Under certain circumstances a student may receive a full or partial (pro-rated) refund for meal plan costs

All refunds require a written release from the Residence License signed by the Director or the Associate Director of Residence Life.

All University at Albany meal plan refunds are subject to New York State tax law provisions. When calculating refunds, the value of the meal plan is measured in terms of the total semester cost of the meal plan, including meal swipes and Munch Money dollars. Munch Money balances are not refundable if you graduate or leave the University.

1. Full Refunds

You may receive a full refund of your meal plan cost only if you fail to occupy your room at the beginning of the semester, as defined by the Residence License. See Section 7: Applying for a Refund

2. Partial (Pro-Rated) Refunds

All pro-rated refunds are based on your time spent in residence, and figured on a weekly basis (the week is defined as beginning on Monday and ending on Sunday). Time spent in residence is calculated from the date that meal plans begin for the semester, through the Sunday following the day the meal plan is deactivated in SUNYCard. (See Section 7: Applying for a Refund). In most cases, refunds are not permitted after you have spent eight weeks or more in residence ("Eight Week Rule").

Through the seventh week of the semester, pro-rated refunds of meal plans may be granted for the following circumstances:

• If you officially withdraw or are academically dismissed from the University and/or leave University Housing during a semester, and obtain a written release from your Residence License by the Director or Associate Director of Residence Life
• If you move from a traditional Residence Hall to a University Apartment during a semester
• If you have been called for active military duty

Exception to the "Eight Week Rule":

If you officially withdraw from the University or move from a traditional residence hall due to a documented medical condition for which you have received a written release from your Residence License, you may receive a refund based on time spent in residence, pro-rated on a weekly basis, regardless of the week of departure.

The medical condition must meet all of the following criteria:

• The medical condition prevents you from eating in University dining facilities
• The medical condition is officially documented by the University Medical Director (see section 4: Medical Release)
• You have received a written release from the Director or Associate Director of Residential Life, due to the documented medical condition
  

3. Change of Housing

After the first ten business days, changes in meal plans can be made if you leave your room in the residence hall (all students have the option to change their meal plan during the first 10 business days of the semester):

• If you move from traditional residence halls to University Apartments within the first eight weeks of a semester, you may choose to retain your original meal plan, or change or cancel your meal plan. See Section 7: Applying for a Refund.
• If you move from traditional residence halls to off-campus housing within the first eight weeks of a semester, and obtain a written release from your Residence License from the Director or Associate Director of Residence Life, you may choose to retain your original meal plan or you may change or cancel your meal plan. See Section 7: Applying for a Refund.

If you move after the eight weeks, unless the move is due to a documented medical condition or a call to active military duty; you cannot cancel your meal plan and you will be charged the full amount.

4. Requirements for Official Medical Release from Housing

If you have a documented medical condition that prevents you from eating in University dining facilities, you may submit a request for release from a traditional residence hall to the Associate Director of Residence Life. To document the medical condition, you must first meet with a Chartwells or UAS nutritionist to determine whether the University dining program can meet your needs. If the nutritionist confirms that the University dining program cannot meet your needs, you must meet with the University Medical Director and supply the following:

• A letter from your physician explaining the medical rationale for why you are unable to eat in University dining facilities
• Recent medical test results confirming the condition
• Copies of UAS/Chartwells nutritionist consultations

After meeting with you, the University Medical Director will make a recommendation as to whether or not you should be released from traditional housing due to your medical condition.

The Medical Director will inform you, the Office of Residence Life and University Auxiliary Services of the decision. If you are released from traditional housing due to medical reasons you may be issued a refund of your meal plan based on time spent in residence, and pro-rated on a weekly basis regardless of the week of departure - you are not subject to the "Eight Week Rule" .

5. Disciplinary Removal from Residence:

If you are disciplinarily removed from the residence halls, suspended or dismissed from the University; you are not eligible for a meal plan refund for the semester in which the disciplinary action occurred.

6. No Refund

No refunds will be issued if you:

• Leave after eight weeks in residence, with the exception of medical reasons or a call to active military duty
• Leave the University and do not obtain a written release from your Residence License
• Remain in residence but do not use all or part of your meal plan

Munch Money balances are not refundable if you graduate or leave the University.

7. Applying for a Refund

If you move from traditional residence hall to other housing (University Apartments or off-campus housing), and you are still a registered student at the University; you must bring the signed release from your Residence License to the SUNYCard Office within three business days from the date of your change in housing status.

The date the SUNYCard Office receives the documentation is the date of meal plan deactivation. Cancellations cannot be made by phone.

All changes in housing status and cancellations will be verified before any refunds are issued. Refunds will be processed by the Office of Student Accounts, and will appear on your University invoice.

8. Questions Regarding Meal Plan Refunds:

Contact UAS at: uas@albany.edu or 518-442-5950
Contact SUNYCard at: sunycard@albany.edu or 518-442-5989