Posting / Requesting A Student Refund (Cash)
Posting / Requesting A Student Refund (Cash)
Label | Description |
---|---|
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 |
Instructions:
Step | Action |
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1. | Click on [ ] then [ ] and navigate to Student Financials -> Refunds -> Student Refund |
Step | Action |
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2. | Verify that the “Business Unit” field = “SDCCD” Click the “Search” button [ ]. |
Step | Action |
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3. | Enter the student’s ID number in the “ID” field. Press the “Tab” button [ ] on your computer. The student’s name and balance will appear. |
Step | Action |
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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 [ ] next to the “Format” field to display a list of options. |
Step | Action |
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5. | Click “X Cash Refund”. |
Step | Action |
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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. |
Step | Action |
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7. | Click the magnifying glass [] next to the “Refund Item Type” field to display a list of available “Refund Item Types”. |
Step | Action |
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8. | Click the appropriate “Refund Item Type” for your campus. |
Step | Action |
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9. | Click the magnifying glass [] next to the “Address Type” field to display a list of available “Address Types”. Click the appropriate “Address Type”. |
Step | Action |
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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 [ ] to process the refund. |
Step | Action |
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11. | Following District and office procedures, issue CASH refund to student |
12. | End of job aid. |