Refund Procedures


Refund Procedures for Student Accounts without Financial Aid

The following procedure is applicable to all college personnel and students with no Financial Aid, such as scholarships, grants, awards, or loans. These procedures were established to ensure timely delivery of student account refunds resulting from a direct payment by cash, check, or credit card, which exceeds the total charges on the student account.

Processing Timelines and Amounts
The refund process will begin no earlier than the third week of the term.
Any credit applied to a student account resulting from a removal of charges or overpayment will first be applied to any college debt, even if the amount owed is not yet due.

Overpayment
Cash or Checkand Only Registered In Non-Credited Courses
A credit balance resulting from a direct payment by cash or check that exceeds the total charges on the student account will be refunded by a check issued by MHCC and made payable to the student. This check will be mailed to the address on file. When payment is with a check, a refund will be processed no sooner then 5 business days from the date the check was processed.

Cash or Check and Registered For At Least One Credit-Tuition Bearing Course
Students registered for at least one credit-tuition bearing course and paid by cash or check, receive refunds through the MHCC Mountain Card program. The college has partnered with Higher One, a financial services company, to provide this refund management program. A MHCC Mountain Card is mailed to the address on file with the College from Higher One. Once the card is received, a refund preference is chosen by the student by visiting www.mhccmountaincard.com. The number on the card is the key to logging on to the web site. Refund preferences are:

  • Easy Refund a direct deposit to a MHCC Mountain Card One Account; a checking account designed for students
  • An electronic transfer (ACH) to an existing bank account
  • Paper check issued and mailed from Higher One on the Colleges behalf

Credit Card
A credit balance resulting from a direct payment by bank/credit card that exceeds the charges on the student account will be refunded directly to the bank/credit card used in the payment; up to the amount charged. If there were combined payments of cash, check or bank/credit card, refunds are processed against the card first. Any remaining refund will be by check issued by MHCC or through the MHCC Mountain Card program. Refer to the cash or check overpayment refund procedures listed above.

Please Note: On November 14, 2012, the College implemented a new credit card payment process.  As of March 1, 2013, any credit card refund for a payment posted prior to November 14, 2012 will be processed as a check.  Credit card refunds for payments posted on or after November 14, 2012 will follow the process described above.

Unclaimed MHCC Refund Checks
It is the responsibility of the student to insure student's name and mailing address are correct and if not to notify Admissions and Records by fax 503-491-7388, phone 503-491-739, on the web at MyMHCC, or in person to update any changes. A notation that the check has been mail-returned will be made on the student account. Unclaimed checks issued through the MHCC Mountain Card program are handled by Higher One.

Unclaimed Refunds

In accordance with ORS 98.352 and OAR 141-045-0061, any check or credit balance that has not been cashed or claimed after a period of two (2) years is unclaimed property. Unclaimed property will be reported and paid to the Oregon Division of State Lands (ODSL) each year between October 1 and November 1. The college will exercise due diligence prescribed by the ODSL as follows:

  • Refunds over $100: Not less than 90 days prior to filing the report, a written notice will be mailed to the student of record.
  • Refunds less than $50: The college will report unclaimed checks and credit balances of less than $50 in aggregate.
  • Records Maintenance: The college will maintain records and documentation related to unclaimed property reports and location efforts (due diligence) for three years after reporting.

Certification
By endorsing a refund check, the student certifies that they are entitled to the funds and agrees to return any amount remitted in error that is not rightfully theirs.

Refunds Issued in Error
The college has the right to reclaim refunds issued in error. Should this occur, and a MHCC refund check was issued, a stop payment will be placed on the check and the student of record will be notified of the reason. In the event that the check has already been cashed, a written request for return of the funds will be provided to the student. Students will have 30 days to repay the college before collection effort is initiated. Refunds issued in error through the MHCC Mountain Card program may be reversed or an account debited when authorized by Mt. Hood Community College to correct any college or Higher One error.

