TABLE OF CONTENTS
Full Refund
Scenario
The member has made a payment and that payment has been debited from the member's bank account/Credit Card and has been deposited into the union's bank account. Now the member needs the full amount credited back to their method of payment.
UNITE Process
A full refund will create a new payment record in the negative amount of the original payment. Any charges settled by the original payment will be unsettled, with new negative transactions linking the unsettled charges to the new payment. Any unapplied funds in the original payment will no longer be able to be applied.
Intellipay Process
A negative transaction is added, the money debited from then Union's account and credited to the member's method of payment.
Partial Refund
Scenario
The member has made a payment and that payment has been debited from the member's bank account/Credit Card and has been deposited into the union's bank account. It is discovered that the member overpaid. Now the member needs the overpayment amount credited back to their method of payment.
UNITE Process
If the original payment has been applied or partially applied, the user will have to specify where the money should be deducted from, choosing to pull from any of the applied billing types or from any remaining unapplied amount. The system will then create a new payment record in the negative amount of the overage. If user chose to deduct from any applied billing types, then those associated charges will be unsettled, with new negative transactions linking the unsettled charges to the new payment. If the user chooses to deduct from unapplied funds, then the available amount of original payment will be decreased by the specified amount.
Intellipay Process
A negative transaction is added, the money debited from then Union's account and credited to the member's method of payment.
Returned Payment
Scenario
The member has made a payment with ACH or by check, and their bank has refused the debit and has returned the payment.
UNITE Process
The payment will be marked as failed and any charge settled by the original payment will be unsettled, with new negative transactions added offsetting the previous transactions.
Intellipay Process
These adjustments should not be made on Intellipay payments through UNITE because the integration automatically processes returns that are reported by Intellipay. If a manual return is done on an Intellipay payment through UNITE then the systems will no longer be in sync. This is only an issue if the client is using any reporting in Intellipay directly. If so, they will need to manually update the payment on the Intellipay side to get the numbers back in sync.
Chargeback
Scenario
The member has made a payment and that payment has been debited from the member's bank account/Credit Card and has been deposited into the union's bank account. The charge has been disputed by the member or their bank, and the amount has been debited from the unions bank account. The data in UNITE needs to be updated with this information.
UNITE Outcome
A chargeback behaves exactly like a refund (It is a refund after all – albeit an involuntary one). The process will create a new payment record in the negative amount of the original payment. Any charges settled by the original payment will be unsettled, with new negative transactions linking the unsettled charges to the new payment. Any unapplied funds in the original payment will no longer be able to be applied.
Intellipay Outcome
No updates are made because the second money transfer happened directly between the bank accounts of the member and the union, outside of Intellipay.
System Entry Error
Scenario
A user records a window payment or processes a payment file, and then realizes that there is something wrong with the payment record that was generated. This could be the result of a data entry error or applying it to the wrong member, organization, or billing type. In the case of a file it could be file data was incorrect or corrupted. The user needs to void out the payment so they can re-enter it correctly.
UNITE Process
The payment will be marked as failed and any charge settled by the original payment will be unsettled, with new negative transactions added offsetting the previous transactions.
Intellipay Process
These adjustments should not be made to Intellipay payments through UNITE because the money transfer has already happened in the amount recorded. A Full Refund adjustment should be made instead so that the money gets transferred back. If a System Entry Error adjustment is accidentally done on an Intellipay payment through UNITE then the user will need to log in to the Intellipay portal to process a full refund there (or void the transaction if it is still pending).
Note: When processing a payment adjustment, the Date value that you enter needs to be the current date
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