Refunding Payments for Events in the DC.USSSA Event Management System: A Step-by-Step Guide
Introduction: This USSSA University tutorial provides a detailed walkthrough for event directors on how to refund payments for teams through the DC.USSSA Event Management System. This guide covers both full and partial refunds for online and director payments.
Step 1: Accessing Team Financials
Log In: Access your DC account and locate the event containing the team you need to refund.
Select Team: Navigate to the divisions and then to the specific team. Click on the financial icon to open the team’s financial details.
Step 2: Processing a Full Refund
Initiate Refund: Scroll to the online payment section and select the option to refund. Choose between full or partial refund based on the situation.
Refund Details: For a full refund, confirm the amount, and decide on the team's event status post-refund (e.g., remove from event, keep in event, place on hold).
Complete Refund: Process the refund. Note that the system will automatically start the refund process to the original payment method. If you've already taken a payout, you'll need to reconcile this refund in your payout screen later.
Step 3: Managing Partial Refunds
Partial Refund Option: For director payments (direct payments to you as a director), choose "Partial Refund" and specify the refund amount.
Record Keeping: Although no actual money transaction occurs here (since director payments are made offline), this step accurately records the transaction for proper accounting.
Adjust Team Status: Determine whether to keep the team in the event or adjust their status accordingly.
Step 4: Finalizing the Refund Process
Review Transactions: After processing, review the team's transaction history to confirm the refund has been recorded correctly.
Notification: The system automatically notifies the team of the refund process initiation. Refunds typically process within 24-48 hours.
Adjustments for Director Payments: For partial refunds of director payments, remember that this is for record-keeping. Refund the actual amount to the team directly, as the system records this for accounting purposes.
Conclusion: Refunding payments is a straightforward process within the DC.USSSA Event Management System, allowing event directors to manage financial adjustments efficiently. Remember to reconcile any discrepancies in your payout screen and communicate with the teams regarding their refund status.