Refund Procedures for Student Accounts with Third Party Authorizations

The following procedure is applicable to all college personnel, Third Party Agencies and students that have a Third Party, such as an employer or governmental agency, paying directly for part or all of their tuition. These procedures were established to ensure timely delivery of student account refunds resulting from an overpayment of charges by a third party.
See information on Third Party requirements

A credit balance resulting from a third party payment on a student account which exceeds the authorized charges on that account will be immediately credited to an account in the third party's name. The credit balance will be refunded to the third party in the form of a check.
A credit balance resulting from removal of charges on a student account will refund to the third party if the third party paid for the charges that were removed. If the student paid for the charges that were removed, the refund will go back to the student.
See additional information on unclaimed refunds.

Refund Procedures for Currently Enrolled Students Receiving Financial Aid

The following procedure is applicable to all college personnel, scholarship donors, and students with Financial Aid, such as scholarships, grant, awards, or loans. These procedures were established to ensure timely delivery of student account refunds resulting from a financial aid disbursement or scholarship donor payment that exceeds the charges on the student account.

Financial Aid
The financial aid students are scheduled to receive will be credited to the students account each term. Students will be notified by email or US Postal mail when aid posts to the student account. If the total amount of grants and loans exceeds the amount owed, a refund will be generated and may be disbursed beginning the first official day of each term.

Students registered for at least one credit-tuition bearing course and paid by cash or check, receive refunds through the MHCC Mountain Card program. The college has partnered with Higher One, a financial services company, to provide this refund management program. A MHCC Mountain Card is mailed to the address on file with the College from Higher One. Once the card is received, a refund preference is chosen by the student by visiting www.mhccmountaincard.com. The number on the card is the key to logging on to the web site. Refund preferences are:

  • Easy Refund a direct deposit to a MHCC Mountain Card One Account; a checking account designed for students
  • An electronic transfer (ACH) to an existing bank account
  • Paper check issued and mailed from Higher One on the Colleges behalf

Simply put, the MHCC Mountain Card is designed to provide students with increased choice when it comes to receiving financial aid or school refunds-including the "Easy Refund" method. Easy Refund is by far the fastest and easiest way to gain access to refund money--literally the same day Mt. Hood Community College releases it.

MHCC Mountain Cards should be activated upon receipt to prevent delays in receiving future refunds.

It is important that Mt. Hood Community College has a current mailing address for each student. Address information can be updated online through MyMHCC. MHCC Mountain Cards will be mailed to the current address on file with Mt. Hood Community College.

Requirements and Restrictions
Students are required to pay any remaining college debt owing with their financial aid.

Refund Procedures for Students Receiving Scholarship Funds
A credit balance resulting from a scholarship payment that exceeds the charges on the student account will be processed as follows:

  • Refundable Scholarships - the credit balance refunds directly to the currently enrolled student.
  • Non-Refundable Scholarships - contact the Financial Aid office at 503-491-7262 for each individual scholarship's guidelines.

Refund Procedures for Financial Aid Students With Additional Payments
In any given term, if a student account reflects payments from both financial aid and other sources (i.e. cash, check or bank/credit card) the following will apply:

  • Tuition and fees will be deducted from aid in the following order: non-refundable scholarships & waivers, state and federal grants, refundable scholarships, Perkins loans, Nursing loans, and Federal Family Educational Loans (FFEL).
    • The full amount of tuition & fees will be deducted from aid regardless of any student payments on the account.
  • Payments by cash or check: After the tuition and fees have been paid with financial aid, previous student payments made by cash or check will be refunded to the student using the refund preference chosen through the MHCC Mountain Card program.
  • Payments by credit card: After the tuition and fees have been paid with financial aid, student payments made by bank/credit card will be refunded through the cashier's office. If any payments were made with a bank/credit card, refunds are first credited back to the card, up to the amount charged. Any remaining refund will be issued to the student using the refund preference chosen through the MHCC Mountain Card program.

Please Note: On November 14, 2012, the College implemented a new credit card payment process. As of March 1, 2013, any credit card refund for a payment posted prior to November 14, 2012 will be processed as a check.  Credit card refunds for payments posted on or after November 14, 2012 will follow the process described above under Overpayments – Credit Card.

Refund Procedures for Students with Financial Aid Who Are No Longer Enrolled
Students who are no longer enrolled should contact the Grants & Contracts department regarding any refund or financial aid liability.
See additional information on unclaimed refunds.

© 2014 Mt. Hood Community College | 26000 SE Stark St. | Gresham, OR 97030 | 503-491-6422
 Last Modified: 1/24/2013 01:47:07 PM