Hi,
Although Access Services Supervisor is supposed to process the actual refund when an item is returned within one year of the due date and has been paid for using the online fee payment system, (https://staff.lib.umanitoba.ca/index.php?q=node/7109), please forward those refund requests to the Libraries Systems department until further notice.
The refund will be processed in the following way:
1. The Libraries receives a refund request from a patron who has made a payment via the online fee payment system ("Pay Fines & Fees Online").
2. The circulation supervisor confirms the refund that the student is entitled to according to circulation policies and forward it with the request to LS.
3. LS checks in Alma and Beanstream to ensure information about the payment is accurate.
4. Once confirmed, LS forwards the request, especially the entitled refund to Krys Rowinski. Krys will refund the patron the entitled amount of money and notify LS when the refund is processed in Beanstream.
5. LS waives the credit that the patron gets in Alma related to the payment, notifies the patron about the refund and let the library supervisor know that the case is closed. If the refund request is received through virtual reference, VR staff should forward the request to the circulation supervisor in the library to which the item belongs. The circulation will work on it in Step 2.
If the refund request is sent to LS or Financial Office from the patron, it should be forwarded to the circulation supervisor in the library to which the item belongs. The circulation will work on it in Step 2.
This email is meant to clarify how information should be communicated and each unit's duty in this process.
Cheers,
Wei XUAN | Head, Libraries Systems | University of Manitoba Libraries | 204-474-6710