9.2 Sponsor Refund Process
Purpose: Use this document as a reference for how to process a credit balance to a sponsor in ctcLink. A sponsor is an individual (or external organization) other than the student to which a refund should be issued via printed check.
Audience: Student 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.
To add a new person (parent) in ctcLink, please follow the Using Add/Update a Person QRG. A parent will need to be created in the system which will allow you to designate them as a sponsor.
Sponsor Refund Process
This first step identifies the Sponsor as they relate to the account (student or external organization) to be refunded.
Navigation: Student Financials > Refunds > Designate Sponsor
- The Designate Sponsor entry page displays.
- Enter the Business Unit.
- Select the Search button and the Individual Sponsor page displays.
- In the ID field, enter the Student or External Org ID number and then tab through. This is the ID of the account to be refunded (it has a credit balance.) The Individual Sponsor section populates with refund data.
- In the Sponsor fields:
- Enter or search for the Sponsor ID field: Sponsor I.D. number (only if it is a parent related to student). OR
- Enter or search for the Sponsor Org ID field: External organization I.D. number.
- Enter or search for the Org Contact field.
- Select the Save button.
- Section complete.
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.
Navigation: Student Financials > Refunds > Sponsor Refund ($$ going to a person like a parent)
OR
Navigation: Student Financials > Refunds > Corporate Sponsor Refund ($$ going to an external organization)
- The Sponsor Refunds search page displays.
- Enter the Business Unit.
- Select the Search button and the Sponsor or Corporate Sponsor Refund page displays.
- Enter or search for the ID number.
- The ID field is where you enter the ID of the individual who the refund is being sent to.
- The For ID will populate based on who has been linked.
- Select Accounts Payable from the Refund Method drop-down.
- 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 Item Amount box.
- Enter or search for the Refund Item Type.
- Enter or search for the Address.
- Enter or search for the Format 'A.'
- Optional: Enter the Extra Amount.
- Select the Post Refund button to post the refund to the student's account.
- Section complete.
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.
Navigation: Student Financials > Refunds > AP Direct Deposit > Create Refund Vouchers
- The Create Refund Voucher search page displays.
- 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., WA010_RUN_CRED_HIST_AR (Peninsula, Run Credit History, User Initials).
- The Create Refund Voucher page displays.
- Enter the Business Unit.
- For the Run Option, select the drop-down and then select Individual Only.
- Select the Run button and then select the OK button.
- Select the Process Monitor link and then select the Details link for the completed process instance once the Run Status and Distribution Status are successfully posted.
- Select the View/log Trace link and then select the .log file link. The .log file should include a message with the # of checks.
- Process complete.
Ensure you notify your Accounts Payable (AP) department that there is a refund waiting for them to process.
0 Comments
Add your comment