Refund to Sponsors

About Sponsor Refunds

For each operating location, the RF has set up a separate GL withholding award entitled "Refunds to Sponsors". The only allowable category for expenditure will be "Refund to Sponsors."

Reserved Sponsor Refund Award Numbers

An award with an award purpose of "Refund to Sponsors" will be established for each campus location. The following table lists the assigned "Refund to Sponsors" award number for each campus:

Oracle Location

Campus Name

Refund to Sponsor Award

010

University at Albany

000220

020

Binghamton University

000221

030

University at Buffalo

000222

034

University of Buffalo Foundation

000223

050

Stony Brook University

000224

100

SUNY Downstate Medical Center

000225

110

Upstate Medical University

000226

150

SUNY Brockport

000227

160

Buffalo State College

000228

170

SUNY Cortland

000229

180

SUNY Fredonia

000230

190

SUNY Geneseo

000231

200

Old Westbury

000232

210

SUNY New Paltz

000233

220

College at Oneonta

000234

230

SUNY Oswego

000235

240

SUNY Plattsburgh

000236

250

SUNY Potsdam

000237

260

Purchase College

000238

270

SUNYIT

000239

280

Empire State College

000240

350

Alfred State College

000247

360

SUNY Canton

000248

370

SUNY Cobleskill

000249

380

SUNY Delhi

000250

390

Farmingdale State College

000251

400

Morrisville State College

000252

550

SUNY ESF

000244

570

Maritime College

000245

580

College of Optometry

000246

650

RF Central Office

000253

655

Sys. Admin. – Provost

000254

660

University-Wide Programs

000255

680

Levin Institute

000514

How to Process a Sponsor Refund

Due to the time it will take to process this type of transaction, this process should not be started on the last business day of the month. The following table outlines the process for refunding a sponsor:

Step

Action

1

Receive request for a sponsor refund with check request attached.

2

Increase the budget on the GL award "Refund to Sponsor" by the amount of the refund, and load an event for the same amount. This will generate an invoice due on this award to which to move the cash.

3

Remove cash from the invoice(s) on the sponsored program award (this will put the cash in unapplied).

4

Process a line adjustment against the invoice (this will reduce the amount of the invoice) on the sponsored program award to equal the cash that will remain on the award.

5

Reverse the cash receipt (or could be various receipts to equal the return amount) and reenter the receipt(s) as two separate items. Enter one to the sponsored program award (under that customer) and another receipt to the GL "Refund to Sponsor" award (under the customer) for the invoices created above.

6

The check request will be processed out of the GL "Refund to Sponsor" award through the Accounts Payable area to issue a check for the refund amount and return it to the requestor of the check.

Change History

 

 

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