Correcting a Refund Processed Under the Wrong Aid Type

Overview

Occasionally a student refund is processed under the wrong aid type — for example, a Pell refund is created when the refund should have been issued under Unsubsidized (UNSUB) Direct Loans, or vice versa. This article explains how to request a correction from the Portico Disbursement Team.

When This Happens

This situation typically occurs when a disbursement batch is built and the refund is linked to the wrong award type before the batch is approved. Once the batch has been completed and processed, the correction must be handled by the Portico Fiscal Team on the back end.

How to Request a Refund Correction

1. Identify the error — Note the student's name and ID, the incorrect aid type that was used, the correct aid type the refund should be under, and the original batch number.
2. Submit a support ticket — Contact the CI Financial Aid Team with the details above. Reference the original batch number and specify the target aid type for the corrected refund.
3. Understand batch status impact — If the original batch is already in Complete status, the team cannot add to it. The corrected refund will be placed on a new open batch instead.
4. Confirm the correction — Once the team notifies you that the refund has been moved, verify the updated disbursement record in Campus Ivy.

Important Notes

• The Portico team handles all back-end batch corrections. Schools cannot reassign refunds between aid types directly in Campus Ivy.
• Allow extra processing time if the correction spans different aid program types (e.g., Pell vs. Direct Loan), as each may have different G5 drawdown requirements.
• Always reference the batch number and student ID when submitting the ticket to avoid delays in locating the original disbursement.

Related Topics

• How to review and approve disbursement batches
• Requesting a Pell reversal for a student who did not attend