Refunding Online Giving

There are times that you may need to issue a refund for a Form Payment received for an upcoming event, or refund a member who accidentally gave more than they intended to.  

There are three ways to easily issue payment refunds in Breeze.

From Online Giving:

  1. Navigate to "More" > "Contributions" > "Online Giving."
  2. Find the payment you would like to refund in the "Payments" tab. 
  3. Click the dollar amount of the gift you'd like to refund.
  4. Click (Refund) beside the dollar amount on the Payment Details popup. 
  5. Select if the refund is a full or partial refund, and click Refund.

If you have not associated payments with a profile yet this will be the best place to find the payment and refund it.  

From Contribution Reports:

  1. Navigate to "More" > "Contributions" > "Reports."
  2. Use Report Filters to find the payment you would like to refund. 
  3. Click the dollar amount of the gift you'd like to refund.
  4. Click (Refund) beside the dollar amount on the Payment Details popup. 
  5. Select if the refund is a full or partial refund, and click Refund.

If you have associated payments with a profile this may be the best place to find an individual's payment and refund it.  If you have not associated the payments you are wanting to refund yet with a profile, the unassociated gifts will show as anonymous in the reports section. 

From a Profile:

  1. Navigate to a person's profile using the Search Bar in the upper right corner of Breeze. 
  2. On the left - hand side of the profile click "Giving"
  3. Find the Payment you would like to refund. 
  4. Click the dollar amount of the gift you'd like to refund.
  5. Click (Refund) beside the dollar amount on the Payment Details popup. 
  6. Select if the refund is a full or partial refund, and click Refund. 

If you have associated payments with a profile this may be the quickest way to find an individual's payment and refund it. 

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What happens after a gift is refunded?

Contribution Report and Donor Profile is Updated with Refund

After a gift is refunded, Breeze will retain the original transaction and add a negative journal entry to account for the refund. This negative entry will have a note that provides the giving method it has been returned to, as well as the date of the original transaction. 

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Email is Issued to Donor

An email is also sent to the donor, informing them that a refund has been issued for their payment, with a method and amount as reference. This email also informs the donor that they should expect to see the refund back to their account within 10 business days.

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What happens when there’s a partial refund on a split-fund gift?

If a donor has given one gift to multiple funds (i.e. $100 gift split between two funds, $50 to General and $50 to Missions), and a partial refund is issued, the fund allocation will be proportionate to the refunded amount. 

Example: If a donor gave $100 ($50 to General and $50 to Missions), and a partial refund of $30 was issued, $15 from each fund would be refunded. The new fund breakdown would be $35 to General and $35 to Missions, for a total gift of $70. 

 

What happens if a gift is refunded before it has been associated with a donor’s profile?

If a gift is refunded from the Online Giving section before it has been associated with a Breeze profile, both the original transaction and the refund will be listed in the Unassociated Gifts list. 

 

Additional Information:

  • Refunds can take 5-10 business days to completely process and appear back in the giver's bank account/credit card. 
  • Our best recommendation for refunding an ACH payment is to wait until the ACH transfer clears before you issue a refund.
  •  When a gift is refunded, there will not be an additional processing fee added to the transaction.
  • When a partial refund is initiated, the processing fee is adjusted to reflect the new amount. However, the "per transaction" fee will remain the same. This will show in your Online Giving Reporting as an Adjustment. 
  • Refunds for ACH gifts can be issued for 90 days after the payment. If after 90 days you will see a warning letting you know that this cannot be done.
  •  Refunds refunded from the form entries, do not send a refund email.

 

 

 

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Comments

14 comments
  • We had an inadvertent 'donation' via cc that we were able to cancel almost immediately. I see the refund in the transfer history (both the initial payment and the refund show up in the same bank transfer); however, the initial donation still shows in the giving profile of the individual. Will the refund show up in the profile automatically, or do we need to manually adjust? (Right now, it appears as though the member's donated more than actually has been given.) 

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  • Hey @ccrcoffice,

    Thanks for reaching out.  I'll respond to you via email.

    Blessings!

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  • Hi,

    I have that same exact question. I refunded someone who had registered for an event through forms and I can't find any documentation of their refund.

    Thanks,

    Shirley

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  • Hey @shirley,

    Thanks for reaching out.  I will respond to your question via email.

    Keep up the great work!

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  • Hello!

     I refunded someone who had registered for a class through forms and I can't find any documentation of their refund.  Please help.

    Thanks, Gwen

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  • @treasurer

    The documentation of this Refund can be found on your Transfer History Report.  This report is found in your Online Giving section here:

    We also suggest adding a Contribution of a negative amount (-xxx.xx) to offset the original amount. 

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  • I have initiated a refund for an event that was cancelled.  It appears that the amount was refunded less the fee as shown by the Net Total on the payment page.  This help page states: When a gift is refunded, the processing fee is refunded as well. Am I reading the payment incorrectly and will they receive the full amount or do I need to do something more?

    Thank you,

    Dianne

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  • I have separate funds setup for the various annual events that we run.  Occasionally, someone cancels or we have to cancel an event.  Why when I issue refunds are the funds taken from the general fund and not the original fund that was assigned?

    In the case of the canceled event, I would expect to see a net $0 contributed, but instead I see all the fees that were originally paid out and a negative amount in the General Fund.  Why?

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  • @office

    Thanks for reaching out to us! You are exactly right here. The full amount plus the transaction fee will be completely refunded, however, a fee of one dollar will be assessed for each refund. 

    I hope this information was helpful!

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  • @kmhagen95

    Great question! Let's say that your form is set up for all payments to go to the "Annual Events Fund". If you have to perform a refund for that payment, then it will be removed from the Annual Events Fund. If you are experiencing something different, would you mind giving us a call so that we can walk through this with you? We'd love to help!

    Cheers!

     

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  • Hi,

    I need to issue a few refunds.  At the moment, however, I have transferred all of our funds out of Breeze into our bank account.  Can I still issue the refunds?  Will Breeze automatically take the money from our bank accounts and send it to the people who need refunds?

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  • @megan

    Great question! The answer is, yes! When you issue a refund, it will pull money out of your account and issue it back to those who initially gave. It will appear as a debit from breeze in your bank account.

    Let us know if you have any additional questions!

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  • Hello team,

    A member accidently made a $25.00 donation as a $2500.00 donation which crippled his bank account for his entire Father's Day weekend. There must be a way to cancel a credit card transaction instead of doing a refund that takes 5-10 days to process. I worked at a bank for 7 years before going into ministry and it is  possible to void a credit card transaction and call into the purchaser's bank and have them cancel the authorization hold against the checking account balance. For extenuating circumstances like this we need direct access to the credit card processors' customer service line. 

    Please advise, Allen

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  • @Allen

    Nate here with Breeze Support, thank you so much for reaching out to us!  First of all, on behalf of everyone here at Breeze, we just want to apologize for any inconvenience this has caused both you guys, AND the church member.  

    In order to serve you best, I'd like to send you a direct email.  We definitely want to get you all taken care of in the best way we possibly can.

    Breezy Blessings,

    Nate

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