Refunding Customers

This chapter provides an overview of refunds and discusses how to:

Create batch refunds.
Create online refunds.
Approve refunds.
Complete batch payroll refunds.
Complete online payroll refunds.
Distribute payroll refunds through direct deposit.
Print checks and direct deposit advice slips.
Complete accounts payable (AP) refunds.
Distribute refunds to ePayment accounts.
Cancel refunds.
Reverse refunds.
Renumber refund checks for reprinting.
Delete paysheets.
View refunding information.

Understanding Refunds

This section discusses:

Refunding methods.
Refund processes.
Refund recipients.
Refund format.
Refund process flow.

Refunding Methods

You can use three refunding methods to create and distribute refunds:

Payroll.

The payroll method involves creating and distributing refunds using PeopleSoft Enterprise Payroll for North America that treats your students like employees. The payroll method can only create and distribute student refunds, not organization refunds.
Accounts payable.

The accounts payable method involves creating and distributing refunds through an interface with PeopleSoft Enterprise Payables.
Other.

The other method is a catchall method used by institutions that create and distribute refunds through an interface with an application other than Payroll for North America or Payables.

Refunding Processes

You can use two types of processes to create and distribute refunds:

Online.

Processing a refund online involves creating and distributing a refund for one recipient in realtime.
Batch.

Processing refunds in batch involves creating and distributing refunds for one or more recipients on a scheduled basis using a batch process.

Refunding Recipients

Two types of recipients can receive refunds: students and organizations. In Student Financials, the recipient refers to the type of account being refunded, and does not necessarily indicate the person or organization that actually receives the refund. For example, a student withdraws from a class and is due to receive a refund. However, a non-student sponsor originally paid the student’s tuition fees and should therefore receive the refunded money. Although the sponsor receives the actual refund, it is still considered a student refund in terms of how you create and distribute it.

Refunding Formats

You can use several types of formats to distribute refunds:

Check.

Using the check format, you refund customers by sending them a check for the refund amount.
Credit card.

Using the credit card format, you directly refund a customer’s credit card for the refund amount.
Electronic Check.

Using the electronic check format, you directly refund a customer's eCheck account for the refund amount.
Direct deposit.

Using the direct deposit format, you automatically deposit the refund amount into a predetermined direct deposit account. The direct deposit format is only an option if you use the payroll method to create refunds.

Refunding Process Flow

The following diagrams display the decisions and processes involved with creating and distributing payroll and AP refunds.

Processing Payroll Refunds

The following diagram outlines payroll refund processing.

Payroll refund process flow

Processing AP Refunds

The following diagram outlines AP refund processing.

AP refund process flow

Creating Batch Refunds

This section discusses how to:

Define general parameters.
Select academic programs.
Select account types and terms.
Select item types.

Note. You cannot refund unsettled credit card payments using the Batch Refund (SFPREFND) process. The process ignores any unsettled credit card payments.

See Also

Processing ePayment Transactions

Pages Used to Create Batch Refunds

Page Name	Object Name	Navigation	Usage
Batch Refund	RUNCTL_SFPREFND	Student Financials, Refunds, Process Batch Refunds, Create Refunds	Define general parameters of the Batch Refund process.
Academic Programs	RUNCTL_SFPREFND_2	Student Financials, Refunds, Process Batch Refunds, Academic Programs	Specify academic programs to include in the batch refund process.
Accounts/Terms	RUNCTL_SFPREFND_3	Student Financials, Refunds, Process Batch Refunds, Accounts / Terms	Select account types and academic terms to include in the batch refund process.
Item Types	RUNCTL_SFPREFND_4	Student Financials, Refunds, Process Batch Refunds, Item Types	Select item types to include in the batch refund process.
Batch Refund Lines	REFUND_LINES	Student Financials, Refunds, Process Batch Refunds, Review Batch Refunds	View results of the Batch Refund process.
Review Batch Messages	REFUND_MESSAGES	Student Financials, Refunds, Process Batch Refunds, Review Batch Messages	View warnings or errors generated during the Batch Refund process.

Defining General Parameters

Access the Batch Refund page.

Batch ID

Displays the unique ID assigned after you save your batch refund parameters.

Check Batch Refunds

After you run the process, click to access the Batch Refund Lines page and view created refunds.

Batch Refund Messages

After you run the process, click to access the Review Batch Messages page and view warnings or errors that the system encountered during the process.

Refund Method

Displays the refund method that you selected on the Refund Setup page of the SF Business Unit component.

Run Option 1

Select the type of recipients to create refunds for. Values are: Individual Only, Organization Only, or Individual and Organization.

Run Option 2

Select the types of credits to create refunds for. You can create refunds for financial aid credits (credits with an item type classification of Financial Aid), non-financial-aid credits (credits with an item type classification other than Financial Aid), or both.

