Supplier Refunds - When paid on Credit Card

Supplier Refunds - When paid on Credit Card



If you are expecting money back from a supplier, whether it be commission or a refund, please set up a line in a new VTO trip for the money to come back in.

The full amount received must be transferred to the GTN Client Account via Bank Transfer, Mint or Travelpay

Processed on your Credit Card?

If the refund has come onto your credit card you will need to process the full amount through Mint, TravelPay or via a Bank Transfer from your Business Account in order to get the funds back on file for the client.

If you are paying on your Credit Card, you need to do this through the Merchant Portal - NOT through the client's VTO file, otherwise it is receipted as client funds

Your reference (CC or Bank Transfer) needs to be REFUND - PAX NAME - VTO TRIP - VTO LINE... ie "REFUND MCIVOR 12250 L13" (also so it is not receipted as client funds)

If you are using an American Express, it is advisable to return your funds via Bank Transfer to avoid your card being blocked for using a 'close business merchant'.... Visa & Mastercard are fine.

Please be aware that credit card fees will apply...  In TravelPay you can choose to absorb the fees, in Mint you will have to manually calculate the fees to deduct - enter the full amount of the refund less 1.3% (Visa & MC) or 1.8% with Amex and process the transaction.

TravelPay is better if you don't want to do any math (it will take a bit longer to clear though)


Make sure to include any merchant fees this in your refund calculations, and initial cancellation fees on your invoice.

Alternatively you can transfer from your Business Bank Account to avoid the fees and have your CC in credit (if you need to refund the client in full for some reason)

Once the funds have cleared, you can send through a booking form for however much you want refunded to the client - please make sure you confirm their bank account details over the phone prior to sending a form.

See links below for how to set this up in VTO.

Processed on GTN Credit Card?

For  payments processed on the GTN Amex card we will also process these through Mint- Please note AMEX fees will apply on top of any cancellation fees (ie Stuba 1%) So please include these fees in your refund calculations, and initial cancellation fees on your invoice.

We use the GTN Amex card to pay all FIT suppliers.

Please also enter the details in the Refund Tracker Spreadsheet if it is on the GTN credit card.



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