9.2 Processing Batch Refunds

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

Audience: Financials staff

Creating Batch Refunds

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

  1. The Create Refunds run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Create Refunds Add a New Value tab
  1. The Batch Refund tab displays.  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.
  2. Select the Academic Programs tab.
Batch Refund tab
  1. The Academic Programs tab displays.
  2. Select the Add a New Row [+] icon to add more than one program or select the All Programs check box.
  3. Select the Accounts/Terms tab.
Academic Programs tab
  1. The Accounts/Terms tab displays.
  2. Enter a specific Account Type (s) or select All Accounts.
  3. Enter or select a specific Term or select All Terms.
  4. To add additional Accounts Types or Terms, use the Add New Row [+} icon to add a row in each section.
  5. Select the Item Types tab.
Accounts Terms tab
  1. The Item Types tab displays.
  2. Enter or look up the Item Type From and Item Type To range or select All Item Types.
  3. Select Run  Please refer to the Process Scheduling QRG for further instructions.
  4. Select the Check Batch Refunds link to access the Batch Refunds Lines page and view created refunds.
  5. Select the Batch Refund Messages link to access the Review Batch Messages page and view any warnings or errors encountered during the process.
  6. Select the Process Monitor link to review the status of the refund process.
Item Types tab
  1. Process complete.

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