Report Only

Select to generate a report listing what refunds the system would create. When selected, the process does not actually create the refunds listed in the report.

Calc Tuition if Required (calculate tuition if required)

Select to calculate tuition for students who have not already had their tuition calculated or who need tuition recalculated.

Sponsor Refund Option

Select whether you want to include sponsors in the process, and if so, what types of sponsors.

Refund Item Type

Select the item type to assign to the refunds that the Batch Refund process creates.

Address Usage

Specify how the system chooses the proper address for each refund.

External Org Contact Type (external organization contact type)

Displays the contact type that you specified on the Refund Setup page of the SF Business Unit component. The system uses this contact type to determine the recipient of any organization refunds generated by the batch process.

Refund Service Impact

Displays the refund service impact that you specified on the Refund Setup page of the SF Business Unit component. The system uses this service impact during the batch process to identify any students who should be prevented from receiving a refund.

Selecting Academic Programs

Access the Academic Programs page.

Required Parameters

All Programs

Select to include all academic programs in the batch process.

Academic Programs

This group box is available only if you clear the All Programs check box.

Academic Program

Select the academic program to include in the process.

Program Status

All Statuses

Expand this scroll area to select academic program statuses to include in the batch refund process. The system creates refunds only for those students with the statuses you select. Alternatively, you can click the All Statuses button to populate all the statuses in the grid. This should be used with caution, as statuses included are 'Deceased', 'Dismissed' and other statuses for which you may not want refunds processed. You can use the button and then delete the status rows you do not want included for refund processing.

Selecting Account Types and Terms

Access the Accounts/Terms page.

All Accounts and All Terms

Select to include all account types and academic terms in the batch refund process. If you clear either check box and click Refresh, a scroll area appears. Add the accounts and terms to process.

Selecting Item Types

Access the Item Types page.

All Item Types

Select to include all item types in the batch refund process. If you clear the check box, use the Item Type From and Item Type To fields to define the range of item types to include in the batch refund process.

Creating Online Refunds

This section discusses how to:

Create student refunds.
Create organization refunds.
Create student refunds with an extra amount.
Specify the account and term associated with an extra amount.
Create online refunds for a sponsor.

Pages Used to Create Online Refunds

Page Name	Object Name	Navigation	Usage
Student Refund	REFUND_SF	Student Financials, Refunds, Student Refund	Create an online refund for a student.
Academic Information	SF_STUDENT_SP	Click the Academic Information link on the Student Refund page.	View enrollment and personal information for a given student.
Student Accounts	ACCOUNT_SF_SP	Click the Student Accounts link on the Student Refund page.	View account activity information for a given student.
Corporate Refund	REFUND_ORG_SF	Student Financials, Refunds, Corporate Refund	Create an online refund for an organization. You can use this page in conjunction with the A/P refund method only.
Corp Accounts	ACCOUNT_ORG_SF_SP	Click the Get Account link on the Corporate Refund page.	View account activity for a given corporation.
Refund with Extra Amount	REFUND_SF	Student Financials, Refunds, Refund with Extra Amount	Create a refund for an amount greater than the refundable balance.
Extra Refund Amount	EXTRA_REFUND_AMT	Click the Extra Amount Info link on the Refund with Extra Amount page	Specify account and term information associated with the extra amount refunded.
Online Refund Other	REFUND_SF_OLD	Student Financials, Refunds, Online Refund Other	Create a refund for a designated sponsor.

Creating Student Refunds

Access the Student Refund page.

Depending on the type of refund method you select, the fields described below will differ.

ID	Enter the ID of the student for whom you want to create a refund.
Balance and Anticipated Aid	Displays the account balance and any anticipated aid of the selected student.
Academic Information	Click to access the Academic Information page.
Student Accounts	Click to access the Student Accounts page.
Refund Method	Select the refund method that you want to use to create this refund. The possible values for this field are Payroll, A/P, and Other. If you do not select the Allow Changes in Refund Method check box on the Refund Setup page of the SF Business Unit component, the Refund Method field on the Student Refund page becomes unavailable and set by default to the value that you select in the Refund Method field on the Refund Setup page.

Refund Selection

Select the check box next to each credit line item to include in the refund. This group box displays the account type, academic term, item type description, original monetary amount, and balance of each line item.

Note. If multiple targets are paid by the same transaction, each target appears as a separate line item on the Student Refund page. When you refund multiple targets from the same transaction, however, the system combines the targets into a single refund. For example, if you are refunding a student 750.00 USD for tuition and 125.00 USD for housing, and both targets were part of the same credit card payment, the system combines the target refunds into a single credit card refund of 875.00 USD. It does not issue two separate refunds to the same credit card.

See Accepting Student Payments.

Refund Amount

The system automatically enters the total amount of the line item in this field. To include only a portion of the line item in the refund, decrease the amount.

Format

Select the format to distribute the refund. Values are:

A (automatic check): Select if you have an interface to a specific check-writing application.

