Business Process

Refunds

Module

Student Financials

District Policy

The limit for CASH refunds is $100.00 in actual cash per semester; any remaining refund amount will be in the form of a check mailed to the student’s address.  Therefore, the maximum “Refund Amount” for CASH refunds is $100.00.  [e.g. Student has a cash refund of $160.00.  Actual CASH refund = $100.00.  The remaining $60.00 will be a check mailed to the student (RFML).]

Prerequisites

Student must have a refund pending on their account.  Pending refund must have originally been paid in CASH.  [NOTE: Staff will never process a refund for Account Type “AID” (Financial Aid).]

Description

This Job Aid illustrates how to post a CASH student refund

1.

Click on [ ] then [ ] and navigate to Student Financials -> Refunds -> Student Refund

2.

Verify that the “Business Unit” field = “SDCCD”

Click the “Search” button [

Open

].

3.

Enter the student’s ID number in the “ID” field.

Press the “Tab” button [

Open

] on your computer.  The student’s name and balance will appear.

4.

Confirm that the “Refund Method” field = “Accounts Payable”.  [For a Cash refund, the Refund Method is always “Accounts Payable”.]

The default for the “Format” field is “A” (Automatic Check).  DO NOT USE THIS DEFAULT.  When processing a Cash refund, the “Format” field must = “X”.  Click the magnifying glass [

Open

] next to the “Format” field to display a list of options.

5.

Click “X Cash Refund”.

6.

If there are multiple refunds, only line items with a check mark [] will be processed.  To stop line items from being processed, click the appropriate box to remove the check mark [].

NOTE:  When selecting line items to be processed, only similar refund types can be processed at the same time.

7.

Click the magnifying glass [] next to the “Refund Item Type” field to display a list of available “Refund Item Types”.  

8.

Click the appropriate “Refund Item Type” for your campus.

9.

Click the magnifying glass [] next to the “Address Type” field to display a list of available “Address Types”.  Click the appropriate “Address Type”.

10.

Click the “View Refund Check” drop down arrow [] to confirm that the information is correct.

NOTE: A check will not be generated.  This is for visualization purposes only.

Click the “Post Refund” button [

Open

] to process the refund.

11.

Following District and office procedures, issue CASH refund to student

12.

End of job aid.