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Processing Refunds
Processing Refunds
Summary
Summary
Granting refunds when payments are incorrectly processed by us is important, not only for the integrity of our business, but also for maintaining trust with our enrolled families. However, not all disputed payments should be processed as a refund. This guide details when it is appropriate to grant a refund and how to process them.
Resources
Resources
Step-By-Step Guide
Step-By-Step Guide
Step 1: (IMPORTANT!) Determine whether it is appropriate or not to grant a refund!
Step 1: (IMPORTANT!) Determine whether it is appropriate or not to grant a refund!
Refunds are ONLY necessary if a payment was withdrawn incorrectly and WE ARE AT FAULT. This would include:
When someone is accidentally charged multiple times in one month
When someone is accidentally charged for MORE than their current membership pricing (does not include franchise-wide price changes)
When someone is accidentally charged for a canceled enrollment
They MUST have given you something in writing! A Membership Cancellation Form should have been sent.
They MUST have canceled their membership a week BEFORE the first of the next month. Otherwise refunds are not permitted! However, a CD may choose to allocate their payment as credit for a future enrollment.
Step 2: Get approval for the refund through your District Director
Step 2: Get approval for the refund through your District Director
Before processing a refund, you MUST discuss with your District Director.
District Directors must give final approval before a refund can be processed.
Step 3: Login to Radius and navigate to the the correct Account Details page
Step 3: Login to Radius and navigate to the the correct Account Details page
Log into Radius
Click Accounts -> Account Management, then search for the correct account
Step 4: Click on Invoices and find the invoiced Transaction to refund
Step 4: Click on Invoices and find the invoiced Transaction to refund
Click on the Invoices button
On the invoices list, locate the correct invoice you would like to refund
Click the Transactions button on that invoice
Step 5: Click on Refunds and fill out the correct amount to be refunded
Step 5: Click on Refunds and fill out the correct amount to be refunded
Click on the Refunds button
Go through the refund options and input the correct amount to be refunded
Add any additional necessary information
Complete!
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