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Procedure: Student fee refunds


To provide procedures on handling Student Fee Refunds.


Student Fee Refund

  1. These procedures outline the process for initiating refunds to students for overpayments and other credits arising out of course changes and cancellations.

Refund Requests

  1. Requests for refunds from students must be made via the Student Fees and Scholarships Office in the first instance.
  2. Student refunds officer will process all refund requests and if valid, create a debit note against the student debtor in PeopleSoft Campus Solutions in order to clear the credit in the student’s account.
  3. Student Fees and Scholarships Office senior staff are the only staff who can approve a refund. The staff are different to the staff who create the vouchers and paperwork for the refund and there is a security level built into each profile which does not allow one group to complete the other group’s tasks.
  4. The Debit Note and Payment Request will create the following entries in PeopleSoft Financials:

Debit note


Student Debtors Control


Student Refunds Clearing Account

Payment Request (Invoice Voucher)


Student Refunds Clearing Account


Creditors Control

Refunds - Payments to Domestic Bank Accounts

  1. Accounting Operations will produce the EFT or cheque runs to refund money due to students:
  • Dr Creditors Control
  • Cr Bank

Refunds - Overseas EFT’s and Demand Drafts

  1. EFTs and Demand Drafts are only payable to students with overseas bank accounts and overseas mailing addresses.
  2. For each overseas payment, Student Fees and Scholarships Office will provide Accounting Operations with a completed application for International Student Fee refund form stating the preferred payment method, ie TT or Demand Draft.
  3. These details are used to prepare the relevant payment through the Travelex online payment system.
  4. Accounting Operations will manually match the payment made through Travelex against each individual invoice in the Finance System:
  • Dr Creditors Control
  • Cr Bank


  1. Student Services will reconcile the Student Refunds Clearing account every accounting period.
  2. A signed copy of the reconciliation must be sent to Accounting Operations within 21 working days of period end.


Printable version (PDF)
Title Student fee refunds
Document Type Procedure
Document Number ANUP_003402
Version 5
Purpose To provide procedures on handling Student Fee Refunds.
Audience Students
Category Administrative
Topic/ SubTopic Finance - Payments
Effective Date 9 May 2013
Review Date 7 May 2016
Responsible Officer: Chief Financial Officer
Approved By: Chief Operating Officer
Contact Area Finance and Business Services
Authority: Public Governance, Performance and Accountability Act 2013
Delegations 0