Refunds

RegOnline
University Fund
External university checking account

Refunds are payments to people who have already paid the university. Not to be confused with reimbursements; a payment to people who have bought things on behalf of the university and need to be reimbursed.

This FAQ addresses REFUNDS – giving someone their money back.

Processing a refund to an individual who paid the university is simple, but you first need to identify how the original payment was made. 

Process for refund if the payment was made via online payment card via RegOnline:

1.     Find the original documentation for the transaction (ie. RegOnline report, eReport activity).

2.     Find and edit the registrant's record to open the Attendee Info window.

3.     Click the Transaction icon on the left sidebar.

4.     Check the amount on the Total line.

a.     The registrant must have a negative (red) balance before continuing with the refund. If the registrant does not have a negative balance, you must first cancel the registrant, or if you are giving a refund for a change in the registrant's Agenda Item or Fee selections, you must first change their Agenda Items or Fees. Canceling or altering the registrant's selected fees will automatically create a negative balance for you.

5.     Click the New Transaction link in the top right corner.

6.     Select Online credit card refund and click next.

7.     Enter the total to be refunded in the amount field.

8.     Select Yes, process the amount above to confirm the refund.

9.     Click Save & Close to process the refund.

10.  Make a comment on the record regarding the refund.

11.  Reconcile eReport to the refund amount.

12.  File the paperwork.   More information on RegOnline Refunds.

Process for refund if the payment was deposited to a University Fund:

For payments by electronic transfer, by check, by cash, or via a phone line payment card terminal.

1.     Find the original documentation for the transaction (ie. copy of check, deposit transmittal form, eReport showing the deposit).

2.     Complete an eRequest – New – Refund -  No vendor setup form is required.

3.     Attach the original documentation and clearly explain the reason for the refund.

4.     Submit for processing.

5.     Your Business Operations Center will review and reenter into PeopleSoft in the PREP panels.

6.     Your person will get a check in the mail or if an employee via direct deposit.

7.     Reconcile eReports.

Process for refund if the payment was deposited to an external University checking account:

13.  Find the original documentation for the transaction (ie. copy of check, receipt ledger, bank statement owing the deposit).

14.  Complete the refund form in the checking account tools.

15.  Attach the original documentation and clearly explain the reason for the refund.

16.  Write a check.

17.  Get unit leader signature.

18.  Mail check.

19.  Reconcile bank statement.

20.  File paperwork.

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