Refunds

The tracking of a refund has a number of steps that begins when someone reaches out to your organization for a refund.

Based on your refund policy and the context of the situation, decide whether a full or partial refund will be offered. If the payment was made online, log into your Harbour Pay dashboard to trigger a full or partial refund. Then track the refund on PlayFinder as shown here. 

1. From the "Programs & Teams" drop-down menu on your Org Management page,  click "Program Members" to edit the roster for the program. 

2a. From the registration drop-down for the participant, change the status from "Paid" to "Quit".
2b. From the registration drop-down click "Family Transactions".

3. On a fee transaction for a program where the participant is marked as "Quit" you have the option to "Approve Refund" 

• This will create the transaction for the refund and show up as a credit on the account. 

• If a partial refund, edit the $ amount here. 

• A high level org admin or a registrar/organizer has the ability to do this step.

• You can choose whether or not to email a notification of this approval

4. On the newly created Refund transaction, you will then have the, option to "Issue Refund". 

• This is where someone will document that a cheque or etransfer was done or if the refund was triggered online via their Harbour Pay Dashboard.

• For some, they may not issue the refund and just keep it as a credit for their next fee transaction. 

• A high level org admin or treasurer/financedpt must issue the refund.

• You can choose whether or not to email a notification of the refund being issued.

When a refund is issued, the treasurer for the organization will receive an email for your records:

A refund of $90.00 has been approved for the following activity: Registration for [Organization Name] - [Program Name].

PlayFinder Transaction ID: MCA-17738083-REFUND

Participant: Millie Andrews

Primary Contact: Bob Andrews

Family Address:

1234 Hwy 5678 , Faketown , Canada , NS, B2G 2L1 

To do a refund on your Harbour Pay dashboard, log in and go to your payments. Find the payment in question and click the 3 dots beside the payment. Click "Initiate Refund".