Business Policies and Procedures Manual
Chapter 30: Finance
Refunds
BPPM 30.55
For more information contact:
Controller’s Office
509-335-2024
Form: Credit Card Refund Voucher
Overview
Departments follow the procedures discussed in this section to process refunds to individuals or organizations.
Refunds of Cash/Check Purchases
Departments generating refunds for purchases paid by cash or check complete and send a State of Washington Invoice Voucher to the University Controller. The Controller’s Office makes the refund payment. Note Exception: To make a cash/check refund involving the Student Accounts System contact the Student Accounts Section of the Bursar’s Office, for information.
Refunds of Credit Card Purchases
A refund for a purchase charged to a credit card must be reimbursed to the credit card account charged for the purchase. Departments generating refunds for purchases paid by credit card complete a Credit Card Refund Voucher. The voucher is the authorized invoice for processing the refund. See Credit Card Refund Voucher below.
Cash / Check Refunds
State of Washington Invoice Voucher
Complete a State of Washington Invoice Voucher for refund of purchases paid by cash or check (see Fig. 1). See also BPPM 30.45.) The department enters the following information on the invoice. The numbered instructions are keyed to the numbers on the sample.
Department (1)
Enter the department name, address, and mail code. Also enter the name of the departmental contact and the contact telephone number.
Vendor or Claimant (2)
Enter the refund recipient’s name and address under Vendor or Claimant. Also enter the employee’s or student’s WSU identification number under WSU ID Number. For refunds to an individual with no WSU affiliation, enter “No WSU Affiliation” under WSU ID Number.
Vendor’s Certificate (3)
The intended refund recipient signs the Vendor’s Certificate. If the recipient is unavailable, indicate “Special Endorsement.” The Controller’s Office includes a special endorsement stamp on the check in such cases.
Description (4)
Indicate the reason for the refund under Description.
Reference Numbers (5)
Enter the reference numbers of the original transaction documents under Description. Provide the original WSU Invoice form number and the Controller’s Receipt number.
Amount of Refund (6)
Enter the amount of refund requested.
Authorized Signature (7)
An individual with expenditure authority for the department’s account signs the form.
Account Code (8)
Indicate the coding from the original Controller’s Receipt. Check AIS Account Balances to obtain this number (see BPPM 85.33).
Routing the Voucher
Send one copy of the voucher to the Revenue Manager in the Cash Management/Accounting Section of the Controller’s Office.
Refund Sent
If Controller’s Office personnel approve the refund, a check is sent to the individual indicated on the invoice voucher.
Credit Card Refunds
Credit Card Refund Voucher
Complete a Credit Card Refund Voucher for each credit card refund. (See Figure 2.) Complete and/or print the Credit Card Refund Voucher to obtain copies of the form. The department enters the following information on the voucher. The numbered instructions are keyed to the numbers on the sample.
Department (1)
Enter the department name, address, and mail code. Also enter the name of the departmental contact and the contact telephone number.
Claimant (2)
Enter the refund recipient’s name and address under Claimant. Also, enter the employee’s or student’s WSU identification number under WSU ID Number. For refunds to a claimant with no WSU affiliation, enter “No WSU Affiliation” under WSU ID Number. Enter the social security number or the employer taxpayer ID number for a non-WSU individual under Social Security No. or Employer Taxpayer ID No.
Transaction Tracking Number (3)
Enter the number assigned by the credit card company to authorize the purchase. Note: This number is required for refunds of web purchases.
Description (4)
Indicate the reason for the refund under Description.
Reference Numbers (5)
Enter the reference numbers of the original transaction documents under Description. Provide the original WSU Invoice form number and the Controller’s Receipt number.
Amount of Refund (6)
Enter the amount of refund requested.
Authorization (7)
Each Credit Card Refund Voucher must be signed by two departmental individuals.
Prepared By Name and Signature
Enter the name and signature of the individual who completes the voucher.
Approved By Name and Signature
An individual with expenditure authority for the department’s account signs the form.
Account Code (8)
Indicate the coding from the original Controller’s Receipt. Check AIS Account Balances to obtain this number (see BPPM 85.33).
Department-Processed Credit Card Refunds
When the voucher has been completed and approved, the department submits the refund to the credit card company. See Electronic Bankcard Processing below. For credit card refunds processed and submitted by the department, retain the Credit Card Refund Voucher in the department for six years (see BPPM 90.01). See Controller-Processed Credit Card Refunds below for refund transaction types which are to be processed and submitted by the Controller’s Office.
Electronic Bankcard Processing
For refunds processed on a swipe-transfer credit card machine, the entered refund information appears on a receipt and is recorded in the machine as part of the day’s transaction totals. The claimant signs the receipt and retains the copy. The department retains the original signed credit card refund transaction receipt. At the close of each business day, the transactions stored in the credit card machine are totaled. This closing process transfers the net total of the day’s credit card transactions to the bank. Retain the original transaction totals tape generated by the credit card machine and the original individual sales slips for six years (see BPPM 90.01). Retain the Credit Card Refund Voucher for six years (see BPPM 90.01).
Cash Deposit Report
Attach the copy of the day’s transaction totals tape to a Cash Deposit Report. Submit the report to the Cashier’s Window, Controller’s Office.
Controller-Processed Credit Card Refunds
Send the Credit Card Refund Voucher to the Revenue Manager, Controller’s Office, to make a credit card refund for any of the following transactions:
- Web purchases
- Tuition
- Graduate/undergraduate application fees
The Controller’s Office processes the refunds with the credit card companies for these transactions.
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Revisions: Oct. 1999 (Rev. 151)