Student Account FAQs

Westfield State University students will be reimbursed for payments made for spring 2020 semester housing, dining plans, and Study Abroad programs that were discontinued, all due to the Coronavirus (COVID-19) pandemic.

Given the unique circumstances with students leaving on-campus housing, Westfield State University will refund prorated room and board charges for students living on campus and/or on the meal plan. Housing Operations and Dining Services are actively working to provide the required information to process refunds. All refunds will be processed as credits to each student’s account and may be offset by an outstanding balance. An actual refund payment would only be generated if all outstanding charges were paid, generating a refund. All refunds would follow the University’s standard method of issuing refunds.


I need to visit in person the Registrar/Student Accounts/other office on campus. Will I be able to?

No. There will be no in-person services or appointments through the end of spring semester, but staff can support you remotely via phone and email. Westfield State University is open to only faculty and staff with an ID card as well as the limited-number of students who are approved to live on campus, and specific vendors.


What is the University’s process for refunding a student’s account?

The Student Accounts office is responsible for refunding any credit balance that appears on a student’s account. Westfield State University partners with BankMobile to deliver electronic refunds to our students. As such, the Student Accounts office will process and send your refund to you according to your BankMobile refund preference (deposit to an existing checking/savings account or deposit to a BankMobile Vibe Checking Account).


Why didn’t we receive a refund on the general fee?

The general fee is charged to all full time students to support all campus operations. This fee supports all areas of campus operations except the College of Graduate and Continuing Education, housing, and dining services. The campus is still operational and delivering educational services, so maintaining the budgets to support ongoing operations is critical.


Why didn’t the university provide refunds for other fees?

Generally, while we charge separate fees for various purposes, most of the fees roll into the general fund which supports various budgets and activities on campus. Most of the revenues for these activities are still necessary to support the fixed costs of running these particular functions on campus. For example, the university must still provide technical support for faculty and staff while either working or studying remotely. Regarding academic fees (those charged for supplies or lab courses for example), are not being refunded due to those also being fixed costs factored into the implementation of those programs.


How can I ensure I have a refund preference set up in BankMobile?

It takes only a few minutes to set up your refund preference.

  • From your myWestfield account, select “Finances” from the top menu.
  • Under the menu titled “1098-T & Student Refunds,” select “BankMobile Disbursements.”
  • Then select the button that says, “Click to Set up Your Profile,” and follow the instructions.
  • If you’ve already created an account, you will be prompted to log in.

For additional help with setting up your refund preference, call BankMobile Customer Care at 1-877-327-9515. Students who have not designated an electronic refund preference will receive a check from BankMobile 21 days after it is received by BankMobile.


Will I receive a refund on my meal plan?

Students will receive meal plan prorated refunds for the length of time they are not registered to live on campus.


How did you calculate my dining plan refund?

We subtracted the amount of the dining dollars from your meal plan, and then applied the following percentages as the refund.

  • Students who did not remain on campus following Spring Break will receive a 50 percent refund;
  • Students who were approved to continue living on campus during the extended Spring Break and the first week of online classes will receive a 39 percent refund; and
  • Students approved to continue living on campus through the end of the spring 2020 semester will not be eligible for a refund.
  • Meal plan costs include two parts: 1 -Meal Swipes |  2 - Dining Dollars

To determine your meal plan refund we subtract the value of the dining dollars from the total cost of the meal plan. This calculation represents the value of the Meal Plan Swipes. The refund for the Meal Swipes Portion of the plan is ½ of the amount since we have completed half of the Spring 2020 semester. The Unlimited Meal Plan is provided as an example below for students who did not return to campus after Spring Break:

2185.50 (Cost of Meal Plan)

- 250.00 (Amount of Plans Dining Dollars)

1935.50 (Value of the Meal Plan Swipes)

 

1935.50 (Value of the Meal Plan Swipes)

         ÷ 2 (Represents that we are ½ of the way through the semester)

$967.75 (Refund for the value of the Meal Swipes)

 

Please visit the FAQ on how Dining Dollars balances will be handled.


Will I receive a refund of my Dining Dollars?

