You can refund payments made by parents when signing their child up for a club. Please note that it is not possible to do this in bulk for all students in a club.
The types of refunds and membership cancellations you can perform will depend on whether the club is a free or paid club. We'll go through each of the examples, and see how a full refund, partial refund, and cancellation can be issued in each case.
Top Tip: Attendance recorded for Standard Clubs is not deleted if membership is removed, so you may wish to delete the marks.
Permissions
To be able to give refunds and cancellations you'll need the Finance: Administer or Extra-Curricular: Administer permissions.
If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.
Cancelling a free club membership
For a free club, as no payments were made, you can cancel membership to the selected session.
First, go to School > Activities > Clubs and select the club. Scroll down to the Club Participants section. Click the membership you want to cancel.
In the slide over, you'll be able to select which membership period to cancel if multiple periods were signed up for.
You can then click to cancel the membership, and click through the steps to confirm this change.
Cancelling a paid club membership
Please note that:
- Payments made via Cash, Cheque or Bank Transfer can only be refunded via Cash or Check, and payments made via Card can only be refunded by Card.
- Payments made via Apple or Google Pay can be refunded using the Card method. The amount will be automatically refunded to the card the guardian has linked to Apple or Google Pay.
- Refunds made via Cash or Cheque logged in Arbor are merely a log of the transaction. It is the responsibility of your school to ensure the refund is actually paid outside of Arbor.
Go to School > Activities > Clubs and select the club. Scroll down to the Club Participants section.
Click the membership you want to cancel.
In the slide over, you can either select a specific membership to cancel (to enable you to select how much to refund) or cancel all future memberships at once.
When using the bulk option, you click to cancel the membership and click through the steps (shown below) to confirm this change.
When cancelling in bulk, the refund will be processed as being returned in the same way as it was paid.
You will have needed to select a specific session.
If the initial payment was logged as cash, the refund method will default to cash. If a cheque, the refund method will default to cheque. If needed, you can select the alternate option when refunding individual sessions (not when cancelling in bulk). If the initial payment was logged as a bank transfer, you must select to refund by cash or cheque.
- To log the whole payment as refunded, click Proceed to the next step.
- To choose how much to log as refunded, click the Go to advanced options button.
If you selected Go to advanced options, you can select how much to log as refunded, and whether to cancel the club membership or not.
Then confirm your choices and click Confirm.
You will have needed to select a specific session.
If the initial payment was paid by card, the refund method must also be card. Click to proceed to the next step and confirm the cancellation and refund.
- To refund the whole payment, click Proceed to the next step.
- To choose how much to refund, click the Go to advanced options button.
If you selected Go to advanced options, you can select how much to refund, and whether to cancel the club membership or not.
Then confirm your choices and click Confirm.
If the parent selected to sign their child up for the club without making a payment, you will only be able to cancel the membership.
Reconciling refunds made
To reconcile payments and refunds made against the invoice created when the memberships were booked, you can go to School > Payments > Accounts > Invoices > Clubs. Select the invoice.
In the slide over, you can see any items linked to the invoice and their status.
You can click the More Information button for a full breakdown of the invoice, including the refunds made.
Refunds for card payments will be processed and will be paid back to the original payer's account in 3-5 working days. You can see this in School > Payments > Reconciliation > Card Payments > Stripe Payouts.
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