TUMoney: Swim-a-Thon donation refund

Admin Level - Super User

When you need to refund a donation from the TUMoney fundraising system you have to use the billing system to track it accurately in your financials. This is a 3 step process.

Step 1: If it was a credit card donation, login to your merchant gateway and refund the desired amount

  1. Log in to your account at https://secure.nmi.com and follow the instructions for refunding.
  2. Process the refund and SAVE YOUR TRANSACTION ID # to enter into your TU SwimOffice website.

Step 2: Update the Billing System in SwimOffice

  1. Go to Invoices & Payments.
    1. Chameleon users: In the side menu click Billing Admin > Invoices & Payments.
    2. New CMS users: In the side menu click Financial Tools > Invoices & Payments.
  2. Search for the account to which the donor donated.
  3. Click [History] under the Acct Balance column.
  4. Enter the donation date range for "Beginning Date" and "End Date" and click Search.
  5. Scroll down to find the donation transaction under Invoice Items.

  6. Leave this Account Invoice History tab or window open and switch back to the Billing Overview browser tab.
  7. Click view under the Acct Balance column.
  8. Click New Credit.
  9. Enter the Credit Description (perhaps Donation refund).
  10. Select the correct chart of account (you can switch back to the Account Invoice History tab to see the CoA used for the donation).
  11. Enter the Amount to Credit as a negative number such as -100.00.
  12. Click Save Credit.

  13. You will need to repeat these steps if there is a TU processing fee for $3.95 and you want to refund that too.
  14. Click New Refund Credit Balance.
  15. Select Payment Type -Refund-
  16. Enter the New Refund Amount as a negative number such as -100.00.
  17. Enter a Check # or Reference such as Cash or CC.
  18. Enter a Memo (perhaps "Donation refund, transaction ID XXXXXXXXXX" from your merchant gateway if it was a CC refund).
  19. Click Save New Refund.

  20. Click Done.
  21. You may now close the "Account Invoice History" tab.
  22. If it was a non-CC donation you will need to give the actual money back to the donor in the method of your choice, such as writing them a check.
Step 3: Update TUMoney system
  1. Go to Event Fundraising Admin.
    1. Chameleon users: In the side menu click TUMoney > Event Fundraising Admin.
    2. New CMS users: In the side menu click Business Tools > Event Fundraising Admin.
  2. Click the Results tab.
  3. Click the desired donation.
  4. If you are refunding the complete donation click the Delete Donation.
  5. If you refunded part of the amount donated update the "Amount to donate" to the correct amount.
  6. Click Save Changes.

See Also
Refund a Credit Balance
Add a credit


  1. TUMoney VIDEO Tutorials
  2. TUMoney - Event Fundraising First Steps Intro & Launch
  3. TUMoney: Promote event fundraiser - email information to team
  4. Event Fundraising - Parent setup guide for their child/athlete/participant
  5. TUMoney - Can I have more than one fundraising system up?
  6. TUMoney - Fundraising and billing - How the donation is accounted for in individual accounts
  7. TUMoney: Can someone donate online without a selecting a participant?
  8. TUMoney Fundraising Detailed Report
  9. Fund Raising Integration with Billing System
  10. TUMoney - Incentive ideas
  11. TUMoney - Address book will not import on Mac
  12. How can I set my Fundraising Event to only include specific Roster Groups?
  13. How come I don’t see my fundraising program that I just created?
  14. How do I generate my Top Performer Reports?
  15. TUMoney: Add offline donation/donor
  16. TUMoney: Approve an offline donor
  17. TUMoney: Clone a fundraising event
  18. How do I create an Excel report that includes donor information?
  19. How do I delete an offline donation?
  20. TUMoney: How donors can split donation between family members
  21. How do I email the team account from the event fundraising system?
  22. TUMoney admin access levels
  23. Enable non-Super User to administer TUMoney platform
  24. Generate report that shows overview of how TUMoney fundraising event is progressing by Account
  25. How do I generate financial reports based on the recipient/participant of the fundraising dollars?
  26. TUMoney: Finalize Swim-A-Thon and submit to USA Swimming Foundation
  27. How do I generate reports detailing my donors by program?
  28. TUMoney: Assign/move donation in general account to specific member(s)
  29. How do I send an email to accounts that have not sent Fundraising material to donors?
  30. TUMoney: Send receipts to donors
  31. How do I setup incentives for my Fundraising event?
  32. Event Fundraising: Track number of donor emails sent
  33. How do I turn off a fundraiser?
  34. Event Fundraising: Turn off publicly viewable Incentive Tracking tab
  35. How do I turn on the TUMoney tab?
  36. How do I turn on/off the Fundraising Module?
  37. Event Fundraising: Turn on/off the lap tracker
  38. TUMoney: When is processing fee applied for offline donations?
  39. Splitting the TeamUnify online donor processing fee with donors in a fundraising event
  40. TUMoney - Receipt information EIN/Tax exempt information
  41. TUMoney and your billing system
  42. What is a donation level setup?
  43. What is the Donor Processing Fee option located in the Event Fundraising Setup Tab?
  44. Where can I see my Lifetime vs Active event fundraising?
  45. Why won’t my image upload in Event Fundraising Setup?
  46. TUMoney: Swim-a-Thon donation refund
  47. TUMoney: Promote fundraiser on Facebook
  48. TUMoney: Change/edit a paid/approved donation
  49. How to download the Swim-A-Thon Blue Book

Feedback and Knowledge Base