Finance Division

Refunds

Please read through the information below before requesting a refund from Student Accounts.

Refund Policy

Refunds made by the University are governed by a strict set of policies and procedures, to ensure that financial and Money Laundering Regulations are adhered to. Please read through the information below before requesting a refund from Student Accounts.

Please contact Student Accounts if you are eligible for a refund. Our office is open to in person callers weekdays from 10am to 4pm, or you can email studentaccounts@sussex.ac.uk

All refunds will be made to the person or organisation that made the original payment. Refunds will be completed using the same method as the original payment, except where payment has been made by cash, in which case the refund will be made by bank transfer.

The University is not a banking institution and cannot transfer or refund maintenance payments to a student. Any payments made to the University for the purpose of maintenance will be transferred back to the original payee, who will then need to make a payment directly to the student.

The University will make all efforts to process refunds as soon as possible, but please allow up to four weeks from the date we receive all the required information for the payment to reach your account.

In some cases we will need to contact you to obtain further information or payment details before we can complete a refund. For larger refunds we may require additional information, including bank statements and photographic ID. Please ensure you provide a valid email address when you request your refund to enable us to contact you if necessary.

When a payment has been made by a third party we may need to speak to them directly to confirm details and obtain payment information. Please provide an appropriate email address for the third party as the information must come directly from the person who made the original payment.

Where refunds are being returned to an overseas bank card or bank account, the University is unable to refund any shortfalls due to exchange rate fluctuations, or offer compensation for any bank or other charges incurred.

Refunds may be withheld if you are in debt to the University.

Types of Refund

Please select from the options below for information on specific types of refund

Tuition Fee Refunds

Overpayments can occur when tuition fees have been reduced due to a late sponsor notification, when a fee waiver has been applied, or if you have made the decision to intermit or permanently withdraw from your studies.

Fee adjustments due to intermission or permanent withdrawal can only be applied once the appropriate paperwork has been completed and processed. If you have not yet completed this paperwork please contact the relevant office as soon as possible (postgraduate research students should contact the Research Student Administration Office; all other students should contact the Student Life Centre). Further information on how fee adjustments are calculated can be found in the withdrawal and refund policy, or please see the intermission and withdrawal section of our webpages.

Permanent Withdrawal: Fee refund requests for students who have permanently withdrawn from the University should be made in writing.

Intermission: Refunds are not usually given for fee credits arising from an intermission in studies. The fee credit is carried forward to the next academic year and put towards future tuition fees. However if you feel there are extenuating circumstances, please contact the Student Accounts team. In these cases applications should be made in writing.

Accommodation and Housing Prepayment Refunds

If you have made an accommodation overpayment you may be able to request a refund. Accommodation overpayments can occur when you move out of your University managed accommodation early or you move into a room that has a lower nightly rate. Accommodation adjustments are processed by the Housing Office. Please note refund requests can only be completed once your student account has been updated with the correct accommodation charge.

Accommodation adjustments will be made in line with the tenancy terms and conditions. For more information please see the Housing website policy page in the link below. Alternatively you can contact the Housing Office directly at housing@sussex.ac.uk

 http://www.sussex.ac.uk/residentialservices/policies

Postgraduate Housing Prepayments: Enquiries about housing prepayment refunds should be made to the Housing Office in the first instance. Refunds of housing prepayments can only be completed once the appropriate forms have been returned to the Housing Office, once approved these will be forwarded to the Student Accounts team.

Miscellaneous Credits

Occasionally you may find that you have a credit on your student account. These credits may relate to housing compensation or reimbursements, or the overpayment of ancillary charges.

Credits arising from compensation reimbursements will be refunded by bank transfer to a UK bank account. To receive these credits you need to enter your UK bank account number and sort code onto your Sussex Direct account, via the Personal and Financial tabs, before you contact Student Accounts to request the payment.

All other refunds will be processed in line with the refund polices outlined above.

Bursaries and Maintenance Payments

The majority of bursaries and maintenance payments will be paid to your UK bank account automatically. Payments are made weekly and can take up to five working days to clear into your bank account. If you do not have a UK bank account, information on opening one can be found under the Money section on the International Student Support website at the link below:

 http://www.sussex.ac.uk/internationalsupport/money

If you have a credit for a bursary or maintenance payment on your account and it is more than a week after the due date shown next to the credit, please check you have entered your UK bank account details in Sussex Direct, as outlined above. Once you have entered your bank account details the payment should be made in the following week.

Printer Credits

Refunds of printer credits are not processed through your student account. To enquire about a refund of a printer credit please contact IT Services Online Support on support@its.sussex.ac.uk

Graduation Tickets

Refunds for graduation tickets are not processed through your student account. Details on the refund of graduation tickets can be found on the Sussex Graduation FAQ webpage, at the link below:

 http://www.sussex.ac.uk/graduation/faqs

Method of Refund

Please select from the options below for information on methods of payment

Refunds to Credit or Debit Cards

Card refunds must go back to the card used to make the original payment. In some cases we will need to speak to the original payee to obtain the full details of the card used. Please ensure you provide a valid contact email address when you request your refund, to enable the Income Team to contact you if necessary. For security reasons, please do not provide card details by email.

Refunds to UK Bank Accounts

Refunds of payments originally made by UK bank transfer, or in cash, will be refunded by bank transfer to a UK bank account.

If the payment was made by you, please ensure your UK bank account number and sort code are entered onto your Sussex Direct account. To enter your bank details sign into your Sussex Direct account, click on the ‘Personal’ tab and select ‘Financial’ from the drop down menu. On the Financial page click on the button that says Bank Account, click ‘Add’, enter your eight digit UK account number and six digit sort code, then click save.

If you do not have a UK bank account, information on opening one can be found under the Money section on the International Student Support website at the link below:

http://www.sussex.ac.uk/internationalsupport/money

If the payment was made by a third party, please ask the third party to contact Student Accounts with their UK account number and sort code. These details must come directly from the person who made the payment, or from an appropriate person within the organisation responsible for payment. Please be aware that we may need to request additional information to authenticate identification.

Refunds to Overseas Bank Accounts

Refunds of payments originally made by international bank transfer will be returned by bank transfer to the overseas account. To make a payment to an overseas account we will need the following details:

The bank account and/or IBAN number

The bank’s BIC or Swift code

The name of the bank

The address of the bank

The currency of the account

The home or correspondence address of the account holder, as held by the bank

 Please be aware that refunds to banks outside the UK are liable to incur a £20 charge.

If the payment was made by a third party, please ask the third party to contact Student Accounts with the details above. These details must come directly from the person who made the payment, or from an appropriate person within the organisation responsible for the payment. Please be aware that we may need to request additional information to authenticate identification.