Supplier Refunds - When paid on Credit Card

Supplier Refunds - When paid on Credit Card



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.
The full amount received must be transferred to the GTN Client Account via Bank Transfer, Mint or Travelpay
Idea
Your reference (CC or Bank Transfer) needs to be REFUND - PAX NAME - VTO TRIP - SUPPLIER... ie "REFUND MCIVOR 12250 EXPEDIA" (also so it is not receipted as client funds)

Please be aware that credit card fees will apply to get the money back onto the file, but this will then be deducted from the Pax Refund/Credit to use so that you aren't 'paying it'

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

TRAVELPAY - Easiest
In TravelPay you can just enter the total amount that came back on your CC, and then choose 'Merchant pays processing fee', this will automatically calculate the % and will just pay out the refunds less fees... no math required :-) 

To ensure this is receipted as a Refund, please:
  1. Put your name as the Card Holder in 'Customer Name'
  2. VTO Trip Number, Client Name and Supplier in 'Customer Reference'
  3. Supplier Refund in 'Company Name'
  4. Select 'NO - Merchant pays processing fee'



This will charge your card $2,000 flat and automatically calculate and deduct the required merchant fees. 

Just remember TravelPay takes a few more days than Mint to clear


MINT - Quickest
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.
ie $2000-1.55% = $1969 (and then adjust slightly until your 'total' charge matches) 


Mint CC Fees:

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


BANK TRANSFER - No Fees

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




REFUND CLIENT OR REBOOK

Once the funds have cleared, you can send through a booking form for however much you want refunded to the client, or what you are using the funds to rebook.

For client refunds - Please make sure you confirm their bank account details over the phone prior to sending a form.



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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