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Accountability

Published Date: April 11, 2018
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Training Benefits – Payments & Refunds

Overpayment Calculation and Reconciliation Process

AUTHORITY

Income and Employment Supports Act, Part 3, Section 21
Income and Employment Supports Act, Part 3, Section 22
Income and Employment Supports Act, Part 3, Section 25
Training Provider Regulation, Section 1
Training Provider Regulation, Section 3
Training Provider Regulation, Section 5(1)(i)(iv)

INTENT

To avoid overpayments, the Learner Income Support Office (LISO) must be notified immediately when an individual is not attending training. 

The efficient repayment of tuition and fees allows funds to be reused in the same fiscal year in which the payment is made.  If the refund is received in a fiscal year other that the one it was paid, the refunded amount cannot be reused.

POLICY 

It is the responsibility of both the individual and the training provider to notify LISO immediately if a learner never attended or is withdrawn from training.

In the event a learner has withdrawn or never attended training session prior to completion. the training provider may be required to refund a portion of the tuition and fees. Learners may also be required to refund books and supplies.

Part-Time Training Overpayment Calculation

When a part-time learner receives an award under the Skills Investment Bursary and does not attend training, 100% of the tuition and fees paid to the training provider on behalf of the learner must be refunded to the Government of Alberta. Books and supplies will also be considered repayable by the learner.

When a part-time learner is withdrawn from training, the tuition and fees paid on behalf of the learner are subject to the training provider’s withdrawal policy. Any refunds owing are payable to the Government of Alberta. Books and supplies are not repayable.

Part-time learners may also be asked to take part in income verification activities which are initiated by LISO. In such cases, learners would be required to provide receipts for authorized expenses.  If receipts cannot be produced, repayment of expenses may be required by the learner for such expenses.

Full-Time Training Overpayment Calculation

When a full-time learner does not attend training, 100% of the tuition and fees paid to the training provider on behalf of the learner less a $50 administration fee must be refunded to the Government of Alberta.  Books and supplies will also be considered repayable by the learner.

When a full-time learner is withdrawn from training Mobius automatically calculates the overpayment to the training provider as follows:

  1. Determines the number of calendar days in the training session.  
  2. Determines the number of calendar days the learner attended based on the withdrawal date.
    • If the learner attended less than 1% of a training session, training providers are required to refund all tuition and fees paid on behalf of the learner, less a $50 administration fee.  Books and supplies for that training session are not repayable. 
    • If the learner attended between 1% and 20% of a training session, 75% of the tuition and fees paid on behalf of the learner must be refunded to the Government of Alberta (GOA). Books and supplies for that training session are not repayable. 
    • If the learner attended between 21% and 40% of a training session, 40% of the tuition and fees paid on behalf of the learner must be refunded to the GOA. Books and supplies for that training session are not repayable.  
    • There is no overpayment calculated if the learner attends 41% or greater of the training session.


See Tuition Refund Business Process.

Overpayments of books and supplies to learners will be collected according to the Learner Income Support Overpayments and Debts policy .

Overpayment Notification

Mobius generates a monthly Notice of Tuition and Fee Overpayments letter to Training Providers. This letter details the learners who were reported as never attended or withdrawn the previous month and the calculated overpayment amount due.   The training provider has 30 days from the date of the monthly Notice of Tuition and Fee Overpayments letter to validate and send the refund to the Government of Alberta. 

Questions regarding the overpayment calculation can be directed to LISO by phone at 780-644-1348 , by fax at 780-415-9947 , or by email at CSS.LISO@gov.ab.ca.

Refunds are payable to:
Government of Alberta
Learner Income Support Office
P.O. Box 17000, Station Main
Edmonton, Alberta, Canada T5K 2P7

It is recommended a copy of the Monthly Notice of Tuition and Fee Overpayments letter is sent with the payment or the following information provided:

  • the learner name,     
  • the reason the learner was withdrawn (e.g., unacceptable attendance or progress),  
  • the withdrawal date, and  
  • the amount.


In the event that a payment is not received within 30 days of the Notice of Tuition and Fee Overpayments, a Notice of Amount Owing letter is issued in accordance with Section 25 of IESA.  The training provider has the right to appeal within 30 days or pay the amount owing.

If after 30 days of the Notice of Amount Owing letter an appeal or payment is not received, the debt is considered as owing to the Government of Alberta. In accordance with Section 22 of IESA, the Director will determine how the debt will be recovered. A Non-Compliance Letter will be delivered outlining the unpaid debt(s) owing, and as a result, the training provider is considered non-compliant. The letter will indicate the Director’s decision and remedial action that will be implemented to collect on the debt(s) owing. Examples include removal of program approval, sending the debt(s) to collections, declaring against the training provider’s financial security.

Right to Appeal

A Notice of Appeal form will be attached to the Notice of Amount Owing Letter. Completed forms are to be forwarded to the Appeals Secretariat at 2nd Floor, Agronomy Centre, 6903 - 116 Street, Edmonton AB, T6H 5Z2.

The Appeals Secretariat will contact the training provider to arrange a hearing date and time. No further action will occur until the appeal decision is reached.

The Training Provider Compliance and Administrative Penalties Appeal Committee will hear all appeals regarding tuition and fee overpayments. Once a decision has been made the training provider will be notified directly.