Procedure FN2008 Refunds - Exhibits

Exhibit A

Refund Authorization Matrix

Refund Type	Amount	Minimum Approver	Notes
Cash refund (retail)	$0 - $100	Cashier or Supervisor	POS documentation required
Cash refund (retail)	>$100	Unit Manager	Processed via SIMBA
Check refund (non-retail)	$2 - $1,000	Unit Manager	Refund Request Form required if documentation missing
Check refund (non-retail)	>$1,000	Unit Head/Director	Full documentation required
Credit card refund	Any	Merchant Approver	Most follow Policy FN07 Electronic Payments: Credit Cards
Specialized funds	Any	Governing Office	Not processed under Policy FN08 Refunds

Exhibit B Policy FN08 Refunds and Procedure FN2008 Issuing Refunds Crosswalk

This crosswalk demonstrates that Procedure FN2008 Issuing Refunds fully operationalizes the requirements established in Policy FN08 Refunds. Each policy section is supported by corresponding procedural requirements that define the processes, controls, responsibilities, documentation standards, and compliance requirements necessary for implementation across the University.

Policy FN08 Refunds and Procedure FN2008 Issuing Refunds Crosswalk
FN08 Policy Section	FN08 Policy Requirement Summary	FN2008 Procedure Section	Implementation Description
Purpose	Establishes requirements for issuing refunds and ensuring compliance with applicable laws, regulations, and University requirements.	Purpose	Defines the operational standards, approval requirements, documentation requirements, and processing expectations necessary to implement the policy.
Scope	Defines the activities, units, and individuals subject to the policy.	Scope	Identifies affected units and explains the applicability of the procedure.
Governance	Establishes governance, responsibilities, and internal control requirements.	Roles and Responsibilities; Internal Controls	Defines responsibilities, segregation-of-duties requirements, and internal control expectations.
Permitted Refunds	Establishes requirements for determining refund eligibility and supporting documentation.	Refund Eligibility Review; Documentation Requirements; Refund Timing; Payment Clearance; Refund Method	Defines eligibility review requirements, documentation standards, timing requirements, payment clearance requirements, and refund methods.
Minimum Refund Threshold	Establishes the minimum refund threshold.	Refund Eligibility Review	Defines application of the minimum refund threshold during refund review.
Retail Operations	Establishes requirements for retail refund processing.	Retail Refund Processing; Credit Card Refunds	Defines processing requirements for retail cash refunds, retail system processing, and retail credit card refunds.
Non-Retail Operations	Establishes requirements for non-retail refund processing.	Non-Retail Refund Processing	Defines refund workflow, review requirements, and payment processing responsibilities.
No Refunds Policy	Establishes requirements for implementing no-refund policies.	Implementing No-Refund Policies	Defines disclosure requirements and conditions for implementing no-refund policies.
Credit Slip Prohibition	Prohibits the use of credit slips in place of refunds except as specifically authorized.	Prohibited Refund Actions	Defines prohibited refund practices and authorized exceptions.
Fraud Escalation and Monitoring	Establishes fraud reporting, escalation, and monitoring requirements.	Fraud Escalation Procedures; Refund Activity Monitoring	Defines reporting requirements, escalation procedures, monitoring activities, and oversight responsibilities.
Exceptions	Establishes authority and requirements for policy exceptions.	Exceptions	Defines exception request, documentation, review, approval, and retention requirements.
Audit Coordination	Establishes audit review and compliance support requirements.	Audit Coordination	Defines audit support responsibilities and documentation requirements.
Records Retention	Establishes records retention requirements for refund documentation.	University Records Retention and Disposition	Defines records retention requirements and applicable records management standards.
Violations	Establishes reporting requirements for policy violations.	Violations	Defines procedures for reporting violations through approved channels.
Sanctions	Establishes consequences for non-compliance.	Sanctions	Defines procedural application of corrective actions and sanctions.
Further Information	Provides resources for obtaining additional information and assistance.	Contact Information	Identifies the appropriate office for questions, guidance, and support.
Cross References	Identifies related policies, procedures, forms, and supporting documents.	Cross References	Provides references to related governing documents and resources.