REFUND

I am writing to formally express my concern regarding the lack of support and delayed response times from the institution in processing a refund request.

An employee’s bursary application was declined by our organization, which serves as a third party. We promptly communicated this to the institution and submitted both a refund request and a bursary letter confirming that the application was not approved. Unfortunately, our finance department inadvertently allocated the funds despite the bursary being declined.

Upon realizing this error, we immediately initiated a request for the recovery of the funds, as the employee will not be studying with the institution and has been deregistered.

Bursary Application Declined: Bursary application was not approved due to budget constraints, and as a result, he will not be studying this year.

Incorrect Payment Allocation: Despite this, the Finance Department mistakenly allocated funds to his account.

Refund Request Declined: The institution has rejected the refund request, citing outstanding fees, which are not the organization’s responsibility.

Communication Challenges: The institution’s accounts department is unreachable by phone, making it difficult to resolve the issue promptly.

Given the urgency and complexity of the situation, I kindly request guidance on the next steps an alternative approach to ensure the funds are returned.