NSW Finance - Handling Refunds

Note:  This article is for the benefit of school in New South Wales only

A refund is the process of returning the amount paid for a Line Item, due to an event not happening as planned. The amount paid can be either paid back to the caregiver (a REFUND) or it can be transferred back to Payment in Advance to be reused on another occasion (TRANSFER).

A 'REFUND' will appear on your Bank Reconciliation statement as, in essence, it is the movement of funds back to the caregiver.

A refund/transfer can be the full amount or a partial refund.

NON-REFUNDABLE PAYMENTS

A Fee Mapping can be designated as either refundable or non-refundable.  i.e. an excursion may require a non-refundable deposit.   When creating a standalone line item via the individual student, this indicator will also be available for enabling. 

All line items created using the Fee Mapping will carry this indicator on the individual line item.  A change to the slider on the Fee Mapping will NOT change the Line Items already created.

If a Line Item is designated as non-refundable, the selection tick box will be greyed out when viewing the payment so no refunds or transfers to PIA can be actioned.

HOW TO TRANSFER A PAYMENT FROM A LINE ITEM BACK TO PIA

1. Find the student using one of the search tools available

2. Click on the student Finance ($) icon

3.  Navigate to the Line Item you wish to refund and click on the blue credit amount to see the payments made for that Line Item.  If your Line Item was fully paid, you will need to click FULL STATEMENT to find the transaction. 

4. Click REFUND TO PIA

5.  Enter the amount to refund, comment (if applicable) and date the refund, Click REFUND

6. The funds have now been returned to Payment In Advance for future use.

Note: As the payment has been refunded the Line Item will now be owing. Your next step is to Void (cancel) the Line Item.

HOW TO REFUND A PAYMENT BACK TO A CAREGIVER

1. Find the student using one of the search tools available

2. Click on the student Finance ($) icon

3. Click VIEW ALL PAYMENTS

4. Use the tick box selection situated beside the line item you wish to refund back to the caregiver.  Only transactions on Fee Mappings set to Refundable will be available for selection.

5. Click REFUND SELECTED PAYMENT(S)

12. Complete the Refund Payment pop-up box. 

• Section A shows the details of the original payment i.e. the Line Items it was allocated to and the allocated amount.  The refund amount can be adjusted but cannot exceed the original allocated amount.
• Section B shows the Line Item that needs to be adjusted as a result of the refund.  This may differ from the Line Item in Section A if the original payment was subsequently transferred to PIA and reallocated to another item.  Click PIA if the amount was transferred to PIA and has NOT been reallocated.

Payments received on the Line Item via EFTPOS should be entered into Hero once processed via the EFTPOS Terminal.

Payments received on the Line Item via Cash will require Caregiver's bank details to be entered.   Cash payments are refunded to the caregivers bank account via EFT.  Cash is never disbursed from the school's till.   Click REFUND to complete the transaction.

Payments received from Caregivers Online via the Hero app can be refunded to the original payer/card

Note: As the payment has been refunded the Line Item will now be owing. Your next step is to Void (cancel) the Line Item.