About

Refund Policy

Division: Workforce Solutions
SCC Policy Number: SP5.4.3-1
Issued: January 25, 2019
Reviewed: May 2, 2022
Revised: August 9, 2021
Approved SCC President/CEO: September 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: Full refunds will be given if the student does not return on the 2nd day of class. After that, no refunds will be granted, no exceptions. The refund process could take up to three (3) to four (4) weeks.

*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 48 of the KCTCS catalog)

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

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

PEOPLESOFT REFUNDS

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.

	Business Unit	Fund	Dept.	Program	Class	Account
REFUNDS - 3rd party PeopleSoft	68140	01	999999	99999	00	12100