C (credit card): Select to directly refund the student’s credit card. This value is selected by default for all refunds originating from credit card payments.

D (direct deposit): Select to distribute the refund to the student’s checking or savings account through direct deposit. If you have set up the student for direct deposit using the Direct Deposit page and the line item does not have a credit card payment item type, the Format field is set by default to D for every refund line item.

E (electronic check): Select to directly refund the student's eCheck account. This value is selected by default for all refunds originating from eCheck payments.

P (paper check): Select to distribute the refund by using a check generated according to the refund method that you selected.

Note. You can change a default format of C or E to A or P. If you do this, the system processes the refund so that you can generate a paper check instead of directly crediting the student's credit card or eCheck account. If you change the format to A or P for more than one ePayment transaction, the system combines the transactions into one lump refund so that you issue only one check to the student. You cannot change a default format of A or P to C or E.

Address Type

Select the type of address that you want printed on the check.

Note. You can only refund one ePayment at a time using the Student Refund page. Even if there are multiple ePayments on a student’s account, you can only select one at a time. In addition, the system does not allow you to post a refund for eCheck payments that have not been debited or credit card payments that have not been settled. If you click the Post Refund button after selecting a refund for an ePayment that has not been debited/settled, you receive an error message.

Student Refund Buttons and Links

Post Refund

Click to post the refund to the student’s account. If you selected Payroll in the Refund Method field, the Produce Check link becomes available when you click this button.

If you set up your business unit to require refund approval, the system alerts you to the approval requirement when you click Post Refund.

Produce Check

If you are creating the refund using the payroll refund method, click to create the payroll interface for the refund. This link opens the Produce Student Refund Check page (SSF_REF_STU_CNTRL).

Note. For refunds using the payroll method, the Create Student Job Data step must be completed before moving onto the Produce Student Refund Check. (You need to run the Create Student Job Data process if a student has never had a refund before and there is no "employee" data.) The Produce Check is the first process for interfacing to payroll. Once there, you enter the Pay Period End Date and click Process Check. That step creates the paysheet data. A paysheet serves as a repository for the data required for Payroll for North America to calculate a refund. After creating the paysheet, (click Process Check) the system populates the paysheet data. The Print Check button appears, enabling you to print a check (or direct deposit advice) on your printer.

Calculate Tuition

Click to calculate tuition for the selected student. This button is available only if you selected the Auto Calculate Tuition check box on the Tuition Calculation Controls page, there is a term listed for any of the refunds listed, and tuition is required.

View Refund Check

Expand this group box to view a simulation of a refund check for the amount that you are refunding.

See Also

Processing ePayment Transactions

Creating Organization Refunds

Access the Corporate Refund page.

External Org ID (external organization ID)

Select the ID of the organization for which you want to create a refund.

Get Account

Click to access the Corp Accounts secondary page.

Location Nbr (location number)

Select the organization’s location number to determine the address to print on the check. The address associated with the location number appears at the bottom of the page, to the right of any image that you have inserted.

The remaining fields on this page are identical to their counterparts on the Student Refund page.

See Also

Creating Student Refunds

Creating Student Refunds with an Extra Amount

Access the Refund with Extra Amount page.

Use this page to create a refund for more than the refundable balance or in the absence of a refundable balance. For example, you can disburse anticipated aid to a student before the actual receipt of funds. The refund becomes a charge on the student’s account that is later credited when your institution actually receives the financial aid.

Note. You cannot use the Refund with Extra Amount page to create a refund for an organization.

With the exception of the following fields, this page is the same as the Student Refund page.

Method	Enter the format to distribute any extra amount added to the refund.
Extra Amount	Enter the extra amount that you are adding to the refund.
Extra Refund Info	Click to access the Extra Refund Amount page.

Note. You can create a refund for more than the refundable balance only if you select the Refund Debit Balances check box on the Refund Setup page. If you do not select this check box, you can create a refund for an extra amount, but not for an extra amount and a credit at the same time.

Creating Student Refunds

Specifying the Account and Term Associated with an Extra Refunded Amount

Access the Extra Refund Amount page.

Extra Account Nbr	Specify the account to charge the extra refund amount to.
Extra Account Term	If the account that you select in the Extra Account Nbr field is set up by term, select a term.
Extra Item Term	Specify the academic term to assign to the extra refunded amount.

Creating Online Refunds for a Sponsor

Access the Online Refund Other page.

If you have designated an individual as a sponsor for credits on a student’s account, use the Online Refund Other page to create refunds for those credits, to be distributed to the sponsor.

Note. You can create a refund for a sponsor only if you have associated the sponsor to a student using the Designate Individual Sponsor page.

With the exception of the following fields, this page is the same as the Refund with Extra Amount page.

