A GST refund marked “pending” can mean two different things: the tax officer is still processing the application on the GST Portal, or the Public Financial Management System (PFMS) is validating your bank account or releasing an approved payment. A rejection, meanwhile, is explained in the notice or order issued for your specific claim.
Start with the refund’s ARN. Track it on the GST Portal, then check PFMS if the case has reached bank validation or payment. If you receive FORM GST RFD-08, answer every stated ground in FORM GST RFD-09 within 15 days of receiving the notice, with records that address those grounds. The officer then issues RFD-06, which sanctions the refund wholly or partly or rejects it.
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This guide separates the officer’s decision from the payment process, explains what each form means, and gives you a practical way to preserve evidence and respond without missing the notice deadline.
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GST refund processing has a tax-administration side and a payment side. The GST Portal shows the application’s processing stage, documents, notices and orders. PFMS handles bank-account validation and the downstream disbursal process. A claim can be complete on the officer’s side but still be held up because the bank account has not validated or a payment file has failed.
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| System | What it can show | Your next action |
|---|---|---|
| GST Portal | Application acknowledgement, deficiency memo, show-cause notice, reply, sanction or final order | Open the latest document, comply with any response requirement and save the acknowledgement |
| PFMS | Bank validation after filing or payment-order processing, validation errors and disbursal status | Review the error description, verify account details and follow the correction or revalidation path |
Do not infer a universal rejection reason from the word “pending” or from another taxpayer’s experience. The individual notice or order is the authoritative explanation for your claim. The same word can therefore require completely different actions: waiting for an officer, correcting bank information, replying to a notice, or checking whether a sanctioned amount has actually been disbursed.
Why the distinction matters
The GST Portal and PFMS do not answer the same question. The GST Portal answers, “What has happened to my refund application and what document or action is next?” PFMS answers, “Has the nominated account passed validation and has the approved payment moved through disbursal?” Checking only one system can leave a gap in your diagnosis. For example, an RFD-06 may show a sanction while PFMS still shows a failed validation, or the GST Portal may show no new tax objection while the payment side is waiting for corrected account particulars.
Check the GST Portal with your ARN
Keep the Application Reference Number (ARN) receipt available. GSTN’s refund-tracking workflow for a logged-in taxpayer is:
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- Sign in to the GST Portal.
- Open Services > Refunds > Track Application Status.
- Select the filing year or enter the ARN.
- Search and record the stage shown for the application.
- Open and save any acknowledgement, deficiency memo, notice or order displayed with the claim.
The result identifies whether the application is waiting with the officer or requires action from the taxpayer. Save a PDF or screenshot showing the ARN, date and current stage before you begin responding. Keep the original ARN receipt as well, because it ties the status record and subsequent forms to the particular application.
If you are not logged in
A GSTN functionality guide also documented a pre-login route: Services > Track Application Status > Refund, followed by entry of the ARN. Portal labels can change, so use the labels currently visible on the live GST Portal. If the pre-login route is unavailable, sign in and use the refund menu instead.
What to open when a document appears
- Acknowledgement: confirms that the electronic refund application entered the process.
- Deficiency memo: indicates that the officer has identified a deficiency requiring the process to be addressed under the applicable procedure.
- RFD-08: a show-cause notice stating why all or part of the refund is considered inadmissible or not payable.
- RFD-06: the officer’s final sanction, partial-sanction or rejection order.
Read the actual document rather than relying only on the status label. Its facts, tax period, amount and stated grounds determine what you must do next. Note the date on which you received or accessed each notice, the response date stated in it, the amount under discussion and whether the issue concerns the whole claim or only a component.
Make a status record
For each check, record the date and time, the displayed stage, and the document names available for download. If more than one document appears, use the latest document to determine the immediate action but retain earlier versions. A simple chronology—RFD-01 filing, acknowledgement, deficiency memo, RFD-08, RFD-09 submission, RFD-06 and any RFD-05 or PMT-03 record—helps you explain the claim consistently to your accounts team or adviser.
