Processing Batch Refunds 27f

Purpose: Use this document as a reference for how to create a batch of refunds in ctcLink.

Audience: All staff

Creating Batch Refunds

Navigation:  Student Financials > Refunds > Process Batch Refunds >  Create Refunds

  1. Enter an existing Run Control ID or Click the Add a New Value tab and create a new Run Control ID.
  2. Enter a useful name for the new Run Control ID so it can easily be found later.
  3. Select the Add button.
Add a New Value tab
  1. On the Batch Refund tab, enter the following required information:
    1. Enter the Business Unit.
    2. Refund Method: Accounts Payable.
    3. Run Option 1: Select Individual Only or Organization Only.
    4. Run Option 2: Select Financial Aid Only or Non-Financial Aid Only – it is recommended to run refunds separately.
    5. Sponsor Refund Option: Used for PLUS Loan refunds; contact Financial Aid for additional information.  Select No Sponsor if not running PLUS Loan refunds.
    6. Refund Item Type: Search for or enter the item type for the refunds.
    7. Address Usage: Select the ctcLink address to mail the refund to.
    8. Check the Report Only box to generate a refund report only before processing the refunds.  Select the checkbox to create and post the refunds to the student or corporate account.
Batch Refund tab
  1. On the Academic Programs tab enter the programs to include. Click the (+) button to add more than one program or select the All Programs check box.
Academic Programs tab
  1. On the Accounts/Terms tab enter a specific Account Type (s) or select All Accounts.
  2. Enter or select a specific Term or select All Terms.
  3. To add additional Accounts Types or Terms, use the (+) to add a row in each section.
Accounts Terms tab
  1. On the Item Types tab, enter or look up the Item Type From and Item Type To range or select All Item Types.
  2. Click Run and then OK to run the process.
  3. Click the Check Batch Refunds link to access the Batch Refunds Lines page and view created refunds.
  4. Click the Batch Refund Messages link to access the Review Batch Messages page and view any warnings or errors encountered during the process.
Batch Refund tab
  1. Click the Process Monitor link to review the status of the refund process.
Process List tab

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