The Texas Ps 1040R form is a Refund Worksheet designed for vocational programs approved by the Texas Workforce Commission (TWC). This essential document helps schools demonstrate compliance with state minimum cancellation and refund requirements when processing student refunds. To ensure accuracy and adherence to guidelines, it is important to fill out this form correctly.
Start the process of filling out the Texas Ps 1040R form by clicking the button below.
When filling out the Texas PS 1040R form, there are important guidelines to follow. Here are six things you should and shouldn't do:
TEXAS WORKFORCE COMMISSION
Career Schools and Colleges
Refund Worksheet - Vocational Programs
Instructions: Use this worksheet with all refunds for programs approved by TWC to demonstrate that each refund meets the state’s minimum cancellation and refund requirement, even if your school’s policy exceeds minimum requirements. Include the completed worksheet in the student’s file. You must have all supportive documentation listed on page 2 readily available upon TWC request; we encourage you to attach copies of that documentation to this worksheet in the student’s file. Use a separate worksheet for each program.
Date of this Refund Calculation
School #S
School Name
Student’s Name
Student’s SSN #
Student’s Address
Student’s Phone #
Refund Computed By
Type of funding (Check all applicable) LOAN,
GRANT
CASH,
SPONSORED (by
)
Program Name
(Full name as it appears on the List of Approved Courses of Instruction)
Did the student drop from the program within 72 hours (until midnight of the third day,
Yes
No
excluding Saturdays, Sundays and legal holidays) after the enrollment contract was signed?
If the answer is Yes the student is due a full refund.
Did the student drop within the first 3 scheduled class days?
Note: If the student dropped during the first 3 scheduled class days, the school may retain not more than $100 in administrative fees and items of extra expense that are necessary for the portion of the program attended. Anything retained must be stated separately on the enrollment agreement.
Total Course Time in the whole program (1a)
Tuition and included fees for the whole program
(1b)
$
Total Course Time in the portion charged (2a)
Tuition and included fees for the portion charged
(2b)
(1)Program hours and costs should reflect totals adjusted for credit given for previous education and training, if applicable.
(2)Course Time and Tuition for the current portion charged. The current portion charged may be the whole program.
Administrative fee for the whole program (May not exceed $100): $
Other charges for the whole program $
Date of enrollment in the program
Date of termination from the program
For the Current Portion Charged:
(Use these four items to check against the calculation for #4 below).
First Day of Attendance (Date)
Last Day of Attendance (Date)
Hours Scheduled Per Day
Days Scheduled Per Week
1.
What portion of the program is the current portion for which the student has been charged?
The whole program
Calculate items below for the entire program.
A part of the program Into how many portions is the program divided?
For which portion is the student charged? Portion #:
Calculate items below for this portion.
For the current portion of the program for which the student is charged:
Use whole hours, rounding to the nearest hour if necessary.
2.
How many hours did the student attend?
3.
For how many hours was the student absent?
+
4.
Calculate the total hours the student was scheduled for:
=
(through the last date of
attendance)
5.
What is the Total Course Time in this portion of program?
(must match Total Course Time (2a)
above)
6.
Calculate the percentage of the program’s Total Course
Time for which the student was scheduled:
.
( #4 ÷ #5 ) Will be a decimal.
Calculate to three decimal places (example: .452 (45.2%).
Use #6 to calculate #7. If greater than .75 (75% of this portion of the program), use 1.0 (100%) in the calculation.
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PS-1040R
PREVIOUS EDITIONS OF THIS FORM WILL NOT BE USED
REV 11/13
7.Calculate tuition and included fees earned by the school for the current portion charged:
Tuition and included fees for current portion charged
(2b from previous page)
#6 (From previous page)
× .
8. Total of tuition and fees earned from prior (How many?
) portions charged
Earned fees and supplies for the whole program:
9.
Administrative fees earned, but not included in tuition (not to exceed $100.00)
10.
Chargeable* books not included in tuition (receipts required):
11.
Chargeable* supplies and other fees not included in tuition (receipts required):
+ $
*Must be necessary for portion of program attended & separately stated in enrollment agreement
12.
Total earned by school for the whole program
(items 7 + 8 + 9 + 10 + 11) = $
13.
Total amount paid towards #12 on behalf of student (Fees, Tuition, Books, Supplies) $
14.