ID	Enter the ID of the sponsor for whom you are creating a refund. If the sponsor that you select sponsors only one student, the ID of that student appears in the For ID field.
For ID	If the sponsor that you select in the ID field sponsors more than one student, select the student whose refund you are creating.

Approving Refunds

Depending on your business unit setup, a refund might require approval by up to three separate approvers. When approval is required, you cannot create a paysheet for a refund (payroll method only), complete a refund, or print a refund until it has been approved. This section discusses how to:

Route batch refunds to worklists.
Approve refunds.

Pages Used to Approve Refunds

Page Name	Object Name	Navigation	Usage
Batch Refund Approval	RUNCTL_RFND_APPR	Student Financials, Refunds, Approve Refunds, Process Refund Approval	Route batch refunds requiring approval to appropriate worklists.
Refund Approval	REFUND_SF_APPR	From the worklist, click a refund requiring approval.	Approve refunds.
Refund Approvals	REFUND_SF_APPR_INQ	Student Financials, Refunds, Approve Refunds, Verify Student Approvals	View the progress of a student refund requiring approval.
Corp Refund Approvals (corporation refund approvals)	REFUND_ORG_APP_INQ	Student Financials, Refunds, Approve Refunds, Verify Corporate Approvals	View the progress of an organization refund requiring approval.

Routing Batch Refunds to Worklists

Access the Batch Refund Approval page.

Before batch refunds can be approved, they must be routed to worklists.

Business Unit	Select the business unit of the batch refunds to approve.
Refund Batch ID	Enter the batch ID of the group of refunds to approve.

Approving Refunds

Access the Corp Refund Approval page through the worklist.

ID

Displays the ID, name, and address of the entity (student or corporation) receiving the refund.

Academic Information

Click to access the Academic Information page.

Refund Detail

Click to access details about the refund.

Student Accounts or Corp Accounts

Click to access the Student Accounts or the Corp Accounts page.

View Anticipated Aid

Click to access the Anticipated Aid Details page.

User ID

Displays the user ID of the person who created the refund.

Date/Time

Displays the date and time that the refund was created. When you approve a refund, a date and time appear under the original date and time, to indicate when the refund was approved for a given level.

Level 1, Level 2, and Level 3

Change the approval status from Pending to either Denied or Approved. If a certain level of approval is not required, that field has a value of N/A.

Approved By

When you approve the refund and save the page, the user ID of the approver appears here.

Completing Batch Payroll Refunds

This section discusses how to:

Create job data by batch.
Create payroll interface.
Create and load paysheets.
Calculate refunds.
Confirm refunds.

Pages Used to Complete Batch Payroll Refunds

Page Name	Object Name	Navigation	Usage
Request Student Job Data	SSF_RUN_POIJOB	Student Financials, Refunds, Process Batch Refunds, Request Student Job Data	Create student job data in batch.
Request Payroll Interface page	SSF_RUN_PAYINTFC	Student Financials, Refunds, Process Batch Refunds, Request Payroll Interface	The Request Payroll Interface page acts in the same way as the Produce Check link on the individual refund page. Instead of taking you to the Produce Student Refund Check page, it does essentially the same thing for a refund batch.
Load Paysheet Transactions	RUNCTL_PSHUP	Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Load Paysheet Transactions	Create and load paysheets using Payroll for North America.
Pay Calculation	RUNCTL_PAY_CALC	Payroll for North America, Payroll Processing USA, Produce Payroll, Calculate Pay	Calculate using Payroll for North America.
Refund Confirmation	RUNCTL_PAY_CONF	Payroll for North America, Payroll Processing USA, Produce Payroll, Confirm Pay	Confirm using Payroll for North America.

Creating Job Data by Batch

Access the Request Student Job Data page.

See Also

Creating Job Data for Payroll Refunds

Requesting a Payroll Interface

Access the Request Payroll Interface page.

Batch ID

Select the batch ID of the refunds you want to process.

Pay Period End Date

Select the pay period end date.

Creating Paysheets

Access the Refund Paysheet Creation page.

You must create a paysheet for each batch refund created using the payroll refund method. Payroll for North America uses these paysheets to calculate refund checks.

See PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Working with Paysheets”

Calculating Refunds

Access the Refund Calculation page.

See Also

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Calculating Pay”

Confirming Refunds

Access the Refund Confirmation page.

After you have completed your refund calculations, run the Refund Confirmation (PSPCNFRM) process to finalize refund earnings, create check records, and update period-to-date earnings balances within Payroll for North America.

See Also

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Confirming Pay”

Distributing Payroll Refunds Through Direct Deposit

If you created any batch or online refunds with a direct deposit format, you must create a transmittal file with all the information that your institution must provide to student banks, so that the refunds can be transferred directly into the students’ bank accounts.

Note. The system includes a student’s direct deposit refund in the transmittal file only if you set up the student’s direct deposit parameters using the Direct Deposit or Direct Deposit Canada pages (through Payroll for North America).

