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Billing

Refunds

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Students who withdraw from a course or subject early in a semester, may be entitled to a refund. Read the following sections carefully if you need advice on this issue.

HECS Liable Students

This information is for students who have paid their HECS fees Up Front.

To be eligible for a refund of an up front HECS payment, you must withdraw from a course or program by the HECS census date for the semester. A refund will be sent to you after the relevant HECS census date.

If you withdraw from a course or program after the HECS census date you are not entitled to a refund of your HECS up front payment. If there are special circumstances that led to your withdrawal, the University may refund all or some of your semester debt. You will be required to provide detailed and relevant documentation to support your case.

International Students

In certain circumstances an International student will be entitled to a full or partial refund of tuition fees. For information regarding the International Students' Refund Policy contact the call centre on telephone (02) 4921 5333 or read the International Students Refund Policy.

Full Fee Postgraduate coursework students

If a student withdraws in writing from a subject/course prior to the prescribed date*, they shall be deemed not to have been enrolled in a subject/course. The University shall refund all fees, with the exception of a $200 administration fee.

Failure to pay the fees due by the prescribed date will result in cancellation of enrolment for the semester unless an approved repayment plan has been negotiated with Revenue.

Any student who is permitted by the Deputy Vice-Chancellor to enrol after the prescribed date shall be liable for the full fees due in that semester.

A student will be permitted to withdraw after the prescribed date until the last day of semester, however, there will be no refund entitlement unless exceptional circumstances have caused the withdrawal.

Applications for exceptional circumstance refunds must be in writing to the Manager, Student Administration with supporting documentation within 18 months of the formal notification of withdrawal. Refunds may be granted in exceptional circumstances with approval of the University Secretary and Registrar.

This refund policy does not apply to HECS liable students who are enrolled in Postgraduate courses. HECS liable students are subject to the rules governing enrolment and withdrawal in the Higher Education Funding Act.

* Prescribed date means, in the case of subjects taken in the standard semesters, the relevant HECS census date for the semester or, in any other case, the latest date of withdrawal without penalty as determined by the Deputy Vice-Chancellor on the advice of the relevant Faculty.


Non-Award students

To be eligible for a refund as a non-award student, you must withdraw from a subject or course by the HECS census date for the semester. A refund will be sent to you after the relevant HECS census date. If you withdraw from a subject or course after the HECS census date you are not entitled to a refund of your payment.

Staff

Divisional Staff

As from 13/02/06 reimbursement of work related expenses incurred by USD staff are now being done in the Spendvision system.  User friendly documentation and a guide can be found at http://www.newcastle.edu.au/service/purchasing/spendvision.html .  An email help service is also available at Spendvision3helpdesk@newcastle.edu.au .

Faculty Staff

Faculty staff requiring a refund for out of pocket work related expenses may do so by completing a Petty Cash Form and submitting it to the cashiers.

Petty Cash Claims can only be used for payments $110 and under. If the claim exceeds $110 then a Staff Reimbursement Form must be completed and submitted to the Accounts Payable section.

Once positions are finalised in the faculties and an accurate organisational structure is defined in the HR system, reimbursement via Spendvision will be rolled out to the staff in the faculties.