Seniors will receive a refund on any unspent Dining Dollars. For all other students, unspent Dining Dollars will be a one-time rollover from the spring 2020 semester to the fall 2020 semester.


Why were the Dining Dollars held back?

Seniors were given refunds as they were not likely to return to campus to spend their dining dollars. Many students utilized dining dollars when they returned to campus to pick up their personal items when they moved out of the residence halls. At the time, there was a belief this would be preferred for returning students to be able to increase their balance of Dining Dollars on their meal plan when they returned next fall.


How many Dining Dollars do I have?

The balance on your Dining Dollars account as of March 25, 2020, will be the amount that rolls over to the fall 2020 semester. Please email Westfield State Dining Services Director Bill Connor at wconnor@westfield.ma.edu, if you want to know your exact balance.


How did you calculate my housing refund?

The exact amount of each student’s refund will depend on the hall and type of room students were assigned. The percentage of each student’s refund will be based on which of the following groups they fall into:

  • Students who did not remain on campus following Spring Break will receive a 50 percent refund;
  • Students who were approved to continue living on campus during the extended Spring Break and first week of online classes will receive a 39 percent refund; and
  • Students approved to continue living on campus through the end of the spring 2020 semester will not be eligible for a refund.

I was approved to continue living on campus during the extended Spring Break and the first week of classes, but was then denied when student teaching, internships, and clinicals were cancelled. To which group do I belong for my housing refund?

Students who were approved to continue living on campus for student teaching, an internship, or a clinical that was then cancelled will be eligible for a 50 percent refund, provided they left housing as instructed.


I still have belongings in my room that I have not yet picked up. Will I still receive a housing refund?

Students who requested and were approved to leave belongings in their room beyond March 27, 2020, will be eligible for a housing refund. Refunds will be applied to the student’s account only after they have fully checked out of their room. Students who leave belongings in their room without prior approval will not be eligible for a housing refund.


I recently registered for summer courses. Will my potential refund be reduced by the new charges?

Yes. After housing and dining credits are posted, a refund will be generated after they are applied to any outstanding balance, including summer semester charges.


How may I monitor my student account for a possible refund?

We encourage students to view and monitor their student account from their myWestfield portal. Once logged in, click “Finances” then “View Account and Pay Bill.” A negative symbol ( - ) in front of your balance denotes a credit balance.

Students can also designate “Authorized Bill Pay Users” from this same menu. Just select the link for “Set up Authorized Bill Pay User” immediately under the “View Account and Pay Your Bill Link.” Authorized bill pay users have the ability to view the student’s account activity, view invoices, and pay bills.


My account doesn’t reflect a credit balance. Does this mean I will not receive a refund?

Not necessarily. The University is actively working on configuring a system for providing room and board refunds to those students who could not return to campus due to the residence hall closure. Please continue to check your account via myWestfield for up-to-the-minute account balance information.


My account reflects a credit balance. When will I receive my refund?

The Student Accounts office will diligently work on processing refunds, but please allow up to three weeks for processing. Without any unusual issues, we anticipate that all (eligible) accounts will be credited/refunded by mid-April.


How can I make a payment on my student account without coming in person to the Student Accounts office?

There are several ways to make a payment without coming in person to the Student Accounts office. They include:

  • Online payments are accepted through the student’s myWestfield portal. Once logged in, click “Finances” then “View Account and Pay Bill.” Student Accounts staff are available to walk you through making your online payment, if needed;
  • You may also call the Student Accounts office at 413-572-8538 to make a credit card payment over the phone;
  • Lastly, you may mail your payment to the Office of Student Accounts, 333 Western Ave., Westfield, MA 01085;

I still have questions. Who can help me?

Please feel free to contact the Student Accounts office with additional questions by emailing StudentAccounts@westfield.ma.edu, or by calling 413-572-8538. To allow for a quicker reply, please include the student’s name and ID number in your email, and have this information readily available if contacting our office by phone. For meal plan-specific questions, please email Director of Dining Bill Connor at wconnor@westfield.ma.edu. For housing-specific questions, please email housing@westfield.ma.edu.