Category Refund or Reimbursement Processing

Effective Date:

March 20, 2017

Function:

Treasury

Contact:

Penelope Bodner

Basis for Procedure

The Research Foundation (RF) at Central Office or at an operating location may receive cash or check that is a refund from a vendor or supplier or a reimbursement for expenses already charged to an award. A check or cash may be received for a number of reasons, including but not limited to:

Procedure Summary

The following table describes the two-part process for Crediting Cash Receipt Category Refunds or Category Expenditure Reimbursements:

Step

Role or Responsibility

References or Tips

Post receipt to a campus specific reserved category refund award in Oracle’s Accounts Receivable (AR) module.

Central Office (CO) Treasury and Operating Locations

Refer to the work instruction Post Daily Cash.

Input a zero clearing invoice in the Accounts Payable (AP) module.

The zero invoice created in AP debits the campus specific reserved category refund award and credits the appropriate award and expenditure category (i.e., PTAEO) for the amount of the refund. No check is generated in AP because it is processed as a "Clearing" payment type.

CO Accounts Payable (AP)and Operating Locations

Refer to the work instruction Enter an AP Invoice

Procedure Steps

Step

Role or Responsibility

References or Tips

Review the check. Verify it is made payable to the Research Foundation for SUNY. If the check is not made payable to the RF, decide whether or not it should be handled by the RF and, if so, have the appropriate endorsement stamped on the back of the check.

CO Treasury and Operating Locations

 

Write the award number and expenditure type on the back of the check or on the front of the check in the notes area.

CO Treasury and Operating Locations

Doing this ensures a correct identification of the check if the bank returns it as non-negotiable.

Obtain the following information from the vendor, supplier, or traveler (if for a travel reimbursement):

Correct name and address of company or person to query in the supplier file.

The company’s EIN or person’s SSN for verification in the supplier file the supplier or person is the appropriate one to be used when the "Zero Invoice" is processed in the AP module.

Central Office and Operating Locations

To verify the vendor/supplier or person is in the supplier file with an appropriate site (i.e., location site coded as a pay site), refer to the work instruction Review and Modify a Supplier Record.

If the supplier and site do not exist, have the appropriate operating location office enter the new supplier or site. Refer to the AP work instruction Create a Supplier Record.

CO AP and Operating Locations

 

Complete the Transmittal for Deposit form. For information on how to complete this form, refer to the "Transmittal for Deposit Instructions."

For category refunds, include the following information on the form:

PTAEO (expenditure date must be within the award period)

Supplier (Payer) and site

Amount of the check or cash

Central Office and Operating Locations

 

Send the refunds, reimbursements, and other cash receipts along with the Transmittal for Deposit form to CO Treasury or to the appropriate operating location office for deposit.

Central Office and Operating Locations

 

Enter the category refund or category expenditure reimbursement into the AR module, Receipts window, as part of the day's cash receipts.

CO Treasury and Operating Locations

 

Create a "zero invoice" in AP to debit the campus reserved category refund award and credit the appropriate PTAEO and expenditure date for the recording of the credit against the expenditures.

CO AP and Operating Locations

Refer to the work instruction Enter an AP Invoice

Category Refund Awards/Project Numbers

The following table lists the category refund awards/project numbers by location:

Location

Award Number

Project Number

010

55074

1089842

011

000654

1079811

020

62240

1105283

030

70958

1123689

050

000611

1032760

100

000612

1032759

110

000613

1032761

150

000614

1032762

160

000657

1125987

170

000616

1119191

180

000617

1032765

190

000618

1032767

200

000619

1032768

210

000620

1032769

220

000621

1032770

230

000622

1032772

240

000623

1032773

250

000624

1032774

260

000625

1032775

280

000627

1032779

350

000634

1032783

360

000635

1032784

370

000636

1032785

380

000637

1032786

390

000638

1032787

400

000639

1032788

550

000631

1032780

570

000632

1032781

580

000633

1032782

650

000640

1032789

655

000641

1032790

660

000642

1056468

Definitions

None

Related Information

Depositing Cash Receipts in RF Bank Account

Record Retention for Account Expenditure Records for information on retention of documentation for cash receipts.

Forms

The Transmittal for Deposit form should be used to submit category refunds to CO Treasury for deposit. Decentralized locations may create their own form to monitor deposits. The form is available in PDF and XLS (spreadsheet) formats.

For information on how to complete this form, refer to the Transmittal for Deposit instructions. For more information on submitting cash receipts, refer to the procedure Preparing Cash Receipts for Deposit.

Campus Zero Category Refund forms can be used by the operating location to provide the appropriate information for input to the AP module. Forms can be modified by operating locations as needed.

Change History

Date

Summary of Change

March 20, 2017

Updated to comply with new procedure format and revised category refund project numbers.

 

September 10, 2007

Revised to reflect change in location 030 category refund award number and project number.

 

August 2, 2005

Minor revisions to change references of "Cash Receipt" module to "Accounts Receivable" module.

 

June 27, 2003

Revised to reflect change in category refund process, which effective July 1, 2003 allows campuses to process category refunds.

 

May 15, 2001

New Document

 

 

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