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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:

Page Name

Definition Name

Navigation

Usage

Batch Refund Approval

RUNCTL_RFND_APPR

select Student Financials, then select Refunds, then select Approve Refunds, then select Process Refund Approval, then select Process Refund Approval

Route batch refunds requiring approval to appropriate worklists.

Refund Approval

REFUND_SF_APPR

select Student Financials, then select Refunds, then select Approve Refunds, then select Approve Student

Note: This page can only be accessed through the worklist. From the worklist, click a refund for a student requiring approval.

Approve student refunds.

Corp Refund Approval

REFUND_ORG_APPR

select Student Financials, then select Refunds, then select Approve Refunds, then select Approve Corporate

Note: This page can only be accessed through the worklist. From the worklist, click a refund for an organization requiring approval.

Approve corporate refunds.

Refund Approvals

REFUND_SF_APPR_INQ

select Student Financials, then select Refunds, then select Approve Refunds, then select Verify Student Approvals

View the progress of a student refund requiring approval.

Corp Refund Approvals

REFUND_ORG_APP_INQ

select Student Financials, then select Refunds, then select Approve Refunds, then select Verify Corporate Approvals, then select Corp Refund Approval

View the progress of an organization refund requiring approval.

Access the Batch Refund Approval page (select Student Financials, then select Refunds, then select Approve Refunds, then select Process Refund Approval, then select Process Refund Approval).

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

Field or Control

Definition
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.

Access the Corp Refund Approval page through the worklist (select Student Financials, then select Refunds, then select Approve Refunds, then select Approve Corporate).

Image: Corp Refund Approval page

This example illustrates the fields and controls on the Corp Refund Approval page. You can find definitions for the fields and controls later on this page.

Corp Refund Approval page

Field or Control

Definition
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.