The first time your organization submits a refund request in Camp & Class Manager, the system will prompt you to enter a credit card. This card is kept on file in ACTIVE in case the total refunds issued during a pay period exceed the revenue collected. In this situation, ACTIVE temporarily covers the excess refunds, and the balance must later be repaid.
In most cases, repayment is handled automatically through a deduction in the next pay period or an invoice from ACTIVE’s Accounts Receivable department. The credit card on file is rarely charged and is only used when other collection methods are not successful.
At the end of each billing period:
- If the balance is positive, ACTIVE sends payment for the amount owed to you, minus registration fees, processing fees, discounts, coupons, and refunds
- If the balance is negative, ACTIVE collects the amount through a future deduction, an invoice, or a charge to the credit card on file