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PFMS is involved at two connected points. After the taxpayer files RFD-01, PFMS validates the nominated bank account. The officer can issue the payment order, RFD-05, only after that validation succeeds. PFMS validates again after RFD-05 before final disbursal.
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- Open the PFMS GST tracking facility referred to in the GSTN advisory.
- Enter the GSTIN or account number requested by that facility.
- Check whether validation succeeded, failed or is still being processed.
- If an error is shown, save the exact description and compare the account details with the bank record.
How to interpret a PFMS failure
The GSTN advisory distinguishes two broad paths:
- Technical file-exchange problem: the GST System is expected to correct the file and submit it for revalidation. Monitor the status rather than filing a duplicate refund solely because of this message.
- Incorrect bank-account details: the account information must be corrected, after which the officer re-issues RFD-05 so validation and payment can proceed.
Check the account number, name, branch and other particulars against the account evidence available to you. Do not assume that an RFD-06 sanction means the money has already reached the bank; payment can remain pending in PFMS.
Bank-validation checklist
Compare the account number and other particulars entered for the refund with the bank record used for the nominated account. Check for transcription errors, an outdated account, a mismatch in the account name or branch information, and any change made after filing. Preserve the PFMS error text rather than paraphrasing it when you contact the officer or accounts team. If the error is identified as incorrect account information, provide the corrected particulars through the applicable GST process so that the officer can correct and re-issue RFD-05. If the error is technical file exchange, allow the GST System’s revalidation path to run and continue monitoring rather than making a second claim for the same amount.
Respond to an RFD-08 show-cause notice
Under the CBIC refund rules, an officer issues RFD-08 when the officer considers the whole or part of the claim inadmissible or not payable and must record the reasons. Your response is FORM GST RFD-09 and is due within 15 days of receiving the notice.
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Random freezes, missing sound and display glitches usually trace back to one bad driver. Find and replace yours safely.Free scan · under a minuteThe fifteen-day period is tied to receipt of the notice, not to the date on which you happen to start drafting. Treat the notice as time-sensitive: save the notice, note the receipt date, calculate the response date, and arrange the supporting records immediately. If several notices or amended documents exist, confirm which one is the operative notice and answer every stated ground.
Build the reply reason by reason
- Copy the structure of the notice. List each numbered or separately stated ground so none is missed.
- Answer each ground directly. Explain the transaction, period and amount relevant to that ground; do not submit a general narrative that leaves a specific allegation unanswered.
- Attach claim-specific evidence. Depending on the refund category and the notice, this may include relevant returns, invoices, export records, bank documents or other records. The rules do not create one universal attachment list for every refund type.
- Cross-reference attachments. Label files clearly and state which paragraph or allegation each file addresses.
- Submit electronically in RFD-09. Use the taxpayer dashboard, complete the form and upload the response and supporting documents.
- Retain proof. Save the submission acknowledgement, ARN or other receipt, the filed reply and every attachment.
How to write a clear explanation
Begin with the ARN, applicant details, refund period and amount claimed so the officer can match the reply to the correct record. Reproduce or summarize each ground in a separate heading. Under that heading, state the relevant fact, identify the document that proves it, and explain the amount affected. If one attachment supports several grounds, say so explicitly and identify the page or section where the supporting detail appears. Keep calculations consistent with the figures in the return, invoices and refund application.
Do not send an unindexed bundle of documents with no explanation. A large file does not answer a ground unless the officer can see which document addresses it. Conversely, do not attach unrelated records merely to increase volume. The evidence should be tied to the notice and the refund category.
Submit within the 15-day period even if you are still obtaining a document. If an important record cannot be obtained in time, explain that fact in the reply and identify the evidence already supplied; seek professional advice where the notice raises a material tax dispute. Keep a copy of the exact files uploaded, because later downloads or portal previews may not preserve your original filenames and chronology.
