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Forms and Policies

While we plan to offer instruction face-to-face, due to COVID-19, some or all instruction for all or part of Academic Year 22-23 may be delivered remotely. Tuition and mandatory fees have been set regardless of the method of instruction and will not be refunded in the event instruction occurs remotely for any part of the Academic Year. 


Here are the policies concerning your student account you should know about.

Deregistration Policy

All students registered at Texas Wesleyan University assume financial responsibility for tuition and fees as established by the University and approved by the University Board of Trustees.

Students must meet financial obligations or will be dropped from classes.

To meet your financial obligation, students are required to meet one of the following criteria:

  • Have an “accepted status” for your financial aid package, as well as a completed verification and any other financial aid requirements that covers your entire account balance
  • Set up a payment plan for the full amount by the payment due date
  • Payment in full by the payment due date
  • If you are expecting your tuition to be funded by an outside third party, such as a scholarship or sponsorship from an organization outside of Texas Wesleyan by your employer, or by a private loan, you must notify the cashier’s office and provide documentation before your payment due date to avoid class cancellation
  • A combination of the above

 Deregistration Dates

Dates are based on the start of each term, which may be before your first day of class. Please refer to the Billing Due Dates for additional information by term. 

Students that register within 72 hours of a scheduled deregistration will not be subject to that deregistration but will be subject to the next scheduled deregistration, with the exception being the last deregistration.

Students who are deregistered will have an opportunity to reregister for available classes until the seventh calendar day of classes with dean and faculty approval. 

Book Voucher Policy

Texas Wesleyan University will send a list of students with credit balances to the Texas Wesleyan/Follett bookstore, two weeks prior to the beginning of school to use to purchase books and other educational material. A credit balance is an overpayment of charges on the student account that could be attributed to cash payments, student loans, Pell grant, other grants or other financial aid including institutional aid. The voucher system will stay open for 1 week after the beginning of school for a total of three weeks to charge books to their student account by voucher. The maximum allowed for charges is $750.

Should the student need more materials, the bookstore can contact the cashier’s office to get approval for a higher amount. A higher amount will be approved if the student’s credit balance will support the charges.

By not using the voucher system, the student automatically declines to participate in the program and no book charges will be incurred. Book charges will be posted the next day to the student account for the charged amount, reducing the credit on their account. Any remaining credit balance will be issued to the student in the form of a refund check. (See refund policy). Regulation 668.164(i)

To contact Texas Wesleyan -Follett Book store -817-531-6501

Credit Balance Policy

Beginning refund dates are posted on this website each term. After the first disbursement of title IV financial aid onto the student account, within 14 days a refund check will be issued to the student. Refunds, not associated with Title IV funds, will be processed as quickly as possible. Credits created by institutional aid  only, will not generate a  refund.

International students with a credit balance, the credit will be transferred up to the next semester to help pay registration cost. If an international student is not returning and wishes a refund, they will need to go to the cashier's office and fill out a request form, which will include a current United States address to mail the check to. Checks will only be mailed to the address on record, so the address will also need to be changed in the Registrar office.  We do not mail checks outside of the U.S.

The student will be sent an email to their University email account, notifying them of the day the check will be available. Checks are mailed to the address on file unless the Cashier's office is notified by email from the student requesting check pickup. Students must present their student ID card to pick up a refund check. Please allow 7 to 10 business days for mailed checks to arrive. If you previously set up a direct deposit, you will receive an email notice of deposit.

The Cashier's Office encourages students to sign up for direct deposit in RAMLink as it is the quickest, most reliable way to receive your refund.

All checks to be mailed will only be mailed to the address on record, which the student can verify on Ramlink. If you need to change the address on file, fill out the Address-Name Change form and return to the Office of Student Records either by email, fax or in person.

Payment Policy

The policy of Texas Wesleyan University is payment is due by the posted payment due date located on the cashier's website under "important information", or upon registration if after that date.  If electing to use a payment plan, this should be activated on the day of registration. A $138 late fee is assessed to all students who re- register after being withdrawn for non-payment during late registration. Students must have a zero balance on their previous/current term to be able to register for the next term. See the Make a Payment page for online payment options.

Non-payment does not guarantee automatic withdrawal. You will need to withdraw at the Registrar office using the Univeristy Withdrawal Form. *Withdrawals processed on the same day as class starts will be subject to penalty.

International De-Registration Policy

To maintain student enrollment and school reporting mandated by federal immigration law, international students not participating in a recognized student sponsorship program are deregistered from classes and removed from school on University-chosen but published deregistration date(s) unless a) the student pays in full for the current term by the deadline or b) the student successfully enrolls in and maintains compliance with a University-approved payment plan by the appropriate deadlines. 

Delinquent Accounts

A student who has a past due account will have a financial hold placed on their student record. A financial hold will prevent a student from obtaining transcripts, registering for next term or participating in graduation. Any student with an account more than 30 days past due may be withdrawn from classes. The student will remain responsible for all unpaid balances incurred. In the event, an account becomes delinquent and is placed with an outside agency for collection, all collection and/or legal fees will be the responsibility of the student. Upon payment, the financial hold will be removed within 24 hours.

Drop/Withdraw Policy

Beginning summer 2022:

The refund policy is based on the start date of the term as follows for long terms (fall, spring, summer extended)

** Class day refers to days within the term, not the actual days that the class meets. **

  • Prior to the first class day = 100% refund of tuition and fees
  • During the first five class days = 80% refund of tuition and fees
  • During the second five class days = 70% refund of tuition and fees
  • During the third five class days = 50% refund of tuition and fees
  • During the fourth five class days = 25% refund of tuition and fees
  • After the fourth five class days = no adjustment to tuition and fees

The short-term refund policy is based on class start date for short terms (summer I, summer II and 7-week terms)

** Class day refers to days within the term, not the actual days that the class meets. **

  • Prior to the first class day = 100% of tuition and fees
  • During the first, second, or third class day = 80% of tuition and fees
  • During the fourth, fifth, or sixth class day = 50% of tuition and fees
  • Seventh day of class and thereafter = no adjustment to tuition and fees

Non-attendance does not automatically drop you from a course or withdraw you from the University. Students must drop and withdraw through the Office of Student Records.

For students receiving financial aid, please check with the Office of Financial Aid regarding possible financial aid adjustments to your account due to dropping courses or withdrawing from the University.


See what downloadable forms we have on our website. Don't see what you're looking for? Get in touch with us and let us know.

Payroll Deduction

Payroll deduction form for employees' tuition waiver

Payroll Deduction Form (PDF)

Student Responsibility Form

Acknowledgment of financial responsibility for students

Student Financial Responsibility Form


For students to authorize others to access student account information


W9S - Student Identification

Verification of Social Security Number

W9S - Student Identification

Departmental Deposit Form

Forms for departments to make deposits at the Cashier's Office

Departmental Deposit Form (PDF)