Credit Memos and Refund checks

Information about how to handle credits due to your department for returned goods or services.

A credit memo is a document issued by a supplier when purchased products or requested services are not delivered, performed or are returned by the customer. It indicates a credit is owed to the customer for the value of the returned or undelivered goods. A credit memo will be reduced from a future outgoing payment to the supplier.

A refund check is a check payment issued by the supplier to campus for purchased products or requested services that are not delivered, performed or are returned by the customer. A refund check is deposited directly back to your department funds. 

An Agreement Supplier has contracted with UCSD to conduct business with the best negotiated prices. Most of the products and services available are sourced from a formal competitive bid process. Agreement suppliers will have a high volume of orders through Oracle. Examples include Airgas, Office Depot, HD Supply, Waxie.

Non-agreement suppliers are highly encouraged to provide refund checks, whereas agreement suppliers may provide either a credit memo or a refund check.

NOTE: Campus is responsible for obtaining refund checks instead of credit memos for returned items and / or billing discrepancies with non-agreement suppliers.  

If you believe an unclaimed refund check should be issued to your department, please visit the Unclaimed Refund Checks page for more information.

Looking for Concur-related Credit Memos? 

Uncleared Credit Memos as a result of Personal/Non-Reimbursable Card Charges, Cash Advance Returns and Travel Card Per Diem Offset from approved Concur Expense Reports can be located through the Department Exceptions Panorama as well as the Procure-to-Pay Panorama.