iLab Help > Core Admin > Billing & Invoicies

How do i refund charges?

Institution administration have oversight over this process and determine whether or not core managers have the ability to refund charges. A customer cannot initiate refunds so they will need to contact core administration.

STEP 1: Locate the appropriate invoice

Search for the invoice either from the billing event list view or from the invoice list view on the left side of their iLab page.  

STEP 2: Click on the refund icon. (Figure 1) 

Figure 1: Click on the refund icon.

STEP 3: Select a reason for the refund.

Once the refund icon is clicked, you will be prompted to select the reason for the refund, for tracking purposes, and then asked to enter in the quantity of the charge that needs to be refunded. (Figure 2)

Figure 2: Select a reason.

Note: If the charge is split across multiple payment sources or subsidized, the quantity refunded will also be split across those payment sources per the % covered by the fund.  You cannot refund one split of the charge. (Figure 3)

Figure 3: Initiating a refund with split charges.

STEP 4: Initiate refund.

Click on Initiate Refund. The refund icon will remain on the refunded line item as a visual indicator that a refund has been entered for the charge.  

To view the newly created refund line item, click on the magnifying glass icon above the line item.  The request view will open in a new tab.

Click on the blue triangle to open the request and view the list of charges.  The refunded line item will be flagged with a refund icon and the list of refund line items for the original charge will be listed below it. (Figure 4)

Figure 4: Initiate the refund.

Once a charge is refunded, the refunded charge and added refund line items will be visible on the request and invoices.  All users with access to the request or invoice will be able to see the refund icon and click on it to review the refund summary.

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