Payments and Refunds

To apply a discount to a career fair registration follow the instruction on the Handshake Article - Career Fairs: Applying a Discount to a Registration. 

Note: The discount does not occur through Handshake, you must follow the steps in our employer refund process below to ensure the employer is reimbursed.

To ensure quality customer service and consistency for employers, follow the below guidelines for invoicing and payment information for career fairs:

Payment Instructions:

• You may choose to pay by Credit Card or Manual (by check). After your registration is approved, an invoice will be emailed to you with payment instructions. Please note: University of Minnesota departments can select Manual if paying by an EFS#.

• Include the following on your Invoice.

  • • • INVOICE

      • PAYMENT OPTIONS: Federal ID#41-6007513

      • Payment Deadline: DATE

      • Pay by Credit Card: Click on the blue “your registration” link at the top of this email to take you to your registration. Then, click on the green “Pay Now” button on the left-hand side of your screen. Enter your credit card information.

        • • You can also check the “Remember me” box to remember your credit card for future payments on Handshake.

      • Payment by Check: (NOTE: YOU DON’T NEED TO INCLUDE THIS IF YOU DON’T ACCEPT CHECKS FOR YOUR EVENTS)

        • • Make check payable to: University of Minnesota

          • Send your check to:

            • Event Coordinator’s Contact Name

            • University of Minnesota

            • Event Name

            • Room Number and Building

            • Street Address

            • City, State Zip

• Questions? If you have any questions please email or call:

  • • • Event Coordinator Name (and Title)

      • Event Coordinator Email

      • Event Coordinator Phone Number (optional)

• Payment by EFS: (NOTE: YOU DON’T NEED TO INCLUDE THIS IF YOU DON’T HAVE UNIVERSITY DEPTS ATTEND YOUR EVENTS).

  • • • Transfer the funds into the job fair's EFS account ( #EFS). Email XXX (event contact name & email) when the funds have been transferred so we can mark your registration paid.

      • For the Refund Policy: Refund requests must be made in writing to EMAIL. No refunds after DATE.

The University of Minnesota uses Stripe as their vendor for payments through Handshake for events and fairs. Handshake’s process is to do a funds transfer to the university at the beginning of the month for all payments received in the previous month (e.g., August 1-31 payments are sent at the beginning of September).   

CSA receives ALL Handshake payments for the entire university. Once CSA receives funds, the University's Handshake Manager works with the university’s budget office to distribute payments to units via various account strings (EFS accounts and chartfields) aligned with their respective events or fairs.  

Becky Hall (rahrah@umn.edu) and Katie Kovarik (kovar051@umn.edu) are the university’s point of contacts for Stripe. 

If you have an outstanding balance from an organization after your event follow these steps to submit for payment:

1. Select Fairs on the left navigation bar

2. Next, select “Include Past Fairs”

3. Open your fair

4. Select View Employers, then click on the specific organization account you are post billing

5. In the upper right hand corner select Edit

6. Change the necessary fields (ie. general items may be “additional table, Additional Representatives, Additional Lunch Tickets, etc). - Options here are dependent on each fair

   • If you are adding representatives, you must change both the number of representatives (listed next to their contact name) and change the quantity under “additional items” - this will charge an additional fee

7. Set Payment Method to Credit Card*

8. Change from Paid to Invoiced*

   • Most likely the organization was marked as Paid before the event, which removes the Pay Now button. They must be marked as invoice to complete your request

9. Send the additional invoice with notice “Payment Required”

10. An additional recommendation is to follow up with a personalized email to make them aware of or remind them about the invoice.

Employer Refund 

• If an employer requests a refund, submit a refund request form to Handshake to process refunds for registrations - this is now the case for all refunds, even those requested within the same month as the payment. Handshake will process the refund after you complete and submit the form. To complete the process and trigger a refund receipt to the employer, also record the refund inside of Handshake by following the steps on Handshakes How to refund a career fair registration process.

• Note: If more than five refunds are processed for your event in one month email the Handshake Manger to let them know.

Student Refund

• Request in the same month: If a payment and refund request occurs within the same calendar month (e.g., payment September 9th, refund request September 20th), You will need to submit a ticket to Handshake with a spreadsheet that includes the students first & last name, their email address, amount that needs to be refunded, and date paid. You should be able to gather most of this information from the “Download Attendees CSV” button on the student attendee page of the career fair. Handshake will process the refund for you, once you have confirmation of payment from Handshake, your next step will be to track the refund by indicating the refund inside of Handshake. To track, follow the How to refund a career fair registration process.

• Request in a different month: If a refund request happens after the calendar month (e.g., payment made in August, student requests refund in September), your college will be responsible for refunding the student(s) by check. You will need to track the refund by indicating the refund inside of Handshake by following the How to refund a career fair registration process.