Refunds and Direct Deposit FAQ

Please select an FAQ block:

Direct Deposit FAQ

  • What do I do if there is a problem with my Direct Deposit?
  • If you have a problem with your Direct Deposit, such as not receiving it or having it go to the wrong account, contact the following as appropriate for the payment:

    >>Employee Payroll Payments - Payroll Services, ppshelp@ucdavis.edu or (530) 752-7750
    >>Expense Reimbursements - Accounts Payable, eft-info@ucdavis.edu or (530) 757-8580
    >>Student Financial Aid Payments - Student Accounting or (530) 752-3646

  • How do I know when my payment has been deposited?
  • You will be notified of a deposit as follows:
        •    Employee Payroll Payments - Check your statements online at AYSO
        •    Expense Reimbursements - You will be notified by e-mail
        •    Student Financial Aid Payments - You will be notified by e-mail
  • When do I have access to the money?
  • Typically, your payment is available the day it is deposited. Contact your banking institution for confirmation.

  • How can I reduce the number of attachments that are sent with a vendor payment? How can I ensure that a vendor knows what a payment is for?
  • Some users request that attachments be sent with a vendor payment in order to ensure that a vendor knows what the payment is for. Attachments slow the payment process, and in many cases are not required by the vendor. If you want to be sure that a payment is posted for the correct reason, use the Payment Purpose Text field on your AP document. This field holds 120 characters, but the first 40 characters appear on the printed check to the vendor! Common uses for this field include a membership number or name, a registration ID number, a conference name or venue, or a utility account number; basically any reason why the payment is being made.
    There may be times when you are paying for something that does not have an invoice number associated with it. In those cases, you can include the payment purpose information in the Invoice Num field. If paying a utility bill without an invoice number, enter the utility account number in the Invoice Num field. The contents of this field also appear on the printed check to the vendor, but this field only holds 15 characters.
  • If I sign up for Direct Deposit, how can I be sure that no one will have access to my account?
  • Only authorized UC Davis staff have access to post activity to your account.
  • Can I divide a payment among different accounts if I use Direct Deposit?
  • No. You can only indicate one account for your payment. Your banking institution may be able to assist you with their automatic transfer services
  • How do I sign up for Direct Deposit?
  • Visit https://afsapps.ucdavis.edu/direct-deposit/ to proceed with Direct Deposit enrollment of Employee Reimbursements or Student Refunds. A UCD LoginID and Kerberos passphrase are required. See the instructions on the Payroll website to proceed with Direct Deposit enrollment of Employee Payroll Earnings.
  • When is the Direct Deposit Web site available?
  • The Web site is up as much as possible, but there are periods where the underlying databases must be taken down for routine Maintenance. For this, we reserve 7-7:15 p.m. each day and midnight to 6 a.m. on Sundays. Additionally, enrollment or cancellation of student services may be down from midnight to 9 a.m. on Saturdays.
  • How do I change my bank account information?
  • Visit https://afsapps.ucdavis.edu/direct-deposit/and select the Enroll/Change Info tab. A UCD LoginID and kerberos password are required. For student access a Student ID is also required. See the instructions on the Payroll website to proceed with Direct Deposit changes of Employee Payroll Earnings.
  • How do I cancel my enrollment in Direct Deposit?
  • Visit https://afsapps.ucdavis.edu/direct-deposit/and select the Cancel Enrollment tab. A UCD LoginID and kerberos password are required. For student access a Student ID is also required. See the instructions on the Payroll website to proceed with Direct Deposit cancelation of Employee Payroll Earnings.
  • How long do Direct Deposit enrollments remain active?
  • Student Refund enrollments expire 365 days after the last account activity. Employee reimbursements expire after 720 days.
  • How long does it take after enrollment for direct deposit to become active?
  • Activation for Direct Deposit for non-payroll payments can take as little as 3 business days. Direct deposit of Payroll Earnings (at AYSO) will take approximately 3-4 weeks to be active. Follow up with your department payroll coordinator 2-3 weeks AFTER enrolling online to confirm your enrollment and receive an activation date.
  • Where can I find direct deposit transaction and modification history?
  • Transaction History page displays history of transactions and modifications after 02/18/2014 (the KFS Phase 3 Go-Live date), and only contains non-payroll reimbursements or refunds via direct deposit, not disbursement paid by checks. To view history prior to 02/18/2014:
        ▪    Employees: contact your department.
        ▪    Students: check your account at MyBill

Refunds FAQ

  • What do I do with the refund check?
  • You should take your refund check to your bank and deposit it into your bank account. You can also visit a local Wells Fargo and they can cash your university check, you will need a government issued ID or passport.
  • Do I need a photo ID to pick up my check?
  • Yes, you will need your UCD photo ID or any other government issued ID to pick up your check.
  • When will my refund be processed now that I am enrolled as part time status?
  • Your refund of tuition credits will depend upon when the registrar office posts the credits to your student account. Once you see the credit posted to your student account, please call (530)752-3646 or email through the student portal and request the refund be processed. There is a waiting period until the 10th day of instruction when entering into a new term. 