What happens after RFD-09
The officer considers the reply and evidence and then issues RFD-06. The order can sanction the entire amount, sanction only part of it or reject it. The refund rules also provide that an application must not be rejected without a reasonable opportunity of being heard. Read the final order to see how the officer dealt with each ground and each amount.
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Compare the RFD-06 with your RFD-09 rather than reading only the final number. Mark each ground as accepted, partly accepted or rejected, and note any calculation difference. If the officer has sanctioned an amount, continue to check PFMS because the tax decision and payment disbursal are separate steps.
Understand the forms in the refund process
| Form | Purpose | Who acts |
|---|---|---|
| RFD-01 | Electronic refund application | Taxpayer |
| RFD-02 | Acknowledgement in the refund process | Officer/system |
| RFD-03 | Deficiency memo stage in the process flow | Officer |
| RFD-08 | Show-cause notice where the claim or part is considered inadmissible or not payable | Officer |
| RFD-09 | Reply to RFD-08, due within 15 days of receipt under the refund rules | Taxpayer |
| RFD-06 | Order sanctioning, partly sanctioning or rejecting the refund | Officer |
| RFD-05 | Payment advice/order, followed by PFMS validation and disbursal processing | Officer/system |
| PMT-03 | Re-credit order for the rejected portion in applicable cases | Officer |
The sequence is not always a straight line for every case. A deficiency memo or acknowledgement may appear before a notice; a payment order follows successful validation; and a partial rejection can create both a payment for the sanctioned amount and a re-credit issue for the rejected portion. Use the forms actually attached to your ARN to reconstruct what happened.
If RFD-06 rejects all or part of the claim
Download and read the complete RFD-06 order, including its reasoning and the amount rejected. In applicable cases, the rejected portion is re-credited to the electronic credit ledger through PMT-03. Confirm the credit in the ledger and reconcile it with the amount stated in the order.
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For a partial rejection, keep three figures separate: the original amount claimed, the amount sanctioned, and the amount rejected. Check that the payment and any PMT-03 re-credit correspond to the order. Do not treat a PMT-03 re-credit as a cash payment; it concerns the rejected portion being returned to the electronic credit ledger in applicable cases.
The documents and current rules reviewed for this guide do not establish a single appeal limitation period or a complete appeal-filing procedure. Therefore, do not rely on a generic deadline from an old article. Use the order date and instructions in the current rules, and obtain advice from a qualified GST professional promptly if you want to challenge the decision.
What to preserve if you may challenge the order
Keep the signed or downloaded RFD-06, the RFD-08, your complete RFD-09 submission, acknowledgements, calculations, attachments, GST Portal status history and PFMS records. A professional adviser will need the actual reasons and evidence, not merely a screenshot saying “rejected.” Avoid editing or overwriting the files after submission; retain the versions that were actually uploaded.
A practical evidence and follow-up checklist
- ARN receipt and filing year
- GST Portal status history and downloaded documents
- Copy of RFD-08, if issued
- Filed RFD-09 and its acknowledgement
- Returns, invoices, export or other records specifically relevant to each stated ground
- Bank-account proof matching the details used for validation
- PFMS error description or validation result
- RFD-05 payment order, if issued
- RFD-06 final order and any PMT-03 re-credit record
Use one folder for the claim and name files with the ARN, document type and date. This makes it easier to prove what was filed and to answer a later query without submitting inconsistent versions.
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Create subfolders for “Application,” “GST Portal,” “Notice and reply,” “Bank/PFMS,” and “Final order.” In each folder, retain the downloaded PDF, the date you downloaded it and any related acknowledgement. A spreadsheet or note can list the document, date, amount and action required. This is especially useful when several refund periods or ARN numbers are being handled at once.
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Common situations and the correct response
The GST Portal says the claim is pending with the officer
Open the claim record and look for a deficiency memo, notice or other task. If no action is requested, retain the status record and monitor it. If an RFD-08 appears, the 15-day RFD-09 response clock runs from receipt of that notice. Do not assume that “pending” itself is a rejection or that it authorizes a duplicate filing.
