The University of Montana
Missoula, Montana 59812-1254
Revision Date: 10-13-08
Revision Number: 1
PROCEDURE: Student Refund Processing
Student refund checks are processed anytime a credit balance exists on an
account. Credit balances are typically the result of the disbursement of financial
aid to a student’s account that covers more than the balance of tuition, fees,
room and board charged to the student account.
Refund checks are printed and mailed on Thursdays of each week with the
exception of the first three weeks of Fall and Spring semesters. As students are
typically dropping and adding classes during the first three weeks of each
semester, they are instructed to request their own refunds once they know their
schedules are set and finalized.
UM-Missoula uses a combination of custom and baseline Banner programs
during the student refund processing. A custom program (MBRFLAG) is first
submitted to select, audit, report and optionally1 flag Banner accounts with credit
balances for the purpose of issuing refunds. This program acts as a front-end to
the Banner baseline TSRRFND job.
Student Account Services has established a number of exception conditions
within the MBRFLAG job that may delay or prevent the flagging of an account.
The program reports any exceptions that may exist.
The types of exceptions include:
refunds greater than $8,000.00
students who have financial aid and dropped below 6 credits
out of balance accounts
students who have holds
contract and vendor accounts
students that have withdrawn
students with no active address
Once all exceptions are reviewed and approved, the Banner TSRRFND job
inserts a record with the detail code RFNC into the flagged accounts for the
amount of the credit balance. This detail code generates the necessary
accounting and invoice transactions for the refund process. The transactions are
then loaded into the Banner Finance interface tables (GURFEED and
GURAPAY) via the MBRFEED job. The Banner AR/Finance feed processes then
posts the transactions into the appropriate general ledger and accounts payable
During the 1 three weeks of each semester the job is run without flagging accounts due to the
students handling this function themselves. The job simply generates the various exception
reports used for review by Student Account Services.
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The Banner AP disbursement process produces two output files, one for checks
and one for direct deposits.
Using Evisions 3rd party software, the checks are printed locally and the direct
deposit file prepared for transmittal.
It should be noted that as of July 1, 2007, direct deposit is not currently available
for student refunds. It will be implemented in a later phase of the Enhanced
Business Practice project for Payment Processing.
1. Students request their own refunds during the 1st 3 weeks of each
semester (Fall and Spring). After the 3rd week, the Banner system will be
used to automatically generate refunds on a weekly basis.
2. Student Account Services (SAS) is responsible for all processing of
student refunds up to the point of feeding into Banner Finance.
3. Information Systems Support is responsible for all processing and
reconciliation of student refunds through the check printing process.
4. The State of Montana has delegated the authority for disbursement
processing for all types of UM-Missoula disbursements. A daily file of
Warrants Already Written (WAW) is required by the State.
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The staffs of Student Account Services and Information Systems Support are the
primary users of this procedure document.
The Student Account Services Manager is responsible for the content
development and approval of this procedure document.
Responsible Procedure Step
Student During the 1st 3 weeks of the Fall and Spring semesters, the student may
request a refund via Cyberbear. After logging into Cyberbear the student
will complete the following steps:
1. Go to www.umt.edu/cyberbear
2. Click on the Login button
3. Enter your Student ID# and PIN
4. Click on the “Student Services and Financial Aid” link
5. Click on the “Payment and Account Information” link
6. Click on the “Request a Refund” link
7. Select the appropriate term from the “Select a Term”
dropdown list and click “Submit”
8. Read the information about Requesting a Refund and
when ready click the following checkbox:
9. Click “Submit”. You should received a message
indicating your “Refund Request Successfully
10. Click “Exit” to close your Cyberbear session
This procedure flags the student’s account for a refund.
Student After the 1st 3 weeks of the Fall and Spring semesters and during the
Account summer semesters, refunds are automatically flagged on a weekly basis
Services by submitting the MBRFLAG job. Student Account Services staff can also
manually request a refund on a student account. Examples of manual
requests would be for billing adjustments that result in a refund balance,
when the account is out of balance or includes charges for a future term.
Student Accounts with a credit balance and a hold need to be adjusted for the
Account amount of the hold. SAS completes adjustment of holds by close of
Services business on Tuesday prior to the MBRFLAG running during Tuesday
night’s batch processing. Detail codes used to adjust holds are: 9079-
Accounts Receivable Refund to Loans and Y238-Hold Collections.
Banner AR On Tuesday night, A/R Systems Support submits MBRFLAG and
Production TSRRFND job requests to the IT Operations. The Automated Refunds
Flag/Report Process (MBRFLAG) is run first which sets the Refund
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Account box to “Y” for accounts which have credit balances. It also
produces a list of exceptions --- students with credit balances that require
further review based on pre-defined criteria. These accounts are not
flagged. The accounts can manually be flagged, if appropriate after the
review has been completed.
The MB400* can be run when students are requesting their refunds on
Cyberbear during the 1st 3 weeks of the semester. It will produce a list of
those students who requested a refund and had a hold on their student
* Note: This job is rarely run because the MBRFLAG exception report provides sufficient
information for the Student Account Services staff to review.
