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Individual Refund Forms and Failed Checks

Understand how Individual Refund Forms are created, how address errors affect payment processing, and what steps to take when a check must be printed manually.

Overview

Individual Refund Forms are created when a file is dropped into the SFTP site and consumed by the Aclarian software. Once processed, the system generates a draft Individual Refund Form. These forms are always processed with AutoPay turned on.

What happens when there is an address issue

If there is a problem with the address, a notification is sent to the Support Channel in Slack. An issue is also generated in the Issues Report within the portal.

If SmartPayables cannot generate a payment because of the address error, the payment moves into Check Batch Processing instead.

How to identify a failed refund check

When refund check data is exported from the Individual Refund Form, any transaction that could not be generated as a payment will not include a check number.

This indicates that the check must be handled manually.

What to do next

If a refund check does not have a check number, follow these steps:

  • Print the check through Check Batch Processing.
  • Update the downloaded Excel file from the Individual Refund Form with the printed check number.
  • Drop the updated file into the SFTP site so it can be sent back to Taxsys.

Important note about address errors

At this time, there is no way to manually correct address errors within the system.

If an address error prevents SmartPayables from generating the payment, the required action is to print and mail the check manually, then update the Excel file with the printed check number before returning the file through the SFTP process.

No additional action is needed after that.

Summary

When an Individual Refund Form encounters an address-related payment issue, the transaction is routed to Check Batch Processing and will not have a check number in the exported file. In those cases, the check must be printed manually, the file must be updated with the printed check number, and the revised file must be sent back through the SFTP site.