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

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.

Create (Stage) a Batch Refund

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

  1. The Create Refunds 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).
Batch Refund Tab
  1. The Batch Refund tab displays.
  2. Enter, search for, and/or select the following information:
    1. Business Unit.
    2. Refund Method: O (Other).
    3. Run Option 1: Individual Only.
    4. Run Option 2: Financial Aid Only.
    5. Sponsor Refund Option: No Sponsor.
    6. Refund Item Type: (BankMobile Refund).
    7. Address Usage: SF HONE AD (SF BankMobile Address Usage).
    8. Optional: It is suggested/encouraged to select the Report Only checkbox to generate a refund report prior to processing the refunds.  
    9. Optional: Calc Tuition if Required checkbox.
      • Select this checkbox 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.
      • Leave unchecked to not receive tuition calculation messages.
Batch Refund tab with fields populated according to steps.

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 BankMobile Batch Refund Tab. This link will open in a new tab/window.

Academic Programs Tab
  1. Select the Academic Programs tab and the Academic Programs tab displays.
  2. Within the Required Parameters section:
    1. Optional: Enter or search for the Academic Program.
      1. To add more than one program, select the Add a New Row [+] icon and search or enter the Academic Program.
  3. If you are not isolating individual Academic Program(s), select the All Programs checkbox.
Academic Programs tab
Accounts / Terms Tab
  1. Select the Accounts/Terms tab and the Accounts/Terms tab displays.
  2. Within the Required Parameters section:
    1. Select the Accounts arrow [>] to expand this section.
      1. Enter a specific Account Type (s) or select the All Accounts checkbox.
        1. To add multiple Account Types, select the Add a New Row [+] button and enter the type. Repeat as necessary.
    2. Select the Terms arrow [>] to expand this section.
      1. Enter or select a specific Term or select the All Terms checkbox.
        1. To add multiple Terms, select the Add a New Row [+] button and enter the type. Repeat as necessary.
Accounts/Terms tab
Item Types Tab
  1. Select the Item Types tab and the Item Types tab displays.
  2. Enter or search for the Item Type From and Item Type To range fields.
    1. To add multiple Item Type ranges, select the Add a New Row [+] button and enter the range. Repeat as necessary.

It is essential to limit the credit (on the student account) containing financial aid item types this process reviews on Student Accounts. Only include the range(s) of Item Types that should be refunded in this process.

Don't forget! When new Item Types are created, ensure you update your Run Control to include the new Item Type(s) within your Item Type From and Item Type To fields.

Item Types tab

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 BankMobile Item Types Tab. This link will open in a new tab/window.

  1. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
    • If the Report Only checkbox is selected, this pre-processing is to provide a list of refund amounts and messages to review prior to de-selecting the Report Only.
      • 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.
    • 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.
    • Select the Process Monitor link to review the status of the refund process.
    • Select the Check Batch Refunds link to access the Batch Refunds Lines page and view created refunds.
    • Select the Batch Refund Messages link to access the Review Batch Messages page and view any warnings or errors encountered during the process.
  2. Section complete.
Send the file to BankMobile (Deliver)

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

  • ZZ SF Processing

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

Navigation: 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. The BankMobile Refund Interface 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 BankMobile Refund Interface page displays.
  4. Within the Request Parameter(s) section, enter the:
    1. Business Unit.
    2. Item Type.
      • Note: This must be the same Item Type that was entered in the previous staging steps (located on the Batch Refund tab).
  5. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  6. Select the Process Monitor hyperlink and the Process List tab displays.
  7. On the appropriate Process Instance, select the Actions drop-down menu. Select the View Log/Trace hyperlink. The View Log/Trace page displays.
  8. Select the .ref file hyperlink to review the file created by this process.
  9. 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.

BankMobile Interface page

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 Send the File to BankMobile (Delivery). This link will open in a new tab/window.

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