STEP 1: Department Identifies a Need for a General Refund
General refunds are owned by their associated department, and all refunds should be issued from the revenue or balance-sheet account to which the initial credit posted. The department is responsible for:
- Confirming the validity of the request
- Verifying the refund cannot be issued through an alternative University system (e.g., BruinBill, UCPath, Transact)
- Identifying the payment fund/account
STEP 2: Expense Report is Created & Submitted
Only authorized users (i.e., central processors) can complete and submit Concur refund expense reports on behalf of their unit. Access to Concur’s refund functionality is granted by Accounts Payable.
The central processor will create, prepare, and submit the report on the recipient’s behalf without any delegate permissions. The recipient will not have access to the Concur refund expense report.
• Central Processor Directory
• Requesting or Removing General Refund Central Processor Access
• How to Submit a General Refund
• Creating a Guest Profile
• Expense Type Matrix
• How to Allocate Expenses
• How to Add a Favorite Allocation
• Adding General Refund FAUs to Concur
• How to View an Account Code in Concur
• Concur Glossary
STEP 3: Expense Report is Approved
Once the expense report is submitted, the associated FAU approver must review it. If any errors are identified, the report should be returned to the central processor.
After all department approvals are received, the report will be routed to the next step in the approval workflow (approval requirements vary per expense type and refund amount).
STEP 4: Accounts Payable Issues the Refund
After the approval workflow is completed, payment will be issued within two business days:
- Employees: Direct deposit or check (based on UCPath payroll payment method)
- Guests: Zelle or check
