Process Name:

Process a Missing Refund

Role:

•      Employer

Objective(s):

To report a missing refund and have the refund payment stopped, then issue a manual refund check.

Before you begin:

•      It has been over 14 days since a refund was issued and the Employer has not received the refund.

What happens next:

•      SUITS initiates an ‘Evaluate Missing Refund’ work item to the UI Agency.

1. 

From the Employer Portal Home screen, click the Payments left navigation menu item.

SUITS displays the Payment Function Maintenance screen.

2. 

Click the Missing Refund hyperlink.

SUITS displays the Evaluate Missing Refund screen.

3. 

In the Refunds Issued panel, click the radio button associated with the missing refund.

•      View the Refund Issue Date column on the refund record.

•      Employers can only issue a notice of a missing refund if it has been over 14 days since the refund was issued.

•      When the user clicks the Next button and it has been less than 14 days since the refund was issued, SUITS will display an error message.

4. 

Click the Affidavit hyperlink.

SUITS opens the Missing Refund Affidavit as a PDF file.

Once the affidavit is completed and signed, scan it and save it as a PDF so it can be uploaded in the next step.

5. 

Click the Select File button.

The file window opens.

6. 

Select the relevant file and open it.

The file is added to the Evaluate Missing Refund screen.

7. 

Click the Upload Affidavit button.

The file is uploaded to SUITS.

8. 

Enter Notes.

This is not required.

9. 

Click the Next button.

SUITS displays the Missing Refund Summary screen.

Click the Previous button to return to the previous step.

10.

Click the Next button.

They system displays the Missing Refund Confirmation screen.

Click the Previous button to return to the previous step.

The Confirmation screen displays the message:
“Your information related to missing refund ID 44 has been received. Staff will review the information”.

11.

Click the Finish button.

•      SUITS displays the Home screen.

•      SUITS initiates an Evaluate Missing Refund work item to the UI Agency.