The Refund Module in OneGMS offers a structured and transparent way to manage the return of unspent funds and other ineligible costs from partners. This Pro Tip serves as a reminder of how and when refunds should be activated, who is involved in the process, and why it is essential to proceed with care.

What is the Refund Module?

The Refund Module enables CBPFs to request and track the return of unspent grant funds and/or ineligible costs from implementing partners directly in OneGMS. It brings the entire process—from initiation to closure—into the system.

Who Can Activate Refunds and When?

Refunds are usually initiated after the audit process is complete where ineligible expenditures and/or unspent grants have been identified. This allows the process to be tied to validated financial findings. However, refunds may also be triggered outside of audits when required.

Refunds can be initiated in two ways:

• Automatically by CBPF Finance after audit completion (when the audit report indicates unspent or ineligible funds).

• Manually by HFUs or by CBPF Finance from the project ADM tab.

Important: Once activated, a refund cannot be deactivated. Please ensure internal review and validation before initiating manually.

For HFUs, it is crucial to avoid accidental activation, especially when working on project revisions. The “Activate” button for Refunds is adjacent to the one for Revisions—please double-check before clicking!

Who Does What?

The refund process involves multiple stakeholders working in sequence:

1. HFU or CBPF Finance:
   • Activates the refund (manually if required).
2. CBPF Finance:
   • In the “Begin Refund” stage, CBPF Finance enters the refund amount, the date of the request, and continues to trigger the refund.

3. Implementing Partner/ HFU:
   • Receives notification that Refund is triggered and accesses the Refund tab.
   • Inputs the amount refunded and the date of the payment.
   • Uploads proof of refund once the transfer is completed.

4. CBPF Finance:
   • Confirms the amount received, the number and date of receipt.
   • Inputs other charges incurred in the process and flags the refund as final or not.
   • Endorses the refund which closes the instance in OneGMS.

Important: Once a refund is endorsed, it cannot be undone in the system.

Processing a Refund Waiver in OneGMS (CBPF Finance)

In cases where a refund is not required, CBPF Finance can apply a waiver directly within the Refund Module if the total balance due is less than $250. This option becomes available only after the refund instance has been activated, whether manually or automatically following an audit.

How to Apply a Waiver:

1. Activate the Refund Instance. The refund must first be activated to enable the waiver option.
2. Enter the Requested Amount (i.e. amount to be waived) and the Requested Date.
3. Continue to Process the Waiver (only available if the total balance due is below $250).

4. Once the refund is under “Refund process for waiver”, select “Waiver” or the relevant label for the amount waived in the drop-down list instead of entering the amount received. Enter the amount waived from the balance due and the date.

4. Upload any required documentation (e.g. waiver memo) in the documents section of the Refunds tab.
5. Once the waiver is applied, the refund instance is locked for partner action and can be formally closed by CBPF Finance.

Important: Waivers are final and cannot be reversed once submitted.

Need More Guidance?

Full guidance with screenshots is available in the Help Portal article on Refunds.

For technical issues or support, reach out to the OneGMS Support Team at gms-support@un.org.