Procedure: Student fee refunds
Purpose
To provide procedures on handling Student Fee Refunds.
Procedure
Student Fee Refund
- These procedures outline the process for initiating refunds to students for overpayments and other credits arising out of course changes and cancellations.
Refund Requests
- Requests for refunds from students must be made via the Student Fees and Scholarships Office in the first instance.
- Student refunds officer will process all refund requests and if valid, create a debit note against the student debtor in PeopleSoft Campus Solutions in order to clear the credit in the student’s account.
- Student Fees and Scholarships Office senior staff are the only staff who can approve a refund. The staff are different to the staff who create the vouchers and paperwork for the refund and there is a security level built into each profile which does not allow one group to complete the other group’s tasks.
- The Debit Note and Payment Request will create the following entries in PeopleSoft Financials:
Debit note | Dr | Student Debtors Control |
Cr | Student Refunds Clearing Account | |
Payment Request (Invoice Voucher) | Dr | Student Refunds Clearing Account |
Cr | Creditors Control |
Refunds - Payments to Domestic Bank Accounts
- Accounting Operations will produce the EFT or cheque runs to refund money due to students:
- Dr Creditors Control
- Cr Bank
Refunds - Overseas EFT’s and Demand Drafts
- EFTs and Demand Drafts are only payable to students with overseas bank accounts and overseas mailing addresses.
- For each overseas payment, Student Fees and Scholarships Office will provide Accounting Operations with a completed application for International Student Fee refund form stating the preferred payment method, ie TT or Demand Draft.
- These details are used to prepare the relevant payment through the Travelex online payment system.
- Accounting Operations will manually match the payment made through Travelex against each individual invoice in the Finance System:
- Dr Creditors Control
- Cr Bank
Reconciliations
- Student Services will reconcile the Student Refunds Clearing account every accounting period.
- A signed copy of the reconciliation must be sent to Accounting Operations within 21 working days of period end.
Information |
Printable version (PDF) |
Title | Student fee refunds |
Document Type | Procedure |
Document Number | ANUP_003402 |
Version | 5 |
Purpose | To provide procedures on handling Student Fee Refunds. |
Audience | Students |
Category | Administrative |
Topic/ SubTopic | Finance - Payments |
Effective Date | 9 May 2013 |
Review Date | 7 May 2016 |
Responsible Officer: | Chief Financial Officer |
Approved By: | Chief Operating Officer |
Contact Area | Finance and Business Services |
Authority |
Australian National University Act 1991 |
Delegations |
Related Content |
|||||||||
Policy |
|
||||||||
Procedures |
|