9.2 Individual Student Refund

Purpose: Use this document as a reference to refund an individual student in ctcLink. Refunding is a two or three part process depending on the method of payment.  Creating Student Refunds is the first part.

Audience: Student Financials staff

Creating Student Refunds

Navigation:  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
    1. "Accounts Payable" = Use for checks to be printed.
    2. "Other" =  ePayment (CyberSource) payment refunds.
  1. 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.
  2. Select the Format by which the refund is issued
    1. A = Automatic Check (AP printed check)
    2. C = Credit Card (CyberSource)
  3. Select the Refund Item Type
    1. Student Refund = Use for refund checks to be printed via Accounts Payable
    2. Credit Card Refunds = Use for CyberSource credit card payment refunds
  4. Select the Address Type.
  5. Select the arrow icon next to View Refund Check to view the Remit To information.
  6. Select the Post Refund button to post the refund to the student's account.
Student Refund page
  1. Part 1 of the refunding process is not complete, the next step is determined by the Refund Method.
    1. Refund Method = Accounts Payable:  complete the refund with the AP Refund Interface below
    2. Refund Method = Other:  complete the refund with the ePayment Refund Interface below
AP Refund Interface

Be sure to create a Run Control ID with a unique and proper name for future use.

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

  1. The Create Refund Voucher run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Create Refund Voucher Add a New Value tab
  1. The Create Refund Voucher page displays.
  2. Enter Business Unit.
  3. For Run Option, it is recommended to run "Individual Only" separate from "Organization Only" or "Individual and Organization".
  4. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Create Refund Voucher page
  1. Process complete.
ePayment Refund Interface

Process the ePayment Refund

Be sure to create a Run Control ID with a unique and proper name for future use.

Navigation:  Navigator > Student Financials > Refunds > Electronic Payments Refunds > Process ePayment Refunds

  1. The ePayment Refund run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
E Payment Refund Add a New Value tab
  1. The ePayment Refunds page displays.
  2. Enter Business Unit.
  3. Enter Refund Run Format.
  4. Select Run.
E Payment Refunds page
  1. The Process Scheduler Request page displays.
  2. Select the Batch Credit Card Refunds checkbox.
  3. Select OK.
Process Scheduler Request page
  1. The updated ePayment Refunds page displays.  Note the Process Instance number.
  2. Select Process Monitor.
updated E Payment Refunds page
  1. The Process List tab displays.
  2. Select Refresh until the Run Status = “Success” and the Distribution Status = “Posted”.
  3. Select Details.
Process List tab
  1. The Process Detail page displays.
  2. Select View Log/Trace.
Process Detail page
  1. The View Log/Trace page displays.
  2. Select the .log file link.
View Log Trace page
  1. The log file is displayed below.  It gives the details of the entries created in SF_PAYMENT table.

Note:  The CyberSource Refund NBR is created if the step is successful.

log file
  1. Section complete.

Finalize Credit Card Refund

Be sure to create a Run Control ID with a unique and proper name for future use.

Navigation:  Navigator > Student Financials > Charges and Payments > Electronic Transactions > Electronic Payments > Process Credit Cards

  1. The Credit Card Processing run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Credit Card Processing Add a New Value tab
  1. The Credit Card Processing page displays.
  2. Enter SF Merchant ID.
  3. Select Credit Card Transaction Source = "All".
  4. Select Run.
Credit Card Processing page
  1. The Process Scheduler Request page displays.
  2. Select the SF ePayment Processing checkbox.
  3. Select OK.
Process Scheduler Request page
  1. The updated Credit Card Processing page displays.  Note the Process Instance number.
  2. Select Process Monitor.
updated Credit Card Processing page
  1. The Process List tab displays.
  2. Select Refresh until the Run Status = “Success” and the Distribution Status = “Posted”.
  3. Select the SF_CRCRD link.
Process List tab
  1. The Process Detail page displays.
  2. Select SF_Payment Success link.
Process Detail page
  1. The Process Detail page displays.
  2. Select the View Log/Trace link.
Process Detail page
  1. The View Log/Trace page displays.
  2. Select the .log file link.
View Log Trace page
  1. The log file displays.
  2. Ensure file shows the process completed normally and that the account was credited.
  3. Specific transaction information can be found  by searching account information on the Transaction Search Results page in CyberSource.
Log file
  1. Process complete.

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