NOVACard Debit Accounts (ACE$) :: Northern Virginia Community College

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NOVACard Debit Accounts (ACE$)

Policy Number: 310

Categorized: Administrative Policies

Responsible Office: Parking and NOVACard Services

Subject: Declining balance accounts for NOVACard holders

Related Policies: College Identification Cards (NOVACards)

Forms: Graduating/Closing Account Request (online Form 105-101); NOVACard Transaction Refund Request (Form 105-037)

Additional Information: ACE$ webpage

Effective Date: 09/10/2019

Last Reviewed Date: 08/01/2019

1.0 Scope

This policy applies to all students, faculty, staff, and contractors who are granted a NOVACard.

2.0 Policy Statement

ACE$ is a declining balance account for students, faculty and staff that is directly linked to their NOVACard. An ACE$ account is required to use ACEPrint services for printing, copying and scanning at campus locations. ACE$ accounts are automatically setup when a NOVACard is issued. Money must be added to the ACE$ account before it is ready to use.

Cardholders cannot withdraw money from their ACE$ account.

3.0 Definitions

ACE$: Declining balance account directly linked to NOVACard. Cardholders are able to deposit money in their ACE$ accounts at cash only deposit terminals on campus, any Campus NOVACard Office or through GET. ACE$ accounts are similar to a bank debit account in that purchases are deducted automatically.

Affiliate: visiting scholars and interns that are not NOVA students.

Contractor: an individual who is an employee of a firm that has a formal contractual relationship to perform work for the college and whose daily work site is on a campus or at one of the college’s administrative offices

Emeritus: status that may be awarded to faculty and classified staff who have retired after five years’ full-time service to the College and a minimum of ten years of service in the Virginia Community College System and who have made meritorious and significant contributions to the College.

FERPA: The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

GET: NOVACard online system that allows student, faculty, and staff to upload a photo to be used for their NOVACard, add money to their NOVACard, review transactions, and place their account on hold if they misplace their card.

Volunteer: Any person who, of his/her own free will, provides services without any financial compensation, to the College.

4.0 Procedures

4.1. Establishing an Account

ACE$ accounts are automatically set up when a NOVACard is issued. NOVACard holders can register their cards for online services using GET. Individuals who do not have NOVACards may purchase guest cards at any NOVACard office.

4.2. Adding funds to an Account

Money must be added to the ACE$ account before it is ready to use. There are several ways to add funds to an ACE$ account:

  • Deposit cash at any deposit machine on any NOVA campus.
  • Deposit cash or use credit/debit cards at any NOVACard office on any campus.
  • Use credit/debit card on NOVACard's online service or mobile app, GET.

4.3. Closing Accounts

A closing account processing fee is applied to every account being closed. Cardholders are always encouraged to spend their remaining balance before becoming inactive at the college. To close an account, a cardholder must complete a NOVACard Graduating/Closing Account/Refund Request (Form 105-101).

The Central NOVACard Office must close out the account. Upon closing the account, the balance, less the processing fee, is sent to the address provided on the form. Checks are processed within 4 to 6 weeks. Checks must be made out to the cardholder.

4.4. Inactive accounts

When a NOVACard becomes inactive, all rights and privileges associated with the card cease.

Student NOVACards expire every two years and become inactive if the student is no longer enrolled at the college.

Employee NOVACards remain active as long as the cardholder is employed by the College and expire immediately upon their separation from employment from Northern Virginia Community College.

Once the NOVACard has been inactive for 12 months or more in the NOVACard system, the account must be closed less the closing account fee. The remaining ACE$ balances are forwarded to unclaimed property unless a NOVACard Graduating/Closing Account/Refund Request (Form 105-101) is made before the account is closed.

Per Unclaimed Property policy, before accounts are reported, Student and Faculty/Staff accounts with a remaining balance of $100 or more are contacted by mail to the most recent address; the cardholder is provided 60 days to request a refund before funds are sent to unclaimed property.

Guest Cards that have been inactive for 12 months cannot be re-activated. No refunds on balances are made for any Guest Card.

4.5. Transaction Refund Requests

All NOVACard refund requests require the completion of the NOVACard Transaction Refund Request (Form 105-037).

In the event that the cardholder believes that there has been an error associated with his/her account, the cardholder must submit a NOVACard Transaction Refund Request (Form 105-037)through email to within thirty (30) days after the problem or error occurred.

The NOVACard office conducts an investigation and notifies the cardholder in writing the results of the investigation. The Cardholder may request copies of the documents used by NOVACard office in the investigation.

Purchases made using the NOVACard at College Vendor locations (Campus Bookstores and Food Service) follow the vendor’s refund policy at time of purchase.

NOVACard will process refunds for failed cardholder transactions after the time of purchase including instances where a cardholder has failed deposits or has been overcharged or charged without receiving the service or product. May include:

  • Failed deposit terminal transactions
  • Copy machine & Pay for Print locations
  • College Vendors (Campus Bookstores and Food Service)

5.0 Authority

Virginia Treasury’s Unclaimed Property Program

Virginia Disposition of Unclaimed Property Act, Code of Virginia § 55.1-2500