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Fort Lewis College Official Seal

Policy identification number: ACCT-006

File: Business & Finance Policies > Accounting ServicesService Policies

Military Tuition Assistance Refunds

Policy Summary

This policy sets forth the refund of unearned military tuition assistance funds.

Policy Owner

Vice President, Finance & Administration

Approval Date

December 1, 2019

Effective Date

December 1, 2019

Search Terms

military tuition assistance refunds, vpfa, m

Scheduled for Review

Spring 2024

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I. Policy Statement

In accordance with the Department of Defense Voluntary Education Partnership Memorandum of Understanding, this policy sets forth the stipulations by which the institution will adhere to return any unearned tuition assistance (TA) funds on a proportional basis through the 60% mark of an academic course. TA funds are earned proportionally during an enrolled period with the unearned funds returned to the military branch from which the funds were provided, if the student’s last day of attendance is on or before the 60% attendance date.

One hundred percent of the tuition assistance will have been earned by the institution should the student’s last date of attendance pass the 60% completion mark. Calculation of these dates includes weekends during the course period, but not scheduled breaks of five consecutive days or more (Fall Break, Spring Break, etc.). A student’s official withdrawal date is determined when a student requests to be dropped from a course or no longer meets the attendance requirements to remain eligible to TA funding. The Last Date of Attendance is provided by the course instructor when a student officially withdraws from the class or receives a “F” grade for the class.

Any unearned TA funds will be returned directly to the military service, not to the service member. Fort Lewis College will work with service members that stop attending due to a military service obligation in identifying solutions that will not result in a student debt for the returned portion. Military tuition assistance is awarded based upon students completing the entire term for which the assistance was awarded. When a student withdraws, the student may no longer be eligible for the full amount.

Tuition Assistance eligibility will be recalculated for students who officially withdraw from the course prior to completing 60% of the enrollment period. The official last date of attendance is used to determine the number of days completed. Recalculation of eligibility is based on the percentage of TA benefits earned using the following chart:

Date of Withdrawal

Percent returned to the Department of Defense

Amount Owed by Student

1st day of term through census

100%10%

Day after census through the end of Week 4 of the term

40%60%
Weeks 5 - 825%75%
Week 9 ForwardNo refund100%

The Department of Defense requires that the College return any unearned TA applied to institutional charges. The student will then owe the College the amount that was returned.

Example: If a student withdraws after completing 9.00-34.99% of the enrollment period, FLC would adjust the amount billed to the Military Tuition Assistance Program to 25% of the tuition charge for the semester.

II. Reason for Policy 

To comply with Department of Defense regulations

III. Responsibilities 

For following the policy: Accounting Office

For enforcement of the policy: Vice President, Finance and Administration

For oversight of the policy: Vice President, Finance and Administration

For notification of policy: Policy Librarian

For procedures implementing the policy: Accounting Office

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