PRO-U5352.03A Requesting an Adjustment to a Student or General Receivable Account

Action By:

Student/Customer

  1. Contacts department that created the charge to request a credit. 

Department that placed charge on account

  1. Determines that an adjustment needs to be made to the amount charged/credited.
  2. Completes applicable Credit/Debit Memo (refer to “See Also” above for applicable e-forms).
  3. Attaches supporting documentation and routes in accordance with routing procedures on form.  
  4. Files copy of e-form and supporting documentation with original invoice documentation, if applicable.

SBO Office - Fiscal Tech

  1. Receives completed e-form and reviews (within one business day of receipt of form) for:
    • Accuracy and validity,  
    • Required documentation attached, and  
    • Required approvals.
  2. If e-form does not meet criteria in #6 above or corrections are needed, contacts appropriate budget authority to request revisions be made and to resubmit form to SBO.
  3. Records Credit/Debit transaction in Banner within three business days.  
  4. Locks Credit/Debit Memo when it meets criteria in #6 above.    
  5. Attaches a copy of completed Credit/Debit memos to daily cashiering session.            
    1. For General Receivable adjustments, saves a second copy of the memo in the customer P:drive electronic file.  
  6. Closes session (TGACREV).  
  7. Prints and reviews TGRCSHR report daily to ensure there is supporting documentation for each transaction and that the report balance matches the supporting documentation.  
  8. Ensures signature on report to indicate review completed and provides reviewed reports to Student Account Lead. 

Student Account Lead

  1. Reviews TGRCSHR and TWRAADJ reports within 72 business hours to verify credit entries:  
    • Balance,
    • Credited properly via automatic system,
    • Are reasonable, and  
    • There are no outliers.
  2. Documents the following on reports:  
    • Signature and date of review,
    • Issues found and needing to be researched, and
    • Action taken to resolve issues. 

Accounting Services

  1.  Follows procedures to refund credit balances.  

Charging Department Financial Manager

  1. Ensures monthly financial statements are reviewed in a timely manner to ensure adjustments to funds are accurate. 

Procedure Information

Approved By:

Teresa Hart, Financial Services Director

Effective Date:

September 1, 2014

Authority:

Procedure Contact

Financial Services

Email: Michael.Ulrich@wwu.edu

Phone: (360) 650-3675

Financial Services website