See Also

Setting Up Direct Deposit for Students

Page Used to Distribute Payroll Refunds Through Direct Deposit

Page Name	Object Name	Navigation	Usage
Direct Deposit Create File	RUNCTL_DDP001	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Create Direct Deposit File, Direct Deposit Create File	Create an electronic transmittal file to transfer refunds directly into a student’s bank account.

Running the Create Direct Deposit File Process

Access the Direct Deposit Create File page.

See Also

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Working with Checks and Direct Deposit”

Printing Checks and Direct Deposit Advice Slips

Payroll for North America provides reports that enable you to print out refund checks or direct deposit advice slips for a given pay end date.

Pages Used to Print Checks and Direct Deposit Advice Slips

Page Name	Object Name	Navigation	Usage
Refund Check Print	RUNCTL_CHK_ADV1	Payroll for North America, Payroll Processing USA, Produce Checks, Print Checks	Print confirmed payroll refund checks for U.S. students.
Refund Cheque Print	RUNCTL_CHK_ADV1	Payroll for North America, Payroll Processing CAN, Produce Cheques, Print Cheques	Print confirmed payroll refund checks for Canadian students.
DDP Advice Print	RUNCTL_CHK_ADV1	Payroll for North America, Payroll Processing USA, Create Direct Deposits, Print Advice Forms	Print direct deposit advice slips for U.S. students.
DDP Advice Print Canada	RUNCTL_CHK_ADV1	Payroll for North America, Payroll Processing CAN, Create Direct Deposits, Print Advice Forms	Print direct deposit advice slips for Canadian students.

Running the Refund Check and Advice Slip Printing Processes

Access the Refund Check Print, Refund Cheque Print, DDP Advice Print, or DDP Advice Print Canada page.

Note. The Refund Cheque Print, DDP Advice Print, and DDP Advice Print Canada pages are identical to the Refund Check Print page except for the page labels, checks, and advice slips that they generate.

See PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Working with Checks and Direct Deposit”

Completing Accounts Payable Refunds

This section provides an overview of accounts payable refund completion and discusses how to send vendor and voucher information to PeopleSoft Payables.

See Also

PeopleSoft Enterprise Payables 9.0 PeopleBook

Understanding Accounts Payable Refund Completion

When you create refunds using the accounts payable method, you must interface with PeopleSoft Payables to complete your refunds. If your system interfaces with PeopleSoft Financials 8.4 or 8.8 the AP Refund process publishes messages to which PeopleSoft Payables subscribe through PeopleSoft Application Messaging.

AP Refund Messaging

The following diagram illustrates how AP refund messages travel between Student Financials and PeopleSoft Financials 8.4/8.8.

Student Financials to PeopleSoft Financials 8.4/8.8 AP refund messaging process

During the AP refund messaging process, Student Financials delivers two queues and two messages to the PeopleSoft Financials database:

Message Channel	Message	Description
VENDOR	VENDOR_SYNC	Publishes all vendor information (address, location, contact) in a message to the PeopleSoft Financials database, one vendor at a time. Also allows changes to vendor data to be published iteratively.
VOUCHER	VOUCHER_BUILD	Sends voucher header, line and distribution information in the message to be processed by PeopleSoft Payables. The system populates staging tables with the message data. The Voucher Build (AP_VCHRBLD) process then processes these staging tables.

Page Used to Complete AP Refunds

Page Name	Object Name	Navigation	Usage
Create Vendors and Vouchers	RUNCTL_AP_REFUND	Student Financials, Refunds, AP Refunding, Create Vendors and Vouchers	Run the AP Refund process to create vendor and voucher files or publish vendor and voucher information.

Running the AP Refund Process

Access the Create Vendors and Vouchers page.

Run Option

Select the type of recipient for whom you are running the process. Values are: Individual Only, Organization Only, or Individual and Organization.

Generate Report

Select to generate a report that lists details of the AP Refund process.

Run

Click to access the Process Scheduler page.

If your system integrates with PeopleSoft Financials 8.4 or PeopleSoft Financials 8.8, select the check box next to the SF to Payables Interface (SF_AP_INTFC) process. This process looks at AP setup data and refund data to build and generate messages. It publishes a message for each vendor it creates or changes and it also publishes one single message containing all processed vouchers. In addition, if a student or corporate address changes in Student Financials, the system sends a message to PeopleSoft Payables indicating the change. PeopleSoft Payables subscribes to this message and updates their corresponding vendor address accordingly.

Distributing Refunds to ePayment Accounts

This section provides an overview of credit card refunds and discusses how to:

Distribute refunds for ePayment transactions.
Distribute refunds for other credit card transactions.

See Also

Processing Refunds for ePayments

Understanding ePayment Refunds

Student Financials handles refunds to credit cards and eChecks (ePayments) differently than check and direct deposit refunds.

