The chapter can request a refund for any of your members, at any time directly through the platform. Just because an account has a credit does not mean we will automatically process a refund. It is up to the chapter to request and approve a refund for their members.
Invoice Dashboard >
Request Refunds Tile > Manage >
Submit New Refund Request Link.
Once you click the Submit New Refund request link, all accounts will load on this module but only accounts with a credit that qualify for a refund will allow you to click the green check circle'" next to the member’s name to request a refund. Once you have selected the accounts you wish to refund, select Continue.
You can scroll to find the member you wish to refund or if you select the circle on the upper left-hand side it will auto-select every account that qualifies for a refund.
NOTE: This module does include alumni members.
You will then need to select:
- The reason for the refund in the drop-down
- put in the amount you'd like to refund.
You can only request one refund per member at a time.
NOTE: The module will not let you request more than the total credit balance (including pending charges) listed.
EXAMPLE: if you have a member with a $100.00 credit, you cannot request a refund for $150.00. If you would like to request that much, you will need to adjust the account balance to reflect a larger credit. You can use the remove charge module or add a negative charge to increase the credit on a member's account.
The amount approved for the refund is pulled from the chapter’s bank account. The requested refund amount goes onto the last form of payment made on the member's account and typically takes 7-14 business days to process.
***If there have been no payments actually processed through the greekbill account, we cannot process the refund.
NOTE: If the member’s last form of payment was with a check, we will process the refund as a check. You will see a note that is a hyperlink to click on and add the member’s verified address. The refund will be processed and mailed to the address you added during the request.
NOTE: Once the refund has been processed, we cannot cancel the refund. There is no way to pull the funds back. If there is any reason the refund was unsuccessful, the admin that requested the refund will receive an email with the reason.