NOTE: Google Chrome must be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved official University form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.
The Refund Request form is a support document and must be submitted as supporting documentation for a Non-PO Invoice. This form is used to request payment of refunds as indicated by Policy FN08 Refunds except tuition refunds and refunds covered by specific University policies.
This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions for provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs on PDFs (general instructions) for instructions on adding signatures.
For step-by-step instructions on completing a Refund Request form, click on the link below:
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e., digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents (see Converting Web-based Documents to PDF Documents section).
In order to have a version with all PDF capabilities enabled, click the "Fill & Sign in Acrobat" icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. Clicking this icon opens an actual PDF version of the document. Complete this version and save the document in a location where you will be able to locate it.
If, upon opening the PDF in Google Chrome, the "Fill & Sign in Acrobat" icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.
There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:
Repeat this process for each document that will be combined
This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension.
Please visit the following for instructions to enable Adobe Acrobat extension:
Complete all fill-and-print form fields before completing the signature process:
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.
|Accounting Operations as backup to the Non-PO Invoice (uploaded into SIMBA)
|General Funds = End of fiscal year +7 years
Restricted Funds = End of contract/grant (close date) +3 years
|Paper documents = Secure Bin disposal or shred
Electronic document and data = delete and empty computer recycle bin
|- - - - -
|- - - - -
|End of fiscal year +1 year
|Paper document = Secure Bin disposal or shred
Electronic document and data - delete and empty computer recycle bin
|Created during the digital ID process
|Upon successful upload into SIMBA - End of fiscal year +1 year
|Electronic document and data = delete and empty computer recycle bin
*Transitory copies are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.
When more than one Refund Request is submitted, one Non-PO Invoice may be used to consolidate and summarize the attached Refund Request(s). Retain the 2nd copies and forward the original and 1st copies of the Refund Request, as paper backup for the Non-PO Invoice, to Accounting Operations for processing. Accounting Operations then drafts a check (or checks) and puts each check with the respective copy of the form. This check and copy are either mailed to, or picked-up by the payee. The original is then retained by Accounting Operations.
In rare situations, an urgent matter requires the Bursar to issue the refund check. When this happens the Bursar's check and 1st copy are issued to the payee by the Bursar upon approval, and the original is forwarded to Auditing, where it is retained.
For questions, additional details, or to request changes to this forms, please contact Accounting Operations.