Guidelines for Completing UoW 1768 :: Accounts Payable :: UW Financial Management

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Guidelines for Completing the Refund Check Request Form (UoW 1768)

The following are guideliens for filling out the Refund Check Request form:

Field Number	Field Title	Required or Optional?	Description
1	Vendor Code	Optional	This space is for the vendor number of the payee. Accounts Payable will fill this space in using the information on Vendor Control File in PAS. Individuals do not normally have a vendor number.
2	Refund To (Name and Address)	Required	Insert remit-to name and address here using the sample addresses guidelines. The payee name (first line) should be the person, company or school that provided the original funds. For example, if a patient's billing was paid by a company or another person the refund is not issued to the patient.
3	Reason for Refund (State Clearly)	Required	All refunds must have an explanation of why the refund is being made. If this field is blank it will be returned to the originating department.
4	Date Prepared	Required	If this field is blank when received in our office, we will insert the date it was received in our office.
5	Special Instructions	Optional	Field is only used to instruct Accounts Payable how to handle the check. For example: Hold for Pick-up Send attachment Send to a special campus box number.
6	Requisition Number	Optional	Also labeled as REQN NO./STUDENT NO. This field is rarely used and can be left blank.
7	Invoice #	Optional	Invoice Number is optional. Departments can create an identifier in here and this field appears on the BAR. This field can be alpha or numeric.
8	Amount of Refund	Required	This is the total amount of the refund that will be represented on teh check. The amounts in column #14 will be automatically added into the "total" filed and should match the Amount of Refund in Box #8.
9	Budget Title	Optional	Description of the budget being used. May be left blank.
10	Budget #	Required	This is usually the budget number that the money had been deposited to (i.e. the budget number that was used on the Cash Transmittal). If this field is left blank, we will return it to the issuing department.
11	S/L	(no longer necessary)	Only appears on the preprinted forms.
12	Account Code or obj/sub-obj	Required	This is always a revenue code. Revenue codes always start with a 9. The 9 is preprinted on the preprinted forms and should not be written in again. We cannot process a refund without a revenue code. We will not accept requests using any other type of code.
13	Cost Acctg Only	Optional	Usually left blank.
14	Amount	Required	One amount per line. If you list more than one amount be sure there is a budget number and revenue code for each. The amounts in this column must add up to the amount in #7.
15	Liq	Preformatted	Liquidation Code. Always "N".
16	Additional Instructions for Campus Department Use Only	Optional	Not to be used to give instructions to Accounts Payable (use #5). Can be used to record additional information for your department's own use.
17	Original Cash Transmittal	Optional	a. Date - Optional Date of the cash transmittal b. Budget # - Optional The budget number used on the cash transmittal c. Original Amount - Optional Amount originally deposited (not always the same as the refund amount). d. Document # - Optional The cash transmittal number of the original deposit.
18	Check Requested By	Required / Optional	a. Department - Required Name of department, Box number Department Contact Name, Department Contact Email and their phone number. b. Authorized Name and Signature - Required Name and Signature of authorized staff in the department. c. Verified by - Optional Name and Signature of authorized staff in the department who verified the document.