Student 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/sponsor 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 search page displays.
- Enter the Business Unit.
- Select the Search button and the Individual Sponsor page displays.
- In the ID field, enter the Student ID number and either press Tab or Enter on your keyboard. Note: This is the ID of the account to be refunded (it has a credit balance.) The Individual Sponsor section populates with refund data.
- Within the Individual Sponsor section:
- 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.
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 Designate Sponsor. This link will open in a new tab/window.
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 (Refund going to a person like a parent)
OR
Navigation: Student Financials > Refunds > Corporate Sponsor Refund (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 section, 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.
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 Stage Sponsor Refund. This link will open in a new tab/window.
Please refer to the (Deliver) AP Batch Student Refund Interface steps for final processing of the Sponsor Refund.
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