9.2 AP Batch Refunds

Purpose: Use this document as a reference for batch printing checks from refunds in ctcLink.

Audience: Student Financials staff

Creating Batch Refunds

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

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

  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: Other.
    3. Run Option 1: Select Individual Only.
    4. Run Option 2: Select Non-Financial Aid Only
    5. Sponsor Refund Option: Select No Sponsor.
    6. Refund Item Type: Student Refund.
    7. Address Usage: SF Paper Check Mailing
    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.
    1. When batch refunding, use Cash Payment through Check Payment 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.
  1. The refund file has been built, now it's time to send it!

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. 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.

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