About

Workforce Solutions Refund Policy

Division: Workforce Solutions
SCC Policy Number: SP5.4.3-1
OPR: Manager of Business Operations
Issued: 1/25/2019
Revised: 10/31/2023
Approved SCC President/CEO: 9/24/2021
Reference KCTCS Policy: 5.4.3 KCTCS Refund Policy

Policy

Not for Credit Refunds (Campus CE*)

REFUND POLICY: Full refunds are given for all courses cancelled by Workforce Solutions.

WORKFORCE SOLUTIONS CLASSES (EXCLUDING LINEMAN CLASSES): Full refunds will be given if the student cancels their registration at least three (3) business days prior to the course starting date. After that, no refunds will be granted, no exceptions. The refund process could take up to three (3) to four (4) weeks.

LINEMAN REFUND POLICY: Refunds will be given based upon the table below.

Lineman Refund Policy
Session	100% Refund	50% Refund	No Refund
8 weeks	1^st–4^th day of class	5^th–8^th day of class	9^th day of class or after

*All classes must be paid in full by the first day of class.

For Credit Refunds (PeopleSoft*)

REFUND POLICY: Full refunds are given for all courses cancelled by Workforce Solutions.

M40* Session For-Credit Classes Refund Policy: Full refunds will be given if the student cancels registration prior to the course starting date. After that, no refunds will be granted, no exceptions. The refund process could take up to three (3) to four (4) weeks.

*This session includes all credit classes that have a length of one (1) to six (6) days, including all Saturdays and Sundays, but excluding KCTCS recognized holidays. All other credit classes will be set up in the regular term sessions and will follow the refund dates in the following section.

All Other For-Credit Classes Refund Policy: (Refund policy is on page 67 of the KCTCS catalog)

Refund Policy
Session	100% Refund	50% Refund	No Refund
16-week	Within 7^th day	8^th–29^th day	After 29^th day
15-week	Within 7^th day	8^th–27^th day	After 28^th day
14-week	Within 6^th day	7^th–25^th days	After 25^th day
13-week	Within 6^th day	7^th–24^th days	After 24^th day
12-week	Within 5^th day	6^th–22^nd days	After 22^nd day
11-week	Within 5^th day	6^th–20^th days	After 20^th day
10-week	Within 4^th day	5^th–18^th days	After 18^th day
9-week	Within 4^th day	5^th–16^th days	After 16^th day
8-week	Within 4^th day	5^th–15^th day	After 15^th day
7-week	Within 3^rd day	4^th–13^th days	After 13^th day
6-week	Within 2^nd day	3^rd–10^th days	After 10^th day
5-week	Within 2^nd day	3^rd–9^th days	After 9^th day
4-week	Within 1^st day	2^nd–7^th days	After 7^th day
3-week	Within 1^st day	2^nd–5^th days	After 5^th day
2-week	Within 1^st day	2^nd–4^th days	After 4^th day
1-week	Within 1^st day	2^nd day	After 2^nd day

*Calendar days of the session, including all Saturdays and Sundays, but excluding KCTCS recognized holidays.

PEOPLESOFT REFUND PROCESS: Student refunds for credit card payments in PeopleSoft are refunded back to the credit card. These refunds are processed by KCTCS each Thursday.

Student refunds for cash or check payments in PeopleSoft are refunded thru the Bank Mobile process. Students will have to activate their Bank Mobile account and select a refund choice.

THIRD PARTY: A third-party contract should be established and the student attached to that contract with payment from the third party posting to the contract as well.

Third Party credit card refunds are a manual process. The Business Office will gather the following information and send it to Libby Harris at KCTCS, who then processes the refund on the third-party contract and to the third party’s credit card that was used to make the original payment:

Date of original payment
Org ID
Student ID
Contract #
Refund amount

Third party refunds for cash or check payments will need a completed BA8 with documentation using chart string below. Documentation should include a copy of the original payment, a copy of the students’ schedule and bill, and a copy of the third-party account. The BA8 should be routed to Barbara Hall for processing.

Chart String for BA8
Name	Business Unit	Fund	Dept.	Program	Class	Account
Refunds - 3^rd party PeopleSoft	68140	01	999999	99999	00	12100

Reviewed: 5/2/2022, 4/14/2023: Non-substantive changes, 10/31/2023: Substantive changes made