How to Process Refunds and check Refund Status

This guide will walk you through the steps to process and review refunds, as well as to authorize users to manage refunds.

Accessing the Refund Process

1. From the Center Dashboard, click on Online Tuition Payment / Tuition Auto Pay / Tuition Pay Direct in the left panel. One of these options will be visible, depending on the tuition payment method selected.
2. Select Process Refund (Card and ACH) from the options.

Finding a Payment

• Locate a payment using the Reference ID or the Family Account Key.
• Each payment processed generates a unique Reference ID found within the payment transaction details.
• To search using the Reference ID, enter the Reference ID linked to the transaction and click Submit.
• To search using the family account key, select the by Family Account Key option.
• Select the family that needs a refund and use the date range filter to specify the payment period. Then click Submit.

Processing a Refund

1. View all payments made by the family during the specified period, including the total amount paid and any processed refunds.
2. If no refunds have been issued, the amount under Refunded So Far will show as $0.00
3. Once the payment to be refunded is found, click the Refund button next to it.
4. Choose between a full or partial refund. If partial refunds are not supported, only the Full Refund option will be available.
5. For a partial refund, enter the desired amount (e.g., refunding $10 of a $28 payment).
6. Double-check the information before clicking Refund to submit the request. This action is final and cannot be reversed.
7. Once Refund is selected, the request will be submitted, and the payment will be returned to the payer's original payment source. The processing time for the refund may differ depending on your payment provider.

Checking Refund Status

1. In the navigation bar, click on Online Tuition Payment.
2. Select Refund Status from the options.
3. On the Review Refund Status page, locate the recently submitted refund request.
4. By default, 1Core displays all refunds processed during the current week. Use filters to specify the refund issue date and success status.
5. Find the the refund request and click More Info to view details, including who submitted the request and when.

Authorizing Users to Manage Refunds

1. Select Role Management from the navigation bar to manage roles.
2. Identify the role to grant permission for submitting refund requests and click the Edit button.
3. In the Refund section, ensure Allowed to Process Refund is set to Yes and save your changes.

This is how your admin can choose which roles are allowed to submit refund requests.

Note: The Refund feature is configurable. If it is not currently enabled for your Center and you would like to have it, please contact us at support@1coresolution.com.