When you refund ePayments using the Batch Refund process, the system creates a separate refund for each credit card payment, even if there are multiple credit card payments on one student's account. The system rolls any cash or check credits on the student's account into one lump sum refund that is separate from any credit card refunds.

In addition, unlike refunds created using the check or direct deposit format, you do not use your Payroll for North America or Payables interface to complete the refunds. The system ignores ePayment refunds when you run the Refund Sheet Creation, Refund Calculation, Refund Confirmation, and AP Refunds batch processes. Instead, you run ePayment-specific batch processes that enable you to interface with your third-party credit card vendor to directly refund student ePayments.

Pages Used to Distribute ePayment Refunds

Page Name	Object Name	Navigation	Usage
ePayment Refunds	RUNCTL_SFPCCBAT	Student Financials, Refunds, Electronic Payment Refunds, Process ePayment Refunds	Generate refund credits in preparation of transmission to your third-party ePayment processor.
Credit Card Refund - Other	RUNCTL_CC_REFUND	Student Financials, Refunds, Electronic Payment Refunds, Other Credit Card Refunds	Generate a flat file logging refunds of credit card payments that did not occur over the web or through your cashiering office.

Distributing Refunds for Web Credit Card Transactions

Access the ePayment Refunds page.

The ePayment Refunds page (SFPCCBAT) process logs any refunded web credit card payments for a given business unit and generates the credits that you send to your third-party credit card processing vendor. Run this process prior to running the Credit Card Processing (SF_CRCRD) process.

See Also

Processing ePayment Transactions

Distributing Refunds for Other Credit Card Transactions

Access the Credit Card Refunds - Other page.

The Credit Card Refund - Other (SFCCRFND) process enables you to generate a flat file that logs refunds of credit card payments that did not occur over the web or through your cashiering office (such as credit card payments made using the Student Post page). Send this flat file to your third-party credit card processing vendor for reconciliation. To reconcile your refunds in a timely manner, run this process nightly.

Note. You might need to modify the flat file that this process generates to meet the needs of your credit card processing vendor.

CC Interface File (credit card interface file)	Specify the location to store the flat file.
Report Only	Select to generate a text file along with the flat file, so you can see the results of the process.

Canceling Refunds

If the system generates an error during the posting of a refund, you cannot continue processing the refund, and you cannot reverse it because the posting process did not finish. You must cancel the refund and post it again. This section discusses how to:

Cancel student refunds.
Cancel organization refunds.

Note. You may never have to use the cancellation pages. They are designed solely as a safety measure for quick recovery.

Pages Used to Cancel Refunds

Page Name	Object Name	Navigation	Usage
Student Refund Cancellation	REFUND_HDR_CAN_SF	Student Financials, Refunds, Reverse and Cancel Refunds, Cancel Student Refund	Cancel a student refund and begin again if you encounter a problem during the posting process.
Corp Refund Cancellation (corporation refund cancellation)	REFUND_ORG_CAN_SF	Student Financials, Refunds, Reverse and Cancel Refunds, Cancel Corporate Refund	Cancel an organization refund and begin again if you encounter a problem during the posting process.

Canceling Student Refunds

Access the Student Refund Cancellation page.

Cancel

Select this check box next to the refund to cancel. When you save the page, the system cancels each selected refund and makes the Cancel check box unavailable.

Canceling Organization Refunds

Access the Corp Refund Cancellation page.

This page is identical to the Student Refund Cancellation page.

See Also

Canceling Refunds

Reversing Refunds

This section discusses how to:

Reverse student refunds by ID.
Reverse student refunds by date.
Reverse organization refunds by ID.
Reverse organization refunds by date.
Reverse refunds within Payroll for North America.

Understanding Refund Reversals

First, you reverse the refund within Student Financials, effectively unposting the refund from the recipient’s account.

Next, if you originally created the reversed refund using the payroll method, you run a process that reverses the associated refund check within Payroll for North America. If you reverse a direct deposit refund for which you have already created a transmittal file, the system includes the reversal in the next transmittal file that you create.

If you originally created the reversed refund using the accounts payable method, you must notify your accounts payable department so they can reverse the associated refund record within PeopleSoft Payables.

Credit card refund reversals are possible only during certain stages of the refunding process. You can reverse a credit card refund after its original creation and after you run the ePayment Refunds process. When reversing a credit card refund, you need only reverse it within Student Financials. However, after you submit the credit to the third-party credit card processing vendor, you can no longer reverse the credit card refund.

