Skip to Main Content

The Lifecycle of a General Refund

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:

  1. Confirming the validity of the request 
  2. Verifying the refund cannot be issued through an alternative University system (e.g., BruinBill, UCPath, Transact) 
  3. Identifying the payment fund/account 
REMINDER: The following refund types are not processed through Concur: patient refunds and refunds payable to an entity (e.g., Extramural Fund Management (EFM) refunds; conference refunds; and some housing refunds). Patient refunds cannot be submitted through Concur due to patient confidentiality and HIPAA.

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. 

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  
NOTE: If a report total exceeds $10,000, payment(s) cannot be issued via Zelle. The guest profile payment method must be updated to check.