The best way to write a complaint letter, any complaint letter is to An example: Dear XXXXXX: I am requesting a refund on overpaid school fees. In the fax or letter, a school must include the following: award year of the overpayment (current award year only);.If you were overpaid, you will receive a written notice in the mail. There are three general New York State refund policies: (1) Quarters Refund Policy; (2) Terms Refund Policy; and (3) Mini Program Refund Policy. ☐ I agree that any overpayment of expenses will be taken from my CA grant. When an overaward situation arises, you may be required to adjust the Federal Student Aid (FSA) in the student's package in order to eliminate the overaward. The following provides policies and procedures which campuses should use for billing, refunds, collection, and write-offs for tuition, fees, and other charges.