AP Corporate Refunds

Purpose: Use this document as a reference for creating a refund for an organization in ctcLink. This is the process used for refunding Third-Party Contract sponsors. Much like the other refunding processes, this process involves two steps.

Audience: Student Financials staff.

You must have at least one of these local college managed security roles:

  • ZD SF Refunds
  • ZZ SF Refunds

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

1. Create (Stage) a Corporate Refund

Navigation: Student Financials > Refunds > Corporate Refund

  1. The Corporate Refund search page displays.
  2. Enter the Business Unit and select the Search button. The Corporate Refund page displays.
  3. Enter or search for the External Org ID. Press <tab> on your keyboard to refresh the page.
  4. Select the appropriate refund line to process by checking the box in the Refund Selection section.
  5. Enter or confirm the Refund Amount.
  6. The Format defaults to "A" for Automatic Check.
  7. Enter or search for the Refund Item Type.
  8. Enter or confirm PRI (Primary) for the Contact Type field.
  9. The Event ID is not used. Leave blank.
  10. Select the View Refund Check expand section button to view the details of the refund check.
  11. Select the Post Refund button.
  12. Section complete.
corporate refund page with no data entered

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Create (Stage) a Corporate Refund. This link will open in a new tab/window.

(Deliver) Corporate AP Refund Interface

Navigation:  Student Financials > Refunds > AP Direct Deposit > Create Refund Vouchers

  1. The Create Refund Voucher Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. The Create Refund Voucher page displays.
  4. Within the Parameters section:
    1. Enter the Business Unit.
    2. Select Organization Only from the Run Option drop-down.
  5. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  6. Process complete.

Ensure you notify your Accounts Payable (AP) department that there is a refund waiting for them to process.

create refund voucher page with Organization Only listed in the the run option field.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to (Deliver) Corporate AP Refund Interface. This link will open in a new tab/window.

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