Submit Refund to Check Processing

Note: You must have the authority, "Submit Refund to Check Processing," (Billing group) to submit this transaction. Additionally, a company / state / line of business / bank account must exist to issue a refund.

The Submit Refund to Check Processing is a Billing transaction that allows a user to post a manual refund check and process it through Administration: Check Processing - Return Premium Checks.

To do this billing transaction:

1. Access the policy, and click Billing from the Quick Links Tree View.

2. Click Transaction on the Statement Display screen.

3. Choose Submit Refund to Check Processing from the Transaction drop down. The amount to refund is displayed and the Pay to and Mail to default to Policyholder 1. Enter a brief narrative about the Refund in the Memo field.

4. Click Accept / Return. The Statement screen returns with a message: "This policy has a pending refund."

Selecting "Other" as the Pay To

If you have selected "Other" as the Pay To / Mail To:

• The screen is refreshed to enter the name; enter the name of the Pay To.
• Mail To: This defaults to "Other."
• Enter the name / address of the individual / entity who will receive the refund.
• Click Accept.
• If you have not entered the Mail To "Other's" address, a validation is returned: "Please enter Mail To Other address." This validation prevents a refund check from printing without the correct financial information required to process the check properly.
• Click OK; enter the address.
• Click Accept / Return. The Statement screen returns with a message: "This policy has a pending refund."

The check is not issued until Check Processing - Return Premium Checks runs. Only after the check is added to the queue, renumbered, printed (or exported) and posted is the refund complete.

A line is displayed on the client's Statement Display screen showing the date and the amount of the refund.

EFT Pay Plans

When a Policy has an EFT Pay Plan that has the "Print Refund Checks" Pay Plan setting set to “False,” users have the option to print the refund instead of sending it through the EFT file. The check box, Print Refund Check, has been added to the Submit Refund Billing Transaction screen to enable this function. This check box only displays if a policy has an EFT Pay Plan that has the "Print Refund Checks" setting set to “False.” If this check box is selected on a refund, the check will be numbered and printed in Check Processing rather than being sent in the EFT file.