Refund Processing Instructions for Event Directors

Important:
Clubs whose registration payment has not cleared will not appear on the Refunds page for that event. All approved refunds will be returned to the original form of payment.

Processing Refunds

1. Go to the REFUNDS Tab

Located on the Event Director’s page for your event.

2. Select the Refund Method

Choose how the refund will be calculated:

• Percentage of the registration fees, or
• Flat cash value

Note: All refunds processed in the same session will use the same refund method.

3. Select Athletes to Refund

1. Click the [+] next to the club you want to refund.
2. You may:
• Check the box next to the club’s name to refund the entire club, or
• Select individual athletes to refund specific participants.

3. Click PROCESS REFUND to complete the refund. If anything is incorrect with the refund parameters, the system will notify you.

4. A confirmation prompt will appear. Review the refund amount shown, then confirm the refund.

Both the event director and the registering club will receive an emailed refund receipt.

Additional Notes:

• Athletes who have been scratched in MeetMaker appear at the top of their club’s list, along with the scratch date they scratched in MeetMaker, highlighted in YELLOW.
• Once an athlete has been refunded, they move to the bottom of the club’s list and cannot be refunded again, these are GREYED out.

Where Refunds Appear in Financial Reports

FINANCIALS Tab

• Refunds show as (Refund Processing).
• Click the [+] next to the refund line to view which clubs were included.

SUMMARY Tab

• Total refunds for the event appear under the REFUNDS line in the Financials section.

If the event has funds available in escrow, the refund will be issued from the escrow account. If no escrow funds are available, the refund will be drawn from the event disbursement account and returned to the registering club using the original form of payment. Please allow up to 10 business days for the refund to be processed.