    If you are a financial aid recipient we need to wait until the Financial Aid Office reviews the account before any refunds can be issued.

  • I was told I would receive 50% credit of my tuition as a refund once I was approved for part time status. Why did I receive less?
  • You’re credited 50% of tuition and not 50% of campus fees and charges included in the overall original charge.  Please visit the Budget website for a detailed listing of the specific charges for each program available.

  • I overpaid and I am anticipating a refund. When can I expect to receive the funds in my bank account?
  • When entering into a new term, refunds as a result of an overpayment will not be processed until after the 10th day of instruction. Once processed, it will take another 24-48 business hours to be available in your bank account if you are enrolled in Direct Deposit and if not enrolled in Direct Deposit, there will be a paper check available the following business day after 2:30pm in the Student Accounting office, 2100 Dutton Hall.

  • I overpaid and I am anticipating a refund. When can I expect to receive the refund if I’m not enrolled and I paid with a Credit Card?
  • Your refund will be issued via to the credit card (s) used to pay for your account charges. These refunds cannot be requested until after the 10th day of instruction when entering into a new term.
  • MyBill indicates that I was issued a refund but my Direct Deposit account is no longer active. Where are the funds?
  • If the direct deposit account is no longer active, the bank will return the funds to UC Davis and that point you will be issued a paper check to be picked up at Student Accounting.  We are unable to expedite the processing of this as each bank has their own procedure. You will receive an e-mail notification when your refund check is ready to be picked up.
  • I am enrolled in Direct Deposit but my refund was never deposited into my account.  Can you look into this?
  • We deliver the funds to student’s banks the following business day.  Each bank follows their own procedure in the processing of these funds.  Please check with your bank to verify when the funds will be available.  If funds are not available, we can provide tracking information to assist locating the deposit in your bank.
  • How do I enroll in Direct Deposit?
  • To expedite your future refunds we strongly encourage you to sign up for Direct Deposit. It allows a student to have their funds transferred electronically into a bank account of their choosing. It’s the fastest, most secure way to receive refunds at UCD. To sign up, visit Direct Deposit.

    Direct Deposit greatly minimizes the chances of problems since there are no checks to be misplaced, lost or stolen, and there is no delay in receipt of funds, even if you are out of town. It is a good way to avoid having to come to our office and then take your check to the bank for deposit or your funds being unavailable because you were out of town or too busy.

  • How long does this process take?
  • Enrollment verification for Direct Deposit will take 3-5 business day.
  • Why is there negative balance on my Mybill account balance?
  • A negative balance usually indicates no amount is due and a refund is to be processed.  You may request this refund if the credit is resulting from an overpayment or fee credit after the 10th day of instruction each term.  If the refund is due to Financial Aid your refund will be automatically issued and available on the first day of instruction of the term. Refund requests can be made by phone at: 530-752-3646, in person or via e-mail https://students.my.ucdavis.edu.
  • When can I pick up my quarterly refund check?
  • Per Federal Regulations, we are not able to issue quarterly refunds until the first day of the quarter.  For quarterly dates please visit, http:/registrar.ucdavis.edu.
  •  I lost my refund check. What should I do to get this re-issued?
  • You may download and complete the Lost Destroyed Check Form.   You can drop off the form in person to our office or mail to: 2100 Dutton Hall, Davis, CA 95616.  Please allow 6-8 weeks for processing.  We need an original signature, no scanned or fax copies will be accepted. This form is also available in our office if you would like to visit us and complete it in person.
  • I received an e-mail that my refund check was ready for pick-up but I’ve already enrolled in Direct Deposit.
  • If you are receiving an e-mail asking you to pick up a refund check your Direct Deposit likely became active after the paper check was issued.  Please pick up the paper check at Student Accounting.  Any future refunds will be routed to your direct deposit account as long as it is active.  
  • If I cannot pick up my check at Student Accounting can it be mailed to me?
  • Yes, we can mail your check to you. You must call in our office at 530-752-3646 or email us at myaccount@ucdavis.edu to request the check to be mailed and confirm the correct address.
  • Where do I pick up my Federal Work-Study employment check?
  • You can pick up your work-study check at Student Accounting, 2100 Dutton Hall. 
  • When can I expect to receive my refund for my meal change?
  • Student Housing Office processes these refunds. Please contact the Student Housing Office at studenthousing@ucdavis.edu or (530) 752-2033.
  • I did not cash my refund check within the 180 days and it’s stale. How do I get my money?
  • You may download and complete the Lost Destroyed Check Form.   You can drop off the form in person to our office or mail to: 2100 Dutton Hall, Davis, CA 95616.  Please allow 6-8 weeks for processing.  We need an original signature, no scanned or fax copies will be accepted.  This form is also available in our office if you would like to visit us and complete it in person.
  • I withdrew from UC Davis and paid for the Statement to Intent to Register (SIR). When will I receive my refund?
  • The Statement to Intent to Register (SIR) is a non-refundable fee.  You will not be receiving a refund.

  • How do I take out a short term loan?
  • Short Term Loans are handled by the Financial Aid Office.  If you need a short term loan please visit the Financial Aid website for more information.