In this article, you will learn to create a payment request that will generate a refund check to an individual or business for money paid to UGA, such as for conference registration or fees. You will need the payment information, including mailing address, for the refund recipient and the chartstring information for the original transaction.
In this article, you will learn the steps for a department or unit to complete a payment request for a refund check in the UGA Financial Managment System.
Note: Before starting the refund payment request, you will need the chartstring where the original transaction posted.
First, log into the UGA Financial Management System.
From the UGA Financials homepage, click the Payment Request Center tile.
The Payment Request Center is displayed.
This page is used to view a summary of your requests and to add/edit/cancel payment requests.
Click the [+] button to start the refund check payment request.
The Summary page is displayed.
Use the Attachments button to include the original invoice and any justifying documentation for the refund.
Continue to complete the fields as needed.
The Business Unit field will default to 18000.
Invoice Number is required for payment requests.
Enter the appropriate information into the Invoice Number field.
Example shown here: "6543UGA".
The Invoice Date field is populated with today's date and will need to be changed to match the invoice.
Enter the invoice date (MM/DD/YYYY) or click the calendar icon to select.
Enter the subtotal from the invoice into the Cost Sub-Total field. You will enter the individual lines and tax information later in the request.
Example shown here: "50.00".
Enter a description of the refund into the Description field.
Note: Including "Refund" in the Description will help later in identifying the transaction .
The Notes/Comments field can be left blank or used for additional information.
Click the Next button in the top right corner of the screen to continue.
The Supplier page is displayed. This page allows you to search for and assign the individual or business that should receive payment.
Note: For a refund, leave the Supplier Name and Supplier ID fields blank.
Click the Search button.
The supplier search results are displayed.
For a refund, click the Enter New Supplier button.
The New Supplier Request pop-up window displays.
Note : Refunds are indicated by including "REFUND" after the supplier name.
Enter appropriate information into the Supplier Name field followed by REFUND.
Example shown here: "Joe Dawg REFUND".
Enter all the corresponding address information for the refund recipient including street address, apartment or suite (if applicable), city, county, state, zip code and country (if outside the USA).
Scroll as needed to enter additional information.
Once all applicable information is entered, click the Done button.
Verify the recipient information is correct and includes REFUND after the supplier name.
Click the Next button.
Click the Add Lines button to add invoice lines.
Line 1 is displayed. Use this line to detail the first line in the invoice.
In the Description field, enter an explanation for the refund.
Example shown here: "Parking Fee Refund".
In the Quantity field, enter the quantity for the line item.
Example shown here: "1".
In the Unit field, enter the unit of measure.
Example shown here: "EA".
In the Unit Price field, enter the price per unit.
In the Accounting Tag field, enter an Accounting Tag if applicable.
Note: An Accounting Tag is a ten-character "short cut" that will populate the accounting details if you have one set up for a specific source of funds.
Example shown here: "69pkvm".
Click to select the appropriate Accounting Tag from the drop-down list.
Example shown here: 69PKVMLOT option.
Click the Accounting Details button.
The Accounting Details page is displayed.
Note: For a refund, all the Accounting Details (Basic Information and Chartfields) must be the same as the original transaction.
Enter the original transaction information into the Account field.
Example shown here: "442110".
To enter the Chartfield information, click the Chartfields tab.
The Chartfields tab is displayed. All chartstring information must be entered on this screen.
Note: For refunds, use this tab to verify that all the chartstring information matches that of the original transaction.
The Budget Reference field must be entered manually, regardless of whether you entered an Accounting Tag.
Note: The UGA fiscal year is from July 1 - June 30 of the subsequent year.
Enter appropriate information into the Budget Reference field.
Example shown here: "2020".
Continue entering the ChartFields as needed.
When the fields match the information in the original transaction, click the Done button.
Continue adding invoice lines as needed to reflect the information on the original transaction, including lines for fees, taxes, or freight charges.
When you are done, check that the Cost Sub-Total matches the original transaction being refunded.
Click the Next button to continue.
The Review and Submit page is displayed.
Review the information on this page before submitting your request. If you need to make edits, navigate back to the appropriate page.
Click the Submit button to continue.
A pop-up window will display asking if it is okay to submit your payment request.
Click OK to proceed.
On the Payment Request Center page, a message is displayed indicating that the payment request was submitted successfully.
Note: "Refund" included in the description during creation is easily identified under the Description column.