Accounts Payable (AP) Batch Student Refunds

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

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.

Create (Stage) Batch Refunds

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

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.

  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: A (Accounts Payable).
    3. Run Option 1: Individual Only.
    4. Run Option 2: Non-Financial Aid Only.
    5. Sponsor Refund Option: No Sponsor.
    6. Refund Item Type: (Student Refund).
    7. Address Usage: SFCK_C,M,H (SF Paper Check Mailing).
    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 the fields entered according to the steps. The Report Only checkbox is selected.

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 AP 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.
The acaedmic 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.
the accounts and 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.

When AP batch refunding, use Cash Payment through Check Payment Item Types unless you do not use BankMobile, then you will include all eligible Financial Aid Item Types.

the 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 AP 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.
(Deliver) AP Batch Student Refund Interface

Navigation: Student Financials > Refunds > AP Direct Deposit > Create Refund Vouchers

  1. The Create Refund Voucher 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 Create Refund Voucher page displays.
  4. Within the Request Parameter(s) section, enter the:
    1. Enter the Business Unit.
    2. For the Run Option, it is recommended to run "Individual Only" separate from "Organization Only".
      • Note: Individual is for Student refunds. Organization is for Corporate refunds.
  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.

Ensure you notify your Accounts Payable (AP) department that there are refunds waiting for them to process.

create refund voucher with Individual only in the Run Option field.

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 (Deliver) AP Batch Student Refund Interface. This link will open in a new tab/window.

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