In Vitae, in the following scenarios, refund items are automatically generated by the system:
•Fee adjustment after payment and results in excess payment
•MECT request refund evaluation fee
•Successful grade review
•Course cancellation
•Learner withdrawal
•Approval of module exemption/credit transfer request
There will also be occasions when the required refund does not comply with the refund item automatic generation process. Therefore, admin can also manually create refund items, for example, manually refund the excess odd-cent amounts.
In Finance > Finance process, click Refund item in the left navigation, and manage the refunds by the following approaches.
To create a refund item, complete the following steps:
1. On the Refund item page, click Create.
2. In the Create refund item panel, complete the configurations.
3. Click Submit and click Confirm in the pop-up window. The refund item will be created and the manual refund request will be submitted.
When there are multiple refund items that are in the Ready to refund status or refund items whose payment modes SkillsFuture Credits in the Ready to process status with the same refund mode, admin can generate a refund batch to process them in bulk.
To generate the refund batch, complete the steps below:
1. Select the refund items. Ready-to-refund items with the same refund mode can be found by the Refund item status and Refund mode filters.
2. Click Generate refund batch.
3. In the Generate refund batch panel, enter the remarks and add excessive refund items.
4. Click Save.
If the refund recipient has outstanding fees to pay, Admin can offset the unpaid fees from the refund amount.
On the Refund item page, to offset all existing refund items that can be offset, click Offset all above the table. After confirmation, the system will perform offset against the bill with the earliest payment due date within each available item, and against subsequent bills with the remaining refund amount.
To offset billing from a specific refund item, follow the steps below:
1. Select the refund item to offset.
2. Click Offset.
3. In the Offset panel, select the billings to offset the refund from.
4. Click Confirm.
For the accounting management process and refund status tracking, admin can enable the refund expiry setting to process the refund items that are expiring to avoid unprocessed items piling up. To enable the refund expiry setting, admin needs to go to Admin > Service management > Finance services. For more details, refer to How to configure finance services?
After a refund item is expired, the status of the refund item will be Refund expired. According to the service configuration, the refund item expiry may be approved automatically by system or manually by the specified approver. Once approved, the status of the refund item will be Refund written back to mark the temporary written back of the refund item and the refund amount.
When the written back refund item is requested to be refunded again, admin can edit the refund item status according to the actual refund process by following the steps below:
1. Select the target refund item in the Refund written back status. The written back refund items can be found with the Refund item status filter.
2. Click the refund item ID to view the refund item details.
3. In the Refund item details panel, click Reversal in the bottom right.
4. After confirmation, the refund item will be reversed and be in the Ready to refund status.