Summer School/Camp Procedures for Exceptions

**Procedures for communication between Summer School and Camp management, the Business Office, Veracross System Admin, and Registrar


Paid registrants needing a complete refund

  1. Athletic Director - send refund request to AP/AR 

  2. Athletic Director  - notify VC Admins  and Registrar of withdrawal 

  3. AP/AR  - process refund through system and remove charge items, notify VC Admin and Registrar  when charge items have been removed

  4. Parent will receive credit on the credit card used for payment

  5. VC Admins or Registrar  - delete class/camp enrollment




Paid registrants needing a partial refund

  1. Athletic Director  -  send check request to AP/AR

  2. AP/AR - process check request

  3. No other changes needed in Veracross




Students switching from one class/camp to another

  1. Athletic Director  - notify AP/AR, VC Admins, and Registrar  of the transfer  

  2. If new class costs less than original class

    1. If the registrant is NOT a Carmel student

      1. Principal/Athletic Director submit check request for refund  

    2. If the registrant is a Carmel student

      1. AP/AR credits the student’s tuition account

  3. If new class costs more than the original class

    1. Principal/Athletic Director  ask the parent to submit a check to the business office for the difference

  4. AP/AR   - delete old charge item and create a new charge item

  5. AP/AR   - process check request if applicable

  6. AP/AR   -  notify VC Admins and Registrar  that charge item has been deleted

  7. VC Admins/Registrar  - delete current enrollment and create new enrollment




For students of employees signing up for class with discount

  1. Principal - instruct employee to sign up online up until the payment page

  2. Principal  - notify CFO, VC Admins, and Registrar 

  3. CFO - confirm discount % to VC Admins, and Registrar 

  4. VC Admins/Registrar  - if discount is 100%, open the class record, Registrations tab, and mark student “enrolled” and mark