Student Wednesday morning: Two reports from MBRFLAG are generated and
Account distributed to Student Account Services. The MBRFLAG_GOOD lists all
Services accounts that are flagged to receive a refund. The MBRFLAG_EXCP lists
accounts that have a credit balance but are not flagged by the process for
various reasons. The accounts listed on the exception report need to be
reviewed and flagged manually in TSAACCT if the account is to be
Student Staff reviews the various sections of the MBRFLAG_EXCP report:
Account The first section of the exception report lists all accounts that are out of
Services range (over $8000.00 credit balance). Review these accounts and if the
credit balance is accurate, flag the account in TSAACCT.
The second section of the exception report lists students who have
financial aid and dropped below 6 credits. If the student is entitled to the
refund, flag the student in TSAACCT.
The third section of the exception report is the out of balance accounts.
Review the student’s account to make sure the refund is accurate. If the
student is to receive the refund, manually enter the refund in TSADETL.
Enter the detail code RFNC, the amount of the refund check and the
current term code. Because the refundable balance and the account
balance are different you need to manually enter the refund for the total
amount to be refunded. The amount of the refund will usually be the
account balance on the exception report, which should be the same as
the account balance on the student’s account.
The fourth section of the exception report is the students who have holds.
If the hold has already been adjusted, you just need to flag the account for
a refund in TSAACCT. Adjust all holds and flag the accounts for a refund
The fifth section of the exception report is contract and vendor accounts.
Do not refund these accounts unless Third Party Billing Staff or
Miscellaneous Billing Staff has requested they be refunded.
The sixth section of the exception report is students that have withdrawn
from school. These accounts need to be reviewed by the Withdrawal
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Administrator. The Withdrawal Administrator will flag the students who
have withdrawn from school and require a refund.
The last section of the exception report is students with no address in
SPAIDEN. If you can find a good address for these students enter it in
SPAIDEN and flag the student for a refund in TSAACCT.
If the exception is OK, no further action is required.
If there is a problem with the refund request, the refund flag is removed
and steps are taken to either correct the refund request or contact is
made with the student.
Student Special instructions for the first 3 weeks of Fall and Spring Semester
Account and all of Summer.
Services During this time students are requesting refunds on Cyberbear. Using the
exception list, unflag students who have withdrawn from the semester and
requested a refund if the Withdrawal Administrator has not reviewed and
approved the refund. If the Withdrawal Administrator is not available, this
task will be completed by the SAS staff member who reviews all other
Special instructions for when students are pre-registered for the
During this time a student may have a credit balance due to them for the
present term. If they are pre-registered for the following term and the
charges have been assessed, the charges for the following term may
exceed the credit from the present term. In this case, the automated
refund process would not refund the student. Look at the FAISUSR
session and all Financial Aid employees’ sessions in TGACREV to get a
listing of students who have had Financial Aid disbursed and look at each
student’s account to see if they are due a refund. These refunds need to
be manually entered as RFNC.
Student Wednesday morning: After staff has reviewed the MBRFLAG exception
Account report, adjusted all holds, manually entered the out of balance refunds
Services and flagged the accounts that need to be refunded, MBRFLAG is
reviewed by the Student Account Services Manager or Assistant
Manager. Once the Manager/Assistant Manager has approved the
MBRFLAG report review, the staff notifies IT Operations, giving them the
approval to submit the TSRRFND refund job. Call IT Scheduler at 243-
2970 or IT Systems Operator at 243-2606.
IT Wednesday morning/afternoon: Upon approval from Student Account
Production Services Manager/Assistant Manager, the Banner AR refund program
Control (TSRRFND) is submitted during the day in update mode. This job inserts
Specialist and updates the necessary accounting entries in the student accounts
within the AR module which eventually feed into the Banner Finance
system during that night’s batch processing via the AR/Finance interface
process. The job also produces an output report that lists all the students
updated with the RFNC record. This report is distributed to Student
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Account Services that afternoon for review and filing. TSRRFND is
reviewed and approved by SAS Manager/Assistant Manager prior to
Banner AR Wednesday afternoon: The Banner AR Production Specialist
Production closes/finalizes the TAISPRD session (created by TSRRFND job). This
must be done in order for the AR/Finance interface to pick up the refund
transactions. If manual refunds have been entered by Student Account
Services, those sessions must also be closed/finalized in order to be
picked up in that night’s processing.
The Banner AR Production Specialist runs a MS Access report which
queries the Banner AR cashier sessions for the total number of RFNC
transactions for the day. This report contains the ID, Name, amount,
record count, and grand total of entries to be fed from the AR module into
the Finance module.
The report is emailed to Information Systems Support as a control report
which will then be compared the next morning to the Banner AP check
register report. This assures that all RFNC refunds flagged in the AR
module have successfully fed and checks have been generated in the
Banner AP system.
IT Thursday morning: The IT Production Control Specialist runs control
Operations reports from the Evision Intellicheck software which displays the dollar
amount and number of refund checks in the disbursement output file. The
reports are reviewed and reconciled back to the Banner check register
report which has been emailed to IT Operations by Information Systems
Support. This assures that all checks listed on the Banner check register
are contained in the disbursement output file that will eventually be printed
using Evision Intellicheck software.
IT The disbursement output files are generated and used to print the checks.
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