ctcLink Reference Center9.2 Campus Solutions9.2 CS - Student Financials 9.2 CS - Refunds9.2 Creating, Reviewing and Cancelling a Refund for an Individual Student

9.2 Creating, Reviewing and Cancelling a Refund for an Individual Student

Purpose: Use this document as a reference for creating, canceling and viewing student refunds in ctcLink.

Audience: Student Financials staff

Creating Student Refunds

Navigation:  NavBar > Navigator > Student Financials > Refunds > Student Refund

  1. The Student Refund search page displays.
  2. Enter Business Unit.
  3. Select Search.
Student Refund search page
  1. The Student Refund page displays.
  2. Enter student ID.
  3. Enter Refund Method = "Accounts Payable".
  4. In the Refund Selection group box select the checkbox next to each item to include in the refund. ctcLink automatically enters the total amount of the line item here. To include only a portion of the line item in the refund, edit the amount.
  5. Select the Format by which the refund is issued e.g. automatic check, credit card, etc.
  6. Select the Refund Item Type of "Student Refund" (See a separate QRG for Higher One Refunds).
  7. Select the Address Type.
  8. Select the arrow icon next to View Refund Check to view the Remit To information.
  9. Select the Post Refund button to post the refund to the student's account.
Student Refund page
  1. Section complete.

Cancelling Refunds

Navigation:  NavBar > Navigator > Student Financials > Refunds > Reverse and Cancel Refunds > Cancel Student Refund

If the system generates an error during the posting of a refund, you cannot continue processing the refund, and you cannot reverse it because the posting process did not finish, you must cancel it. You may never have to use the cancellation pages. They are designed solely as a safety measure for quick recovery.

  1. The Student Refund Cancellation search page displays.
  2. Enter Business Unit.
  3. Select Search.
Student Refund Cancellation search page
  1. The Student Refund Cancellation page displays.
  2. Select the Cancel checkbox next to the refund to cancel. Only refunds that are available to cancel will have the checkbox.
  3. Select Save. After the page is saved, ctcLink cancels each selected refund.
Student Refund Cancellation page
  1. In the example below, the refund was processed as a check transaction because that is how the original payment was made. This has posted and cannot be canceled.
Student Refund Detail page
  1. Section complete.

Viewing Refund Information

Navigation:  NavBar > Navigator > Student Financials > Refunds > Review Student by ID

  1. The Review Student by ID search page displays.
  2. Enter Business Unit.
  3. Select Search.
Review Student by ID search page
  1. The Review Student by ID page displays.
  2. Enter student ID.
  3. Press <tab> to refresh the page.
  4. If a refund was made by check, the Check/Voucher Info link is available to view additional information.
Review Student by ID page
  1. Select the Refund Detail link to access the Student Refund Detail page.
Review Student by ID page
  1. The Student Refund Detail page displays.
  2. Select Return.
Student Refund Detail page
  1. Process complete.

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