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How do I process refunds for various payment types in SPARK MINDS?

Nelson Gomez avatar
Written by Nelson Gomez
Updated over 2 weeks ago

How Do I Process Refunds for Various Payment Types in SPARK MINDS?

Refunds for payments made via SPARK MINDS follow specific procedures depending on the payment method. Understanding these steps ensures a smooth refund process and helps avoid common issues. Below, we outline refund policies and troubleshooting tips for electronic funds transfers (EFT), ACH payments, credit cards, cash payments, and double payments.

General Refund Policies

  • Refunds must be issued to the original payment method. For example, a payment made in cash must be refunded in cash or via check; it cannot be refunded to a card.

  • Wait for payment settlement before initiating refunds. Ensure all EFT or ACH payments have fully processed (not pending) before issuing a refund. Attempting to issue a refund prematurely can cause delays or failures.

Processing Refunds for Electronic Funds Transfers (EFTs)

  1. Check the Payment Status: Before refunding an EFT payment, confirm whether the payment has fully processed. You can check this in SPARK MINDS by going to Reports > Autocharge EFT Status Report and verifying that the payment is marked as processed and not pending.

  2. Wait for Settlement: EFT payments typically take 3–10 business days to settle, depending on your bank and whether you count from the day the payment was submitted. Only once it is fully settled can you access the refund option in SPARK.

  3. Initiate the Refund in SPARK: After settlement, follow these steps: - Navigate to the student’s profile. - Scroll to the Invoices section and locate the relevant invoice. - Click View Invoice and find the refund option under payments.

Processing Refunds for ACH Payments

  • Similar to EFTs, you must wait for ACH payments to fully process before issuing refunds. Attempting refunds while the payment is still pending will not succeed.

Processing Refunds for Credit Card Payments

  1. Refund Button Visibility: Refunds for credit card payments can usually be initiated immediately after successful payment. However, if the refund button is unavailable, this might be due to insufficient staff permissions.

  2. Check Staff Permissions: Ensure your SPARK MINDS profile has refund permissions enabled. If not, a user with the appropriate permissions must process the refund while logged in.

Handling Double Payments

  1. Locate the invoice in the student's profile.

  2. Click on the refund option to process the overpayment refund. The invoice will show as owed after the refund. If you do not intend to recollect this amount, you can manually close the invoice.

Refunds for Cash Payments

  • Refunds for cash payments cannot be issued to a card on file. Instead, provide the refund in cash or issue a check to the payee.

Troubleshooting Refund Options in SPARK MINDS

  • If you do not see the refund option for an invoice: - Verify that the payment has fully settled (for EFT or ACH payments). - Check your staff permissions; certain roles may not have refund privileges. Update permissions as needed or ask a user with permissions to complete the refund.

By following these steps and adhering to SPARK MINDS policies, you can efficiently manage refunds and address related issues.

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