See Also

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Working with Checks and Direct Deposit”

Pages Used to Reverse Refunds

Page Name	Object Name	Navigation	Usage
Student Refunds by ID	REFUND_REV_STU_SF	Student Financials, Refunds, Reverse and Cancel Refunds, Student Refunds by ID	Reverse refunds for a specific student.
Student Refunds by Date	REFUND_REVERSE_SF	Student Financials, Refunds, Reverse and Cancel Refunds, Student Refunds by Date	Reverse student refunds for a specific date.
Corporate Refunds by ID	REFUND_REV_ORG	Student Financials, Refunds, Reverse and Cancel Refunds, Corporate Refunds by ID	Reverse refunds for a specific organization.
Corporate Refunds by Date	REFUND_REV_ORG_SF	Student Financials, Refunds, Reverse and Cancel Refunds, Corporate Refunds by Date	Reverse organization refunds for a specific organization.
Refund Check Reversal	RUNCTL_PAY_REV	Payroll for North America, Payroll Processing USF, Reverse/Adjust Paychecks Payroll for North America, Payroll Processing CAN, Reverse/Adjust Paycheques Payroll for North America, Payroll Processing USA, Reverse/Adjust Paychecks	Reverse a check within Payroll for North America.

Reversing Student Refunds by ID

Access the Student Refunds by ID page.

Academic Information

Click to access the Academic Information page.

Status

The values that appear on this page are AP Interface Created, Credit Pending, Confirmed, Declined, Posted, and Interfaced to Payroll.

Check/Voucher Info

Click to view information regarding the check or voucher associated with this refund. If you completed this refund using the Payroll for North America interface, this link accesses the Detail Check Information page. If you completed this refund using the PeopleSoft Payables interface, this link accesses the Detail Refund AP Information page.

Refund Detail

Click to access the Detail Refund Information by Student page.

Reverse

Click this button next to the refund that you want to reverse.

Reversing Student Refunds by Date

Access the Student Refunds by Date page.

Aside from displaying refunds by date instead of student ID, this page is identical to the Student Refunds By ID page.

See Also

Reversing Student Refunds by ID

Reversing Organization Refunds by ID

Access the Corporate Refunds by ID page.

Aside from displaying organization refunds instead of student refunds, this page is identical to the Student Refunds By ID page.

See Also

Reversing Student Refunds by ID

Reversing Organization Refunds by Date

Access the Corporate Refunds by Date page.

Aside from displaying organization refunds by date instead of by ID, this page is identical to the Student Refunds By ID page.

See Also

Reversing Student Refunds by ID

Reversing Refunds Within Payroll for North America

Access the Paycheck Reversal/Adjustment page.

Note. If a refund calendar is not set up as off-cycle, you may encounter processing problems.

Renumbering Refund Checks for Reprinting

During your refunding process, you may have to reprint a range of checks. For example, if a group of physical checks were damaged during printing, you would need to renumber the checks stored in the system to match the replacement checks that you actually issue.

Page Used to Renumber Refund Checks for Reprinting

Page Name	Object Name	Navigation	Usage
Refund Check Reprint	RUNCTL_PAY_REPRINT	Payroll for North America, Payroll Processing USA, Produce Checks, Reprint Checks Payroll for North America, Payroll Processing CAN, Produce Cheques, Reprint Cheques Payroll for North America, Payroll Processing USF, Produce Checks, Reprint Checks.	Renumber checks for reprinting.

Renumbering Checks

Access the Refund Check Reprint page.

See Also

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Working with Checks and Direct Deposit”

Deleting Paysheets

While generating refund checks using Payroll for North America, you may encounter problems during the paysheet creation or refund calculation steps. This results in an uncalculated refund check or an incomplete paysheet, both of which cannot be completed. You must delete the paysheet and start the process over again.

Page Used to Delete Paysheets

Page Name	Object Name	Navigation	Usage
Refund Unsheet	RUNCTL_PAY_USHT_SF	Payroll for North America, Payroll Processing USA, Update Paysheets, Pay Unsheet	Delete paysheets.

Deleting Paysheets

Access the Refund Unsheet page.

The options in the Payroll Cycle group box are unavailable.

See Also

PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, “Working with Paysheets”

Viewing Refund Information in Student Financials

Throughout your refunding process, you may want to view information about the refunds that you are creating and distributing. The following table lists information for Student Financials. Other reports are available in Payroll for North America.

