Individual Student Refund End to End Process

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.

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

  • 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.

Expand or collapse content Student Refund (Stage and Post)

Navigation: Menu > Student Financials > Refunds > Student Refund

  1. The Student Refund search page displays.
  2. Enter Business Unit.
  3. Select Search.
  4. The Student Refund page displays.
  5. Enter student ID.
  6. Select the Refund Method from the drop-down menu:
    1. "Accounts Payable" = Used for checks to be printed.
    2. "Other" = ePayment (CyberSource) payment or BankMobile.
  7. 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.
    • Note: You cannot combine refunds that utilize different payment types. You must select the appropriate line(s) that will be processed in this posting and then process the other line(s) in a separate posting.
    • Note: To include only a portion of the line item in the refund, edit the Refund Amount box.
  8. Note that the Format is automatically populated based on the type of payment used:
    1. A = Automatic Check (AP printed check)
    2. P = BankMobile
    3. C = Credit Card (CyberSource)
  9. Enter or search for 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
    3. Bank Mobile Refund = Bank Mobile Refund
  10. Enter or search for the Address Type.
  11. Select the arrow icon next to View Refund Check to view the Remit To information.
  12. Select the Post Refund button to post the refund to the student's account.
  13. 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 or BankMobile Refund Interface below.
Student refund page with appropriate fields selected and has been posted

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Individual Student Refund (Stage and Post). This link will open in a new tab/window.

Expand or collapse content Refund(s) Delivery

Below are three process options, select the appropriate option based on the type of refund that has been posted.

Expand or collapse content BankMobile Refund (Deliver)

Navigation:Menu Student Financials  CTC Custom  CTC Interfaces  BankMobile Refund Interface

Please wait at least 3 minutes between refunding multiple BankMobile files. If batches of refunds are "delivered" within a minute of each other, errors are likely to occur.

  1. TheHigher One Refund Interfacesearch page displays.
  2. If you have run this process or report in the past, select theFind an Existing Valuetab to enter an existing Run Control ID and select theSearchbutton. If this is the first time running this process or report, select theAdd a New Valuetab to create a new Run Control ID and select theAddbutton.
    • NOTE: It is important to note thatRun Control IDscannot 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., WA010_RUN_CRED_HIST_AR(Peninsula, Run Credit History, User Initials).
  3. TheHigher One Refund Interfacepage displays.
  4. Enterthe Business Unit.
  5. Enterthe BankMobile Refund Item Type.
  6. SelectRun the button and then select the OK button.
  7. Select theProcess Monitorlink and then select theDetailslink for the completed process instance once the Run Status and Distribution Status are successfully posted.
  8. Select theView/log Tracelink and then select the.reffile link to review the file created by this process.
  9. Process complete.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Individual Student Refund (BankMobile Deliver). This link will open in a new tab/window.

Expand or collapse content AP Refund (Deliver)

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

  1. The Create Refund Voucher search page displays.
  2. If you have run this process or report in the past, select theFind an Existing Valuetab to enter an existing Run Control ID and select theSearchbutton. If this is the first time running this process or report, select theAdd a New Valuetab to create a new Run Control ID and select theAddbutton.
    • NOTE: It is important to note thatRun Control IDscannot 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., WA010_RUN_CRED_HIST_AR(Peninsula, Run Credit History, User Initials).
  3. The Create Refund Voucher page displays.
  4. Enter the Business Unit.
  5. For the Run Option, select the drop-down and then select Individual Only.
  6. Select the Run button and then select the OK button.
  7. Select theProcess Monitorlink and then select theDetailslink for the completed process instance once the Run Status and Distribution Status are successfully posted.
  8. Select theView/log Tracelink and then select the .log file link. The .log file should include a message with the # of checks.
  9. Process complete.

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

Video Tutorial

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

Video Tutorial via Panopto

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

Expand or collapse content Process ePayment Refunds (Deliver 1 of 2)

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

  1. The ePayment Refund run control ID search page displays.
  2. If you have run this process or report in the past, select theFind an Existing Valuetab to enter an existing Run Control ID and select theSearchbutton. If this is the first time running this process or report, select theAdd a New Valuetab to create a new Run Control ID and select theAddbutton.
    • NOTE: It is important to note thatRun Control IDscannot 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 ePayment Refunds page displays.
  4. Enter the Business Unit.
  5. Select Credit Card from the Refund Run Format drop-down.
  6. Select the Run button. Please refer to theProcess Schedule Requeststeps for further instructions.
  7. Section complete.

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

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Process ePayment Refunds. This link will open in a new tab/window.

Expand or collapse content Process Credit Cards (Deliver 2 of 2)

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

  • ZZ SF Electronic Transactions

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

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

  1. The Credit Card Processing run control ID search page displays.
  2. If you have run this process or report in the past, select theFind an Existing Valuetab to enter an existing Run Control ID and select theSearchbutton. If this is the first time running this process or report, select theAdd a New Valuetab to create a new Run Control ID and select theAddbutton.
    • NOTE: It is important to note thatRun Control IDscannot 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 Credit Card Processing page displays.
  4. Enter or search for the SF Merchant ID.
  5. In the Service Request section, select only the Credit checkbox.
  6. In the Credit Card Transaction Source section, select All.
  7. Select the Run button and theProcess Scheduler Requestpage displays.
  8. Select theSF ePayment Processingcheckbox from theProcess Listsection.
  9. Select theOKbutton.
  10. The updatedCredit Card Processingpage displays. Note the Process Instance number.
  11. Select theProcess Monitorlink and theProcess Monitorpage displays.
  12. Select theRefreshbutton until theRun Statusstates "Success” and theDistribution Statusstates “Posted”.
  13. Select theSF_CRCRDlink and then selectSF_Payment Successlink.
  14. Select theView Log/Tracelink and then select the.logfile link.
  15. Process complete.

Ensure the file shows that the process completed normally and that the account was credited.

Specific transaction information can be found by searching account information on the Transaction Search Resultspage in CyberSource.

Video Tutorial

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

Video Tutorial via Panopto

View the external link to Process Credit Cards. This link will open in a new tab/window.

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