REFUND REQUEST
Last Revision: 12/01/2021

REFUND REQUEST

Table of Contents:


Use of Google Chrome Required:

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.

Purpose:

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.

General Information:

  • Refunds are remitted by direct deposit or by check
  • If refund is processed by check, please indicate if the check should be mailed or held for pick up in Accounting Operations
  • The description or reason for the refund must include the type of refund being requested, i.e., Deposit, Fees, etc.

Exhibit and Instructions:

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:

Refund Request Exhibit

Form Requirements:

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.

Accessing GURU Forms

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.

Web-based Documents:

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).

Converting Web-based Documents to PDF Documents:

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.

Exceptions:

Combining PDF Documents:

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:

  • Click on the appropriate form in GURU
  • Complete the fill-and-print boxes on the web-based form
  • Click the printer icon located in the upper right-hand corner of the screen
  • Change Destination to Microsoft Print to PDF using the drop-down arrow
  • Click Print at the bottom of that panel
  • Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
  • Click Save

Repeat this process for each document that will be combined

  • Now, open one of the completed pdf documents and on the far right select combine files
  • Click Add Files and select the files to be combined
  • Click Combine
  • This new document will appear as "Binder," change the name and save

Applying Digital IDs on PDFs (general instructions:

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.

Image of Adobe Acrobat Fill-and-Sign bar

Please visit the following for instructions to enable Adobe Acrobat extension:

Enable Adobe Acrobat extension for Google Chrome

Complete all fill-and-print form fields before completing the signature process:

  1. Open the Refund Request Form
  2. Before entering any information, click the "Fill & Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
  3. Complete all fill-and-print fields
  4. Once the form is complete, click in the signature form field and either:
    • select your digital ID and click continue, or
    • create your digital ID, select your digital ID, and click continue
  5. Review the information in the appearance box and click sign
  6. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
    • The file name will contain the name "refund-request-form" in the file name field, add a dash and the last name, dash, first name of the individual to receive the refund to the end of the file name (i.e., refund-request-form-smith-mary)
    • Choose a location to save the file where you will be able to locate it again
    • Click Save
  7. Close the form version appearing on your screen
  8. Open the version saved in the previous step
  9. Verify that the digital ID appears on the document
  10. Close the document

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.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Refund Request form
Document: Ultimate Distribution: Retention Periods: Disposition Method:
Original 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
1st Copy Payee - - - - - - - - - -
2nd Copy Originating Office End of fiscal year +1 year Paper document = Secure Bin disposal or shred

Electronic document and data - delete and empty computer recycle bin
Transitory Copy* 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.

Where to Send Completed Forms:

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.

Contact Information:

For questions, additional details, or to request changes to this forms, please contact Accounting Operations.

Cross References:


(12/1/2021)