Pages Used to View Refund Information

Page Name	Object Name	Navigation	Usage
Review Student by ID	REFUND_INQ_STU_SF	Student Financials, Refunds, Review Student by ID	View information regarding the selected student’s refunds.
Detail Refund Check Information	PAY_CHECK_SECON_SF	Click the Check/Voucher Info (check/voucher information) link on various pages within the Refunding feature.	Review details about the check associated with a payroll refund.
Detail Refund AP Information	VOUCHER_SECON_SF	Click the Check/Voucher Info (check/voucher information) link on various pages within the Refunding feature.	Review details about the voucher associated with an AP refund.
Detail Refund Information By Student	REFUND_INQ_DETAIL	Click the Refund Detail link from various pages within the Refunding feature.	Review information about a student refund.
Review Student by Date	REFUND_INQUIRY_SF	Student Financials, Refunds, Review Student by Date	View information regarding student refunds created on a specific date.
Ind Sponsor Refunds By ID (individual sponsor refunds by ID)	REF_IND_SP_INQ_ID	Student Financials, Refunds, Review Sponsor Refunds by ID	View information regarding an individual sponsor’s refunds.
Ind Sponsor Refunds By Date (individual sponsor refunds by date)	REF_IND_SP_INQ_DT	Student Financials, Refunds, Review Sponsor Refunds by Date	View information regarding individual sponsor refunds created on a specific date.
Corp Refunds By ID (corporation refunds by ID)	REFUND_INQ_O_ID_SF	Student Financials, Refunds, Review Corporate Refunds by ID	View information regarding a specific organization’s refunds.
Corp Refunds By Date (corporation refunds by date)	REFUND_INQ_O_DT_SF	Student Financials, Refunds, View Corporate Refunds by Date	View information regarding organization refunds created on a specific date.
Corp Sponsor Refunds by ID (corporation sponsor refunds by ID)	REF_ORG_SP_INQ_ID	Student Financials, Refunds, Review Corporate Sponsor by ID	View information regarding the refunds of a specific organization sponsor.
Corp Sponsor Refunds by Date (corporation sponsor refunds by date)	REF_ORG_SP_INQ_DT	Student Financials, Refunds, View Corporate Sponsor by Date	View information regarding the organization sponsor refunds created on a specific date.
Refund Address	REFUND_ADDR	Click the Get Address link on the Batch Refund Lines page.	View address information for a refund recipient.

Batch ID	Displays the unique ID assigned after you save your batch refund parameters.
Check Batch Refunds	After you run the process, click to access the Batch Refund Lines page and view created refunds.
Batch Refund Messages	After you run the process, click to access the Review Batch Messages page and view warnings or errors that the system encountered during the process.
Refund Method	Displays the refund method that you selected on the Refund Setup page of the SF Business Unit component.
Run Option 1	Select the type of recipients to create refunds for. Values are: Individual Only, Organization Only, or Individual and Organization.
Run Option 2	Select the types of credits to create refunds for. You can create refunds for financial aid credits (credits with an item type classification of Financial Aid), non-financial-aid credits (credits with an item type classification other than Financial Aid), or both.
Report Only	Select to generate a report listing what refunds the system would create. When selected, the process does not actually create the refunds listed in the report.
Calc Tuition if Required (calculate tuition if required)	Select to calculate tuition for students who have not already had their tuition calculated or who need tuition recalculated.
Sponsor Refund Option	Select whether you want to include sponsors in the process, and if so, what types of sponsors.
Refund Item Type	Select the item type to assign to the refunds that the Batch Refund process creates.
Address Usage	Specify how the system chooses the proper address for each refund.
External Org Contact Type (external organization contact type)	Displays the contact type that you specified on the Refund Setup page of the SF Business Unit component. The system uses this contact type to determine the recipient of any organization refunds generated by the batch process.
Refund Service Impact	Displays the refund service impact that you specified on the Refund Setup page of the SF Business Unit component. The system uses this service impact during the batch process to identify any students who should be prevented from receiving a refund.

External Org ID (external organization ID)	Select the ID of the organization for which you want to create a refund.
Get Account	Click to access the Corp Accounts secondary page.
Location Nbr (location number)	Select the organization’s location number to determine the address to print on the check. The address associated with the location number appears at the bottom of the page, to the right of any image that you have inserted.

ID	Displays the ID, name, and address of the entity (student or corporation) receiving the refund.
Academic Information	Click to access the Academic Information page.
Refund Detail	Click to access details about the refund.
Student Accounts or Corp Accounts	Click to access the Student Accounts or the Corp Accounts page.
View Anticipated Aid	Click to access the Anticipated Aid Details page.
User ID	Displays the user ID of the person who created the refund.
Date/Time	Displays the date and time that the refund was created. When you approve a refund, a date and time appear under the original date and time, to indicate when the refund was approved for a given level.
Level 1, Level 2, and Level 3	Change the approval status from Pending to either Denied or Approved. If a certain level of approval is not required, that field has a value of N/A.
Approved By	When you approve the refund and save the page, the user ID of the approver appears here.

Batch ID	Select the batch ID of the refunds you want to process.
Pay Period End Date	Select the pay period end date.

Academic Information	Click to access the Academic Information page.
Status	The values that appear on this page are AP Interface Created, Credit Pending, Confirmed, Declined, Posted, and Interfaced to Payroll.
Check/Voucher Info	Click to view information regarding the check or voucher associated with this refund. If you completed this refund using the Payroll for North America interface, this link accesses the Detail Check Information page. If you completed this refund using the PeopleSoft Payables interface, this link accesses the Detail Refund AP Information page.
Refund Detail	Click to access the Detail Refund Information by Student page.
Reverse	Click this button next to the refund that you want to reverse.