Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
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 uploaded as supporting documentation for a Non-PO Invoice transaction into SIMBA. 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.
To view a printed version of these instruction, click exhibit link below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website. for complete details on the use of the Request for Cash Advance form.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original | Uploaded as supporting documentation to the Non-PO Invoice in SIMBA | General Funds = End of fiscal year +7 years Restricted Funds = End of contract/grant (close date) +7 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 verification of payment - immediate disposal | 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.
Upload the original of the Refund Request, as supporting documentation for the Non-PO Invoice in SIMBA. Accounting Operations drafts a check and the check are either mailed to, or picked-up by, the payee.
For questions or additional details pertaining the the Refund Request Form, please contact Accounting Operations.
To request changes to the Refund Request Form, contact the Office of Systems & Procedures by submitting a GURU Technical Request Form.