Admin Level - Superuser

When you need to refund a donation from the TUMoney fundraising system you have to use the billing system to track it accurately in your financials. This is a 3 step process.

Step 1: If it was a credit card donation, contact TU Support to refund the CC

  1. Go to Event Fundraising Admin.
    1. Chameleon users: In the side menu click TUMoney > Event Fundraising Admin.
    2. New CMS users: In the side menu click Business Tools > Event Fundraising Admin.
  2. Click the Results tab.
  3. Find the donor to refund, using the search tools if needed.
  4. Below the donor's name, copy the transaction ID (if you accidentally click the link, just click the back button in your browser).
    TU Money transactions
  5. On the right side of your site, click the Need Help? link.
  6. Click Contact Help.
  7. Request a CC refund with the following details:
    1. Team name
    2. Donor name
    3. Account name
    4. Transaction ID: type or paste the transaction ID you copied.
  8. Wait to hear back from TU Support that they successfully refunded the amount before proceeding to the next steps.

Step 2: Update the Billing System in SwimOffice

  1. Go to Invoices & Payments.
    1. Chameleon users: In the side menu click Billing Admin > Invoices & Payments.
    2. New CMS users: In the side menu click Financial Tools > Invoices & Payments.
  2. Search for the account to which the donor donated.
  3. Click [History] under the Acct Balance column.
  4. Enter the donation date range for "Beginning Date" and "End Date" and click Search.
  5. Scroll down to find the donation transaction under Invoice Items.
    Account Invoice History
  6. Leave this Account Invoice History tab or window open and switch back to the Billing Overview browser tab.
  7. Click view in the Acct Balance column.
  8. Click New Credit on the next screen.
  9. Enter the Credit Description (perhaps Donation refund).
    Donation credit
  10. By the Chart of Account field, click Select.
  11. Click Select by the desired CoA (you can switch back to the Account Invoice History tab to see the CoA used for the donation).
  12. Enter the Amount to Credit as a negative number, such as -100.00.
  13. When finished, click Save Credit.
  14. You will need to repeat these steps if there is a TU processing fee for $3.95 and you want to refund that too.
  15. Click New Refund Credit Balance.
  16. Click the Payment Type dropdown and select -Refund-.
    Donation refund credit balance
  17. Enter the New Refund Amount as a negative number, such as -100.00.
  18. Enter a Check # or Reference such as Cash or CC.
  19. Enter a Message or Memo (perhaps "Donation refund, transaction ID XXXXXXXXXX" from the steps above if it was a CC refund).
  20. When finished, click Save New Refund.
  21. Click Done.
  22. You may now close the Account Invoice History window or tab.
  23. If it was a non-CC donation you will need to give the actual money back to the donor in the method of your choice, such as writing them a check.

Step 3: Update TUMoney system

  1. Go to Event Fundraising Admin.
    1. Chameleon users: In the side menu click TUMoney > Event Fundraising Admin.
    2. New CMS users: In the side menu click Business Tools > Event Fundraising Admin.
  2. Click the Results tab.
  3. Click the desired donation.
  4. If you are refunding the complete donation, in the lower left click the Delete Donation button.
  5. If you refunded part of the amount donated, update the Amount to donate to the correct amount.
  6. When finished, click Save Changes.

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See Also
Refund a Credit Balance
Add a credit