How to issue a partial refund (without cancelling a participant from an event)

Important Note: Determine whether you need to remove a financial option that a participant has selected, or adjust the price of a financial option that they have purchased. Choose the procedure below that works best for the adjustment you are trying to make to the account. Before beginning this process, it is a good practice to check your financial option discounts to be sure that you have an appropriate discount to choose from. For information on creating financial options, click here.

Choose this procedure if the participant should no longer have this financial option associated with his/her program. (Example: A participant has opted out of an add-on financial option for a Conference Banquet, he/she needs to have this financial option refunded and removed completely.)

1.	Find and select the individual you wish to refund using the 'Search For' box located on the middle left side of the management system. Clicking on their name will bring up their information in the Data Center.

2.	Make sure you're looking at the Participants tab, as opposed to the Payments, Communications, or Online Account tabs.

3.	By clicking on the sign to the left of the participant's name, expand the event information for the participant you wish to refund.

4.	Click on the sign next to the name of the event (the light blue line) to see all of the financial options (the gray lines) associated with that event.

5.	Locate the financial option you wish to remove and refund. Click on the icon that appears on the same line as this financial option to simultaneously remove and refund it.

6.	A new dialog box will appear. In the 'Refund' column, enter the full amount to be refunded. The 'Total Remaining to Distribute' should display $0 before hitting the 'Next' button.

Note: The system will not allow you to remove a financial option without completely re-allocating the funds. Funds paid by your registrant must either be refunded, transferred to another financial option, or moved to the account Credit Balance.

7.	A final confirmation screen will appear. Confirm that you want to remove and refund the participant by clicking 'Next'. Please note that this process is not reversible.

8.	Hit 'Close'. It is very important to remember that if the person paid with anything other than a credit card, you must manually send a refund check to complete the transaction.

Choose this procedure if the participant should still have this financial option associated with his/her program. (Example: A participant's base financial option, Camp Fee, is being prorated because they were injured at camp and could not complete the session).

1.	Find and select the individual you wish to refund using the 'Search For' box located on the middle left side of the management system. Clicking on their name will bring up their information in the Data Center.

2.	Make sure you're looking at the Participants tab, as opposed to the Payments, Communications, or Online Account tabs.

3.	By clicking on the sign to the left of the participant's name, expand the event information for the participant you wish to refund.

4.	Click on the sign next to the name of the event (the light blue line) to see all of the financial options (the gray lines) associated with that event.

5.	Locate the financial option you wish to adjust and refund. Click on the (this is the 'Funds Adjuster' icon).

6.	A new dialog box will appear asking how you would like to adjust the funds. You have the option to Refund, Transfer, or move the money to the account Credit Balance. Type the amount to be refunded in the Refund column and click 'Next'.

7.	Confirm the amount that you are refunding and hit 'Next' again. When the processing is complete, hit 'Close'.

8.	Next, you will need to apply a "Discount" financial option to the Financial Option by clicking the button on the Financial Option that you just refunded.

9.	Select the appropriate discount financial option from the list. If you don’t see the appropriate financial option, that means you either don't have one set up for this season, or you haven't assigned the financial option directly to this event.

10.	If you haven't set up the Financial Option, you'll need to do that now. For instructions on creating a Discount Financial Option, click here.

11.

If you've already created the Financial Option and haven't assigned it to this particular event, click on 'Add Other Financial Options' to view a list of all available Financial Options. You can use the Search box to help locate the Financial Option. Locate the Financial Option in the list and click the 'Add Financial Option' button.