Refunds to Credit Card Transactions
Credit card refunds that need to be generated to IPAY/CASHNet transactions can be requested with Banking & Merchant Services
Reason for Directive
To ensure appropriate segregation of duties and accountability.
Who Must Comply?
All University departments whose personnel store, process or transmit cardholder information. This also applies to units that outsource the processing of payment card information to third party vendors.
Refund requests are generally executed by Merchant Services within a 48 hour time frame upon receipt. A merchant department’s refund request requires signatures of two parties as follows:
Document Preparer: The person who completes the form
Department Approver: The person who can authorize expenditures from the departmental account
- Complete the eCommerce Credit Card Refund Form (leave the Refund Batch number blank)
- Submit to Merchant Services, Criser Hall S-113, PO Box 112008 or e-mail to firstname.lastname@example.org
- Merchant Services will process the e-commerce refund to the card account of the original transaction and adjust the myUFL General Ledger
- Upon receipt of a Merchant Services refund notification, your department must send a notice to your customer(s) informing them that the refund has been issued
An account book of final entry. In an accounting system, the general ledger is the place in the system where financial information resides. [Back to Top]
The preferred e-Commerce implementation is through the University web payment gateway (IPAY), together with CASHNet’s eMarket storefront or checkout. The department is responsible for developing an interface to the IPAY gateway based on standards specified by the Enterprise Systems UFIT liaison of the E-Commerce Committee. Any exception to this practice must be approved by the University Controller’s Office. [Back to Top]
07/31/2021: reviewed content
TRM125 – Payment Card Security Awareness Training
Banking & Merchant Services: (352) 392-9057