Refund due (if #13 is greater than Item #12) =
15.
Balance due school (if #13 is less than Item #12)
Documentation:
The following documents must be readily available, preferably attached to this Refund Worksheet in the Student’s file:
1.Enrollment Agreement
2.Record of Previous Education & Training (PS-010)
3.Complete attendance record
4.Complete progress record w/status changes
5.LOA/make-up requests (if applicable)
6.Ledger
7.Book & supply receipts (if applicable)
8.Proof of consummation of refund
For questions concerning Texas Workforce Commission Career Schools and Colleges Cancellation and Refund Policy, please consult the form series PS-023; law governing Career Schools and Colleges, Title 3, Texas Education Code, Section 132.061 and 132.0611; and the Texas Career Schools and Colleges Rules, Title 40, Texas Administrative Code, Sections 807.261 through 807.264.
___________________________________________________________________________________________________________________________
Completed forms, inquiries, or corrections to the individual information contained in this form shall be sent to the TWC Career Schools and Colleges, 101 East 15th Street, Room 226T, Austin, Texas 78778-0001, (512) 936-3100. Individuals may receive and review information that TWC collects about the individual by emailing to open.records@twc.state.tx.us or writing to TWC Open Records, 101 E. 15th St., Rm. 266, Austin, TX 78778-0001.
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The Texas PS 1040R form is a critical document used by vocational schools to process student refunds in compliance with state regulations. Alongside this form, several other documents are commonly required to ensure proper adherence to the Texas Workforce Commission's guidelines. Below is a list of these documents, each serving a specific purpose in the refund process.
These documents collectively ensure that the refund process is transparent, fair, and compliant with state regulations. Schools must maintain accurate records to protect both their interests and those of their students.
Filling out the Texas PS 1040R form can be straightforward, but many people make common mistakes that can lead to complications. One frequent error is failing to provide accurate student information. This includes the student’s name, Social Security Number (SSN), and contact details. Missing or incorrect information can delay processing and create unnecessary hurdles.
Another mistake is not checking the appropriate funding types. It’s important to indicate whether the funding comes from a loan, grant, or cash. Omitting this detail can lead to confusion regarding the refund calculation. Additionally, some individuals forget to specify the program name exactly as it appears on the approved list. This can result in delays or issues with the refund process.
Many people also overlook the importance of documenting the dates of enrollment and termination. These dates are critical for calculating the refund accurately. If these dates are incorrect or missing, it may lead to disputes over the refund amount. Furthermore, failing to note whether the student dropped out within the first three scheduled class days can affect the refund eligibility. If this detail is not correctly indicated, it could result in a loss of the full refund.
Another common error is miscalculating the total course time and tuition fees. It’s essential to ensure that the figures match the program requirements. Errors in these calculations can lead to incorrect refund amounts. Additionally, some individuals forget to include administrative fees and other charges, which must be separately stated in the enrollment agreement. Not accounting for these fees can skew the total earned by the school.
People often neglect to round hours attended to the nearest whole number. This rounding is necessary for accurate calculations. Similarly, failing to calculate the percentage of the program’s total course time can lead to incorrect tuition earnings. It’s crucial to follow the guidelines provided in the form to avoid these pitfalls.
Finally, many individuals do not attach the required documentation to the worksheet. Important documents like the enrollment agreement and attendance records must be readily available. Missing documentation can result in delays or denials of the refund. By paying attention to these details, individuals can help ensure a smoother process when filling out the Texas PS 1040R form.
Understanding the Texas PS 1040R form is crucial for both students and educational institutions. However, several misconceptions can lead to confusion. Here are eight common misunderstandings:
Addressing these misconceptions is vital for ensuring that students and institutions alike understand their rights and responsibilities regarding refunds. Clarity in this area can prevent potential disputes and foster a better educational experience.
When filling out the Texas PS 1040R form, it is essential to keep several key points in mind to ensure accuracy and compliance with state regulations.
By following these guidelines, you can help ensure a smooth process for students seeking refunds and maintain compliance with Texas regulations.
Filling out the Texas PS 1040R form is a structured process that requires careful attention to detail. This form is used to calculate refunds for students in vocational programs approved by the Texas Workforce Commission. It is essential to ensure that all information is accurate, as this will affect the refund amount. Below are the steps to guide you through completing the form.