECKS will be mailed unless the student notifies the Cashiers office on the Greeley campus that they request for the check to be mailed.) Requests for mailing checks will only be accepted once eligible funds have been disbursed to the student account and creates a credit balance.
- All eligible refunds checks not picked up by the student during the add/drop time period will be mailed 5-7 days after the Add/Drop deadline for the Semester.
- After the add/drop deadline has passed all eligible refund checks not picked up by the student are mailed that last business day of that particular week at 1pm.
- Students can login into myAims to view their Financial Aid, current schedule/bill and account activity on the 'My Financials' tab.
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What is the refund policy and procedure for Dropped courses refunds (non Financial Aid)?- Refunds are generated by issuing a check to the student for eligible credit balances.
- All students will be sent an email to their myAims email account notifying the student of the refund and when it would be available for pickup.
- Refunds for dropped courses are generated 5-7 business days after the add/drop deadline for the semester. REFUNDS FOR DROPPED COURSES WILL NOT BE ISSUED UNTIL AFTER THE ADD/DROP DEADLINE.
- After the add/drop deadline, all eligible refund checks produced during the week and are not picked up by the student will be mailed that last business day of the week at 1pm.
- Students can request a refund check to be held by the Cashier’s office once the student account reflects a credit balance due to the student. Held checks will not be mailed and can be picked up at the Greeley Cashier office.
- Picture ID is required in order to pick up refund checks.
- IF YOU ARE A FINANCIAL AID RECIPIENT, PLEASE REFER TO THE REFUND POLICY AND PROCEDURES FOR FINANCIAL AID RECIPIENTS.
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I dropped a class and my parents paid, can the refund be issued to my parents?Refunds are ONLY issued by check in the students’ name. Picture ID is required in order to pick up refund checks.
All eligible refund checks produced during the week and are not picked up by the student will be mailed that last business day of the week at 1pm to the address on record with Admissions and Records office.
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Can someone else pick up my refund check?Eligible refunds can ONLY be picked up by the student due to FERPA laws. The only exception is if a person has a Power of Attorney for you and it has to state what power you have given the person, in particular Financial records and handling Financial business.
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I dropped a course(es) during the add/drop period for the semester, when is my refund available?Eligible Refunds for dropped courses are generated 5-7 business days after the add/drop deadline for the semester. REFUNDS FOR DROPPED COURSES WILL NOT BE ISSUED UNTIL AFTER THE ADD/DROP DEADLINE.
IF YOU ARE A FINANCIAL AID RECIPIENT AND YOU DROPPED A COURSE(ES), YOUR FINANCIAL AID ELIGIBILITY MAY BE AFFECTED. PLEASE SEE A FINANCIAL AID STAFF MEMBER TO DISCUSS THE MATTER.
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I have been deployed for active military service, can my spouse pick up my refund check?All eligible refunds can only be picked up by the student due to FERPA laws. The only exception is if a person has a Power of Attorney for you and it has to state what power you have given the person, in particular Financial records and handling Financial business
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Can the refund check be mailed to my parents?All eligible refund checks are mailed to the student’s primary mailing address on file with Admissions and Records office. This is the address that is used to determine your residency status with the college and the address that is used for all school correspondence mailings.
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My check was mailed and I still haven't received it, what do I do?- Verify your address on record with Admissions and Records is correct.
- If not correct, please follow proper procedures for Admissions and Records for updating your address as soon as possible.
- Give the check 10 business days from the date Aims mailed it before contacting the Greeley Cashiers office
- Once 10 business days had passed from the date the refund check was mailed by our office, the student can then request a replacement check to be issued.
- A replacement check will be produced after Aims verifies the check in question has not been cashed and the student pays a check reissue fee.
- If it is confirmed the check was cashed, then Aims will ask for front and back copies of the check from the bank. The student can view the check copies if they wish.
- A replacement check will be ready for pickup 2-7 days from the date the student made the request for a replacement.
- The student will need to pickup the replacement check in person at the Greeley Cashier Office with proper identification.
- A replacement check will not be mailed to the student unless the student updated their address with Admissions and Records office.
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I paid by credit card, can the credit card be credited for the refund instead of receiving a check?Aims Community College only issue checks for all eligible refunds to the student.
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My parents paid by credit card for my account, can you credit their credit card for the refund instead of issuing a check to the student?Aims Community College only issue checks for all eligible refunds to the student. It is then the student’s responsibility to return any funds to the party who paid the account originally.
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Can my refund be used to pay for any current charges on my student account that occurred after the refund was issued?Yes, any refund check the student receives can be applied toward any current charges for the semester in session or registration for future semesters. The student just needs visit a Cashier’s Office after receiving the refund check and request for those funds to be applied toward the student account. The student will need to endorse the back of the refund check, show proper identification, and hand the check to the staff of the Cashier’s office.
We will then apply the check completely to the student account toward current charges. If the check is over and beyond the current charges, a refund will be issued per the Refund policies and procedures.
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My refund check is over 90 days in age, can I still cash it at the bank?- The check will need to be submitted to the Greeley Cashier’s office for voiding and a replacement check to be issued.
- The student can request for the replacement check to be mailed or the student can pick it up with proper identification
- The stale check will be voided
- A replacement check will be requested
- A replacement check generally takes 2-7 business days to be available to the student
- The replacement check will be mailed or held for pickup depending on the students’ request.
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What days of the week can refund checks be picked up?Students will receive an email to their myAims email account notifying them of the refund and when it will be available for pickup. The email is sent out generally the night before the check would be available for pickup.
During the Summer business hours, checks are available on Tuesdays and Thursdays (up to 1pm on Thursday). For Fall and Spring business hours, checks are available on Wednesday and Fridays (up to 1pm on Fridays).
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How will I be notified that a refund check is available? Students will receive an email to their myAims email account notifying them of the refund and when it will be available for pickup. The email is sent out generally the night before the check would be available for pickup.
During the Summer business hours, checks are available on Tuesdays and Thursdays (up to 1pm on Thursday). For Fall and Spring business hours, checks are available on Wednesday and Fridays (up to 1pm on Fridays).
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I am a High School student; can the refund be issued to my parent(s)?Refunds are issued to the student. The student then can give the refund check to the parent.
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How long do I have to cash my financial aid check?Checks that have been issued to a student based on financial aid funding only have up to 180 days to cash their check. If the check goes uncashed for more than 180 days from date of issuance, the college has the right to return those funds to the original funding sources and void that refund check. If this occurs, the student would not be eligible to retrieve those funds again.
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