OUAR Processes and Procedures December 5, 2012

Refunds Students receive refunds in the following ways: Majority of refunds are sent to the Acceluraid Card Checks are issued for students who have not yet received their Acceluraid Card – Printed on THURSDAYS ONLY. Tuition Payments made via Credit Card are refunded to the Credit Card

Refunds Was my refund sent to my Acceluraid Card or am I receiving a check?? Finance Advisors have the ability to look up this information in CX as follows:

Refund Schedule Each Term: Week 1: No refunds processed Week 2: 1st round of refunds are processed Friday of Week 2 Week 3: Refunds are processed every day of week Week 4 to 7: Tuesday & Thursday (Friday - if needed) Week 8: Thursday only ***Reminder: We have 14 days, after Financial Aid posts, to issue refunds.

ATTENDANCE NEEDS TO BE RECORDED Refunds OUAR cannot help a student inquiring about their refund, if Financial Aid has not posted to the student account. ATTENDANCE NEEDS TO BE RECORDED If attendance has NOT been recorded, student is referred to contact Instructor. If attendance HAS been recorded and Financial Aid has not posted, student is referred to contact Financial Aid.

Acceluraid A file is extracted 3 weeks prior to the start of the term and 1 week prior to the start of the term by the IT Department. The file is sent to Acceluraid to process cards for the following: Any new students for the current term Students whose files had contained errors that have since been corrected. Students who received financial aid refunds from the previous terms who had not received a card. An error report is returned by Acceluraid for any student who could not be processed due to incorrect or missing data

Acceluraid When students should contact Acceluraid: (1-866-930-4063) www.acceluraid.com/ottawa To order a new card To check on the status of a replacement card To update their address and other contact information When students should contact OUAR: (1-888-487-0182) If they have issues with Acceluraid that cannot be resolved to their satisfaction (OUAR cannot help them directly but can contact our Acceluraid representative to try to resolve the issue)

Acceluraid Inactive Cards: Acceluraid emails and calls students once a card has been loaded and remains inactive for 14 days OUAR receives a list from Acceluraid of Inactive cards and OUAR attempts to call and email the student If the card is still not activated, Acceluraid sends the funds back to OU OU mails the student a refund check based on the AP schedule along with a letter stating the student must activate the card as all future refunds will be sent to the card

Military Financial Clearance Process **ALL “Active” Military students will receive the $250/credit hour discounted tuition upon enrollment. Financial Clearance Process: 1. Finance Advisors will collect TA Forms and will submit to OUAR where all forms will be filed. 2. Upon receipt of the TA Form students will be toggled to ‘Pending’ by OUAR. 3. Student will be toggled to ‘Y’ for financial clearance once payment is received from the Military.

Military Financial Clearance Process Federal Tuition Assistance - Pays up to $250/credit hour and $4,500/fiscal year (10/1–9/30). OUAR will keep track of the total benefits used by each student. Once a student has used the $4,500 available for the year: still receive the $250 discounted rate as long as they are still Active Military. Will need to find another form of payment to meet financial clearance (FA, Cash).

Military Financial Clearance Process Military students will be assigned one of the following Subsidiary Student types in CX: 1. MA – Military Active 2. MF – Military/Financial Aid

Other Topics/Questions TMS – For the Residential Campus ONLY.