9.2 BankMobile Batch Refunds

Purpose: Use this document as a reference for how to create and how to send batch of refunds in ctcLink.  It's recommended to process this page twice.  Once with the Report Only box checked in order to review the refund amounts and messages, and then a second processing for the posting the refund amounts.

Audience: Financials staff

BankMobile Batch Refunds

Creating Batch Refunds (Stage)

Student Financials must first post the funds that the Financial Aid Office disbursed prior to this step in the refunding process.  While dual processing, the FAM Disbursement Data page will be used. After dual processing, posting will happen in the Post Group Transactions page.

You have the option to run this process in Report Only mode to generate a PDF or XLS file. You can do this as many times until you are ready to finalize. Please refer to the Report Batch Refund QRG on how to generate your report file.

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

  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

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

  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 Financial Aid Only or Non-Financial Aid Only – it is recommended to run refunds separately.
    5. Sponsor Refund Option: Used for PLUS Loan refunds, select No Sponsor if not running PLUS Loan refunds.
    6. Refund Item Type: BankMobile Refund.
    7. Address Usage: SF Higher One Address Usage
    8. Check the Report Only box to generate a refund report only before processing the refunds.  
    9. Calc Tuition if Required:  Optional
      1. Select to receive a list of tuition calculation messages.  The term must be listed in the Refund Calculation Controls tab on the Tuition Calculation Controls page to be included or errors may occur.
      2.  Leave unchecked or not selected in order to not receive tuition calculation messages.
  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 in order to limit the credit containing financial aid item types this process reviews on Student Accounts.
Item Types tab
  1. Select the Run button and refer to the Process Scheduling QRG for further instructions.
    1. As the Report Only box is checked, this first processing is to provide a list of refund amounts and messages to review prior to unselecting the Report Only box in order to post the Refund item type to the student account.
      1. You can run the Report Batch Refund process to generate a report of what students are being picked up in the batch and what refund totals they are set to receive.
  2. Once the Report Only run has been verified as proper and good to go, process through this page exactly the same except with the Report Only field unchecked, selecting the RUN button again to post the Refunds.
    1. Select the Process Monitor link to review the status of the refund process.
    2. Once Success and Posted, select the Details link to confirm completion.
Process scheduler page
  1. The Process Detail page displays.
  2. Select the View Log/Trace link.
Image of process detail page with the View Log/Trace link circled
  1. Select the .log file and confirm that the output contains refunds and the program finished appropriately.
The View Log/Trace page with the .log file link highlighted
  1. The .log file displays.
The .log file image
  1. This step of refunding is now complete.

Sending file to BankMobile (Deliver)

Navigation:  NavBar > Navigator > Student Financials > CTC Custom > CTC Interfaces > Higher One 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.

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

  1. The Higher One Refund Interface run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Higher One Refund Interface Add a New Value tab
  1. The Higher One Refund Interface page displays.
  2. Enter Business Unit.
  3. Enter Item Type.
  4. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
  5. Select the Process Monitor link. Select the Details link for the completed run control.
  6. Select the View/log Trace link. Select the .ref file link to review the file created by this process.
Higher One Refund Interface page
process list page
view log/trace page
  1. Process complete.

Bank Mobile files (both BIODEMO & REFUND) are sent from ctcLink at 09:00 am, 10:00 am, 11:00 am, 12:00 pm, 01:00 pm, 04:00 pm, 05:00 pm and 10:00 pm.


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