This article is for scenarios where you are looking to process partial refunds for a cancelled class or activity for all. If you are looking to just withdraw and refund a single registrant see [[Withdraw Registration with Refund]]. ## **Refund Scenarios** There are multiple ways to handle refunds based on the situation. The examples below assume that payment and refunds are processed via credit card. --- ### **Scenario 1: Partial Refund While Keeping Registration Active** If your class has already started but will continue after a temporary shutdown, you may need to **issue a partial refund** while keeping the registration intact. #### **Steps to Process a Partial Refund:** 1. **Locate the Original Transaction** - Go to the student’s (or parent’s) account. - Find the **original registration transaction**. - Click the **REFUND** button. 2. **Adjust the Refund Amount** - A refund item will appear in the cart, defaulting to the full transaction amount. - Enter the **partial refund amount** and click **Update**. - The **Register Tape** should now display the updated (negative) amount. 3. **Assign the Refund to a GL Account (Optional)** - GL accounts can be configured in **Financial Setup > Admin > GL Account Setup**. - Select an account and ensure the **Discounts** checkbox is checked. - Any accounts marked as **Discount accounts** will be available in the Refund item dropdown. 4. **Complete the Refund** - Proceed to **Checkout**. - The system will **automatically select the credit card** used in the original transaction (you **cannot** manually enter a new card). - Click **Submit** to process the refund. ✅ **Important Notes for Partial Refunds:** - **Process only ONE partial refund at a time** to ensure proper tracking. - **Refunding a transaction does not affect the registration status.** If you need to remove a student, you must manually drop the class. - **This method does not replace voiding/canceling donations, memberships, or purchases.** --- ### **Scenario 2: Cancel Remaining Sessions & Drop Registration** If the class has already started but remaining sessions are canceled, you may decide to **drop students and refund tuition for canceled sessions**. #### **Steps to Drop a Registration and Process a Refund:** 1. **Locate the Student's Registration** - Go to the **Purchase History** tab. - Find the class under **Registration History**. - Click **Drop**. 2. **Adjust the Refund Amount** - A **withdrawal item** will be added to the cart. - Enter the amount you **are NOT refunding** into the **Withdrawal Fee** field. - The remaining balance will be refunded automatically. 3. **Checkout to Process the Refund** - Follow the **same checkout process** as in Scenario 1. 🔹 **Alternative Option:** You can also follow **Scenario 1** if you prefer to keep the registration record intact. --- ### **Scenario 3: Canceling a Class Before It Starts** If a class **has not yet started**, and you need to **cancel all sessions and issue full refunds**, follow these steps. #### **Steps to Process Full Class Cancellations:** 1. **Drop All Students** - Navigate to **Purchase History**. - Locate the class under **Registration History**. - Click **Drop**. 2. **Set the Withdrawal Fee to Zero** - If your withdrawal fees are **automatically calculated**, override it by setting it to **$0**. 3. **Proceed with Checkout** - Follow the same steps as in previous scenarios to complete the refund. --- ## **General Refund Guidelines** Regardless of the scenario, keep these key points in mind: ### **Batch Processing & Same-Day Refunds** - **For processors using batch processing** (e.g., **Authorize.net, Heartland, Payeezy**), issuing a **partial refund on the same day as the original transaction** may **void the entire payment**. - **PayPal does not have this issue.** ### **Refund Limits & Transaction Rules** - **You cannot refund more than the original transaction amount.** This is an anti-fraud measure enforced by payment providers. - **If a student has multiple registrations processed in separate transactions**, drop and refund each transaction separately. ### **Handling Partial Refunds Across Multiple Transactions** - You can **combine multiple partial refunds into a single transaction**. - Example: - Two transactions of **$200 each** - Refund **$75 per class** (total: **$150**) - Since either transaction is large enough, you can refund **$150 from one transaction** instead of **$75 from each**. - ⚠ **However, this may affect reporting**, as the refund will only be linked to one transaction. ### **System Warnings** - If you try to refund **more than the remaining balance of a transaction**, the payment gateway will reject it. ### **Marking Classes as Canceled** - If a class is **completely canceled** or **all remaining sessions are canceled**, mark it as **Canceled** in Canvas. - This allows you to generate a report of affected students later. - Use **Class Publishing in Admin** to cancel classes in bulk instead of editing them one by one.