Issue a Refund

Issuing a refund for a payment made by check, cash, credit card or bank account

Processing a Refund (Full Amount)

Need to refund a payment? You are in the right place. You can issue and keep track of refunds easily by following the steps below.

1. Navigate to Billing > Accounting and select a child.
2. Locate the payment that needs to be refunded in the list of transactions.
3. Click More Actions, then select Issue Refund. Note: If the Issue Refund button is grayed out, the selected payment is not eligible for a refund and the reason will display.
   
4. Complete the Issue Refund popup and click Make Refund.

• Amount - this is a read-only field and cannot be changed. The refund amount will automatically be the full payment amount.
• Mode - Cash, Check and Other are the available options.
  Note: If the parent made the payment online, the refund will automatically go back to the credit card used.
• Description - enter a description to be displayed on the list of transactions and on the family statement.
• Staff Only Note - enter an internal note that will not be visible to parents. Internal notes will be displayed under the Description field with the yellow paper icon. Click the icon to view the note.

Processing ACH Refunds (Full Amount)

Looking to process an ACH refund? You can do that too!

ACH refunds can only be processed for transactions that took place within the last 90 days. Refunds for any transaction older than 90 days can't be processed through ACH.

Note: Only full refunds can be processed using this option.

Follow the same steps you would take for issuing a cash or check refund.

1. Navigate to Billing > Accounting and select a child.
2. Locate the payment that needs to be refunded in the list of transactions.
3. Click More Actions, then select Issue Refund. Note: If the Issue Refund button is grayed out, the selected payment is not eligible for a refund and the reason will display.
4. Select ACH as the refund mode.
   
   Important: For an ACH refund, once the refund has been initiated, the Refund Status will display as 'In Process'. At this point, parents and the center can see the refund has been initiated.

Additional Refund Information

• Credit, Debit or ACH Payments: Procare will refund the payment electronically to their respective credit card or bank accounts within 10 business days.
• Cash Payments: You will need to issue a cash refund for the amount.
• Transaction Fees: If a parent is charged a transaction fee during the payment, unfortunately, transaction fees cannot be refunded.
• Partial Refunds: Only full refunds can be processed through Procare.