Approved by: The President
History: Issued             -- March 14, 2001
Revised           -- May 28, 2026
Last Reviewed -- May 28, 2026
Related Policies: Refund of Student Charges Policy
Additional References:

University Statement on Unanticipated Closures

Policy Owner:

Contact Person:

Vice President for Enrollment Management, tel. (202) 319-5300

Director of Enrollment Services, tel. (202) 319-5300

I. Introduction

 
The Office of Enrollment Services manages the refund of unapplied payments posted to student accounts.
 

II. Definitions

 
A. Federal Student Aid (FSA) Credit means federal aid disbursed onto a student account in excess of charges allowed to be paid by such aid.
 
B. Financial Aid means University or federal scholarships, grants, or loans.

C. Outside Scholarships mean scholarships from non-Catholic University organizations submitted by the organizations directly to the University to be posted to student accounts.

D. Pass Through Awards mean scholarships or grants that by definition may not pay any
charges on the student account and must be refunded to the student even if the student has an unpaid balance.
 
E. Other Payments mean payments posted to student accounts other than Financial Aid or Outside Scholarships. Other Payments include but are not limited to check/e-check, credit card, wire, cash, state grant, 529 plan, payment plan, commercial loan, and contract with a third party sponsor.
 
F. Unapplied Amount means Financial Aid, Outside Scholarship, or "Other Payment" that is either ineligible to pay all charges on the account, or is in excess of charges on the account.
 

III. Federal Student Aid Credit

 

FSA credits on student accounts shall automatically be refunded to students for federal non-parent PLUS loans. Unapplied FSA credits from federal parent PLUS loans will be refunded to the borrower unless the borrower authorized refunding to the student on the loan application. Refunds of FSA credits may be issued even if there are unpaid charges on the student account as Federal Student Aid may not be allowed to pay all charges. Students are still responsible for paying any outstanding charges even if they receive refunds.

Federal Student Aid refunds are processed in accordance with federal regulations.
 

IV. Financial Aid

 

Refundable unapplied Financial Aid posted to student accounts may be refunded to a student if the student is enrolled in direct deposit in Cardinal Pay and the student submits a refund request. A student may receive refunds even if there are unpaid charges on their account as Financial Aid may not be allowed to pay all charges. Students are still responsible for paying any outstanding charges even if they receive refunds. 

Unapplied amounts from federal parent PLUS loans will be refunded to the borrower unless the borrower authorized refunding to the student on the loan application.

V. Outside Scholarships

 

Unapplied Amounts from Outside Scholarships will be refunded at the direction of the scholarship granting organization. Students are still responsible for paying any outstanding charges even if they receive refunds.

VI. Pass Through Awards


Pass through awards shall be automatically refunded to students. Students are still responsible for paying any outstanding charges even if they receive refunds.
 

VII. Other Unapplied Payments 

 
Unapplied amounts from other types of payments will not be automatically refunded. These payments may be held and applied to future term charges.
 
Refunds of other types of unapplied payments may be processed by student request. If future term charges exist on the student account those amounts will be deducted from the refund. Any refunds processed from these payments will be directed to the student regardless of who submitted the payment except for unapplied credit card payments. Refunds of unapplied credit card payments shall be refunded to the credit card if the card is still active. 
 

VIII. Application of Payments

 
Unapplied amounts on student accounts may not be a result of the last payment made to the account. Certain payments must apply to the account before other payments even if the other payments were submitted earlier. Payments are usually applied in the following order:
 
  1. University Financial Aid
  2. Contract with third-party sponsor
  3. Outside Scholarships
  4. Federal aid
  5. All other payments

IX. Unclaimed Refunds

 

Returned refund checks shall be subject to the escheat laws of the student’s home state and turned over to that state as required. Any student or parent whose refund has been turned over to the home state shall be directed to the home state’s escheat recovery process.

X. Direct Deposit

 

The University reserves the right to require enrollment in direct deposit for receipt of non-FSA credit refunds.