Fill Your Texas Ps 1040R Form Launch Texas Ps 1040R Editor Now

Fill Your Texas Ps 1040R Form

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.

Launch Texas Ps 1040R Editor Now

Dos and Don'ts

When filling out the Texas PS 1040R form, there are important guidelines to follow. Here are six things you should and shouldn't do:

  • Do ensure you have all necessary documentation ready, such as the enrollment agreement and attendance records.
  • Don't forget to use a separate worksheet for each program when calculating refunds.
  • Do accurately calculate the total hours the student was scheduled for attendance.
  • Don't overlook the importance of noting any administrative fees retained, which should not exceed $100.
  • Do confirm that the refund calculations align with the state’s minimum cancellation and refund requirements.
  • Don't submit incomplete forms or missing documentation, as this may delay processing.

Sample - Texas Ps 1040R Form

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?

 

 

 

 

 

 

Yes

 

No

 

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.

Page 1 of 2

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.

___________________________________________________________________________________________________________________________

Page 2 of 2

PS-1040R

PREVIOUS EDITIONS OF THIS FORM WILL NOT BE USED

REV 11/13

More PDF Templates

Documents used along the form

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.

  • Enrollment Agreement: This document outlines the terms of the student's enrollment, including tuition costs, program duration, and refund policies. It serves as a binding contract between the student and the school.
  • Record of Previous Education & Training (PS-010): This form records any prior education or training the student has completed. It helps determine the appropriate credits and tuition adjustments.
  • Complete Attendance Record: This document tracks the student's attendance throughout the program. It is essential for calculating the refund amount based on the hours attended.
  • Complete Progress Record with Status Changes: This record documents the student's progress in the program, including any changes in status that may affect their eligibility for a refund.
  • LOA/Make-Up Requests: Any requests for leave of absence or make-up classes must be documented. This information is crucial for understanding attendance and participation.
  • Ledger: The ledger provides a detailed account of all financial transactions related to the student's tuition and fees. It helps clarify what has been paid and what is owed.
  • Book & Supply Receipts: These receipts document any additional costs incurred for books and supplies not included in the tuition. They are necessary for calculating total expenses.
  • Proof of Consummation of Refund: This document verifies that the refund process has been completed. It serves as evidence that the school has fulfilled its obligations to the student.

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.

Common mistakes

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.

Misconceptions

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:

  • The PS 1040R form is only for students who drop out of a program. This form is also used for students who withdraw from a program but may still be eligible for a refund, depending on the timing and circumstances of their withdrawal.
  • All refunds are calculated the same way. Refund calculations can vary significantly based on when the student drops the course. Different rules apply for withdrawals within the first 72 hours compared to later in the program.
  • Students are entitled to a full refund regardless of circumstances. While students may receive a full refund if they withdraw within the first 72 hours, other conditions apply for later withdrawals, which may result in reduced refunds.
  • The administrative fee is fixed at $100. The administrative fee cannot exceed $100, but it may be less, depending on the institution’s policy and the specifics of the student's situation.
  • Documentation is optional. In fact, supporting documentation is essential. Schools must have all required documents readily available upon request from the Texas Workforce Commission.
  • Refunds must be issued immediately. Refund processing times can vary. Schools must follow specific procedures, which may affect how quickly a refund is issued.
  • Only tuition is considered for refunds. Refund calculations take into account not just tuition but also any fees, supplies, and other charges incurred during the program.
  • Once a refund is processed, it cannot be disputed. Students have the right to appeal or dispute refund calculations if they believe there has been an error in the process.

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.

Key takeaways

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.

  • Documentation is Crucial: Always have the necessary supporting documents ready. This includes the enrollment agreement, attendance records, and receipts for books and supplies. Attaching these documents to the worksheet is highly recommended.
  • Understanding Refund Eligibility: If a student drops out within 72 hours of signing the enrollment contract, they are entitled to a full refund. If they drop within the first three scheduled class days, the school can retain up to $100 for administrative fees.
  • Accurate Calculations: Ensure that all calculations regarding tuition and fees are precise. Pay close attention to the total course time and the portion of the program for which the student has been charged.
  • Separate Worksheets for Each Program: Use a distinct worksheet for every program to avoid confusion and ensure clarity in the refund process.
  • Submission of Completed Forms: Once the form is filled out, it should be submitted to the Texas Workforce Commission Career Schools and Colleges. Ensure that all contact information is correct to facilitate any necessary follow-ups.

By following these guidelines, you can help ensure a smooth process for students seeking refunds and maintain compliance with Texas regulations.

File Characteristics

Fact Name Details
Form Purpose The Texas PS 1040R form is used for calculating refunds for vocational programs approved by the Texas Workforce Commission (TWC).
Governing Laws This form is governed by Title 3 of the Texas Education Code, specifically Sections 132.061 and 132.0611.
Administrative Fee Limit The form allows schools to retain an administrative fee of no more than $100 if a student drops within the first three scheduled class days.
Documentation Requirement Schools must keep all supporting documents related to the refund calculation readily available for TWC review.
Full Refund Criteria If a student drops the program within 72 hours after signing the enrollment contract, they are entitled to a full refund.
Calculation Components The form requires specific calculations, including total course time, tuition fees, and the percentage of the program completed by the student.

How to Use Texas Ps 1040R

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.

  1. Begin by entering the Date of this Refund Calculation.
  2. Fill in the School #S and School Name.
  3. Provide the Student’s Name, Student’s SSN #, Student’s Address, and Student’s Phone #.
  4. Indicate who Refund Computed By is.
  5. Check all applicable types of funding: LOAN, GRANT, CASH, SPONSORED.
  6. Enter the Program Name as it appears on the List of Approved Courses of Instruction.
  7. Answer the question about whether the student dropped from the program within 72 hours. If yes, the student is due a full refund.
  8. Next, determine if the student dropped within the first 3 scheduled class days. If yes, note that the school may retain not more than $100 in administrative fees.
  9. Fill in the Total Course Time in the whole program and the Tuition and included fees for the whole program.
  10. Complete the Total Course Time in the portion charged and the Tuition and included fees for the portion charged.
  11. Document the Administrative fee for the whole program and any Other charges for the whole program.
  12. Record the Date of enrollment and the Date of termination from the program.
  13. For the current portion charged, provide the First Day of Attendance and Last Day of Attendance.
  14. Indicate Hours Scheduled Per Day and Days Scheduled Per Week.
  15. Determine the portion of the program for which the student has been charged. If it is a part, specify how many portions the program is divided into.
  16. Calculate the number of hours the student attended and the number of hours they were absent.
  17. Calculate the total hours the student was scheduled for and the Total Course Time in this portion of the program.
  18. Calculate the percentage of the program’s Total Course Time for which the student was scheduled.
  19. Using the calculated percentage, determine the tuition and included fees earned by the school for the current portion charged.
  20. Sum up the Total of tuition and fees earned from prior portions charged.
  21. Document the Administrative fees, Chargeable books, and Chargeable supplies not included in tuition.
  22. Calculate the Total earned by school for the whole program.
  23. Record the Total amount paid towards the earned amount.
  24. Calculate the Refund due or Balance due school based on the amounts recorded.
  25. Ensure that all necessary documentation is readily available and preferably attached to the Refund Worksheet in the student’s file.