The claim is sanctioned but the bank has not received money
Check PFMS, because sanction and disbursal are separate stages. A second bank validation occurs after RFD-05. Resolve an account-data error with the officer so RFD-05 can be corrected and re-issued; a technical file-exchange error follows the system revalidation path described by GSTN.
PFMS shows validation is still in progress
Save the status and continue checking the GST Portal for the related payment order. If no incorrect-account error is shown, do not alter bank details merely because processing is taking time. If the status later changes to a technical failure, follow the revalidation path; if it identifies incorrect particulars, correct them through the applicable officer-led process.
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Only part of the refund is rejected
Use the RFD-06 reasoning to identify the rejected component and verify whether PMT-03 has re-credited that portion to the electronic credit ledger. Keep the sanctioned and rejected amounts separate in your accounting reconciliation. Also check PFMS for payment of the sanctioned part.
You receive an RFD-08 but some evidence is unavailable
Do not leave the notice unanswered. Submit RFD-09 within fifteen days, address every ground, identify the evidence you have supplied and explain what remains pending. Keep proof of your submission and obtain qualified advice if the missing evidence affects a material part of the claim.
You cannot find a general “reason for rejection” online
There is no single catalogue that determines every refund rejection. Grounds depend on the refund category, documents and facts in the claim. The RFD-08 and RFD-06 issued for your ARN control the explanation and response.
The portal menu looks different
GSTN has documented both logged-in and pre-login tracking routes, but labels can change. Use the current menu labels visible on the live GST Portal, retain the ARN, and use the logged-in refund route if the pre-login option is not available. Do not rely on an old screenshot as proof of the current workflow.
When to involve a GST professional
Consider prompt professional help when the notice disputes a substantial amount, involves several refund periods, requires complex reconciliations, or when you are unsure whether the records answer a stated ground. A professional can review the RFD-08, map evidence to each allegation and assess the options after RFD-06. Even then, keep control of the portal account, filing acknowledgements and original records so the response chronology remains complete.
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Frequently Asked Questions
How do I check my GST refund status?
Use the ARN on the GST Portal. After signing in, go to Services > Refunds > Track Application Status, select the filing year or enter the ARN, and open the displayed documents. A GSTN guide also documented a pre-login Services > Track Application Status > Refund route, although menu labels may change.
Why is my GST refund pending after it was sanctioned?
Sanction and payment are separate. Check PFMS for bank validation and disbursal status, including the second validation after RFD-05. An incorrect account detail may require correction and re-issuance of RFD-05; a technical file-exchange issue follows the GST System’s revalidation path.
What should I do after receiving RFD-08?
Read every stated reason, gather claim-specific evidence, and submit an electronic RFD-09 reply within 15 days of receiving the notice. Address each ground separately, label and cross-reference attachments, and save the submission acknowledgement.
What is the difference between RFD-06 and RFD-08?
RFD-08 is the officer’s show-cause notice explaining why all or part of the claim is considered inadmissible or not payable. RFD-06 is the later order that sanctions the refund wholly or partly or rejects it after considering the reply.
What happens to a rejected portion of a GST refund?
In applicable cases, the rejected portion is re-credited to the electronic credit ledger through PMT-03. Read RFD-06, confirm the amount, and reconcile the PMT-03 re-credit separately from any cash payment of the sanctioned amount.
Is there one standard reason for GST refund rejection?
No. The reason is claim-specific and depends on the refund category, records and facts. The RFD-08 notice and RFD-06 order issued for your ARN are the authoritative documents.
The Bottom Line
Use the ARN to separate the two possible problems: GST Portal processing and PFMS payment processing. Read the actual notice or order, not just the status label. If RFD-08 is issued, answer every ground in RFD-09 within 15 days of receipt and retain proof. Then read RFD-06, check PFMS for sanctioned-payment delays, and verify any applicable PMT-03 re-credit for a rejected portion.
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