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Property Management
  • Table of Contents
  • 2025 Checklists & Guidelines
  • 2025 Seasonal Sales Process
  • Quick Access Links
    • Support Numbers
  • GM Operations
    • Annual Inspections
    • Campground Sign Replacement
    • Camp Store Best Practices
    • CapEX Process & Oversight
    • Constellation of Success
    • Contractor Waiver of Liability
    • Cosmic Camper Referral Program
    • Cosmic Cleaning Checklist
    • Day Passes
    • Equipment and Vehicle Oversight
    • Field Level Property Inspections
    • Guest Experience
    • Guest Referral Program
    • How to Test WIFI
    • Incident Reporting
    • Issuing Refunds Via Check
    • Key Log Accountability
    • Licensing Process
    • Mission Retail
    • New Users (Newbook & Venmo Sumo)
    • Onsite Cash Handling
    • Property Expense Approval Process
    • Property Inspection Report
    • Requesting SSC Certificate of Insurance to Vendors
    • Purchase Order (Store)
    • Receiving/Finalizing Purchase Order
    • Regional Property Inspections
    • Registered Sex Offender
    • Sage - Master Chart of Accounts
    • Seasonal Rate & Implementation
    • SSC Photo Guide
    • Startle Music Service
    • Weekly Accounting Process
    • VenueSumo
      • Training Videos
  • HR
  • Marketing
    • 2025 Themed Months
    • Birdeye
    • Social Media Posting
  • Communication
    • After Hour Phone
    • Communication Flow
    • SSC Call Flow Process & Policy
    • SOP Roll Out Process
  • Maintenance
    • Electrical
    • Jumping Pillow
    • Lock Out Tag Out
    • Off Season Energy Conservation!
    • Pre-Arrival Site Check
    • Post Departure Site Check
    • Pre-Operational Inspections
    • Propane
    • Pool
    • Riverside Retros
  • Front Desk/Housekeeping
    • End of Shift Cash Closing
    • Arcade Reimbursement
    • Golf Cart
    • Binocular Rental
    • Bounced Check Collection
    • Employee Discount
    • After Hours Check In - W/ & W/out Reservation
  • Safety/Guest Interaction/IT
    • Arcade Reimbursement
    • Blocked Guest
    • Chemical Storage
    • De-Escalating Upset Guest
    • Google Review Cards
    • Managing Impaired Guest
    • Safety Data Sheets
    • Spam Email Anatomy!
  • More
    • Table of Contents
    • 2025 Checklists & Guidelines
    • 2025 Seasonal Sales Process
    • Quick Access Links
      • Support Numbers
    • GM Operations
      • Annual Inspections
      • Campground Sign Replacement
      • Camp Store Best Practices
      • CapEX Process & Oversight
      • Constellation of Success
      • Contractor Waiver of Liability
      • Cosmic Camper Referral Program
      • Cosmic Cleaning Checklist
      • Day Passes
      • Equipment and Vehicle Oversight
      • Field Level Property Inspections
      • Guest Experience
      • Guest Referral Program
      • How to Test WIFI
      • Incident Reporting
      • Issuing Refunds Via Check
      • Key Log Accountability
      • Licensing Process
      • Mission Retail
      • New Users (Newbook & Venmo Sumo)
      • Onsite Cash Handling
      • Property Expense Approval Process
      • Property Inspection Report
      • Requesting SSC Certificate of Insurance to Vendors
      • Purchase Order (Store)
      • Receiving/Finalizing Purchase Order
      • Regional Property Inspections
      • Registered Sex Offender
      • Sage - Master Chart of Accounts
      • Seasonal Rate & Implementation
      • SSC Photo Guide
      • Startle Music Service
      • Weekly Accounting Process
      • VenueSumo
        • Training Videos
    • HR
    • Marketing
      • 2025 Themed Months
      • Birdeye
      • Social Media Posting
    • Communication
      • After Hour Phone
      • Communication Flow
      • SSC Call Flow Process & Policy
      • SOP Roll Out Process
    • Maintenance
      • Electrical
      • Jumping Pillow
      • Lock Out Tag Out
      • Off Season Energy Conservation!
      • Pre-Arrival Site Check
      • Post Departure Site Check
      • Pre-Operational Inspections
      • Propane
      • Pool
      • Riverside Retros
    • Front Desk/Housekeeping
      • End of Shift Cash Closing
      • Arcade Reimbursement
      • Golf Cart
      • Binocular Rental
      • Bounced Check Collection
      • Employee Discount
      • After Hours Check In - W/ & W/out Reservation
    • Safety/Guest Interaction/IT
      • Arcade Reimbursement
      • Blocked Guest
      • Chemical Storage
      • De-Escalating Upset Guest
      • Google Review Cards
      • Managing Impaired Guest
      • Safety Data Sheets
      • Spam Email Anatomy!

Issuing Refunds Via Check

Issuing Refunds via Check SOP 

Last Updated: May 2025 

 

Overview 

All refunds must be processed to the original form of payment whenever possible. A check refund should only be issued in the following cases: 

When to Request a Check Refund 

  • The original credit card used for payment is expired or has been closed. 

  • The original payment was made by check. 

  • The original payment was made by cash. 

Step-by-Step Procedure 

1. Guest Initiates Cancellation 

  • The guest calls to cancel their reservation. 

  • The General Manager (GM) instructs the guest to send a cancellation and refund request to manager@campatXX.com from the email address listed in their guest profile. 

  • The guest must include the mailing address where they would like the refund check sent. 

2. GM Processes the Request 

  • GM receives the guest’s email and: 

  • Forwards the email to the Regional Director (RD). 

  • Attaches a PDF of the guest’s reservation (exported from Newbook). 

  • Adds a note in the guest’s booking in Newbook to document the check refund request. 

  • Uploads a screenshot of the guest’s email to the booking’s Newbook Drive. 

3. RD Verifies and Approves 

  • The RD: 

  • Reviews the reservation in Newbook. 

  • Confirms the sender's email matches the guest profile. 

  • Verifies the refund amount is accurate and matches internal records. 

  • Once verified, the RD sends an email to AP@spaciousskiescampgrounds.com with all required documentation. 

Email to AP – Required Format 

Send To: AP@spaciousskiescampgrounds.com 

Subject Line: Check Refund Request – [Guest Last Name], [Campground Name] 

Email Body Must Include: 

  • Forwarded email from the guest initiating the refund request. 

  • PDF of the reservation from Newbook. 

  • Guest’s full name. 

  • Guest’s current mailing address. 

  • Total refund amount. 

  • Campground name. 

  • Reason refund is being issued via check (card expired, check or cash payment). 

4. Accounts Payable Processing 

  • Allow 15 business days from the time the email is sent for the check to be issued. 

  • The GM must review Bill.com to verify the issue date of the check. 

5. Record the Manual Refund in Newbook 

  • Once the check is confirmed as issued: 

  • Navigate to the guest’s booking in Newbook. 

  • Submit a manual refund with the refund method marked as "Check". 

  • Enter the check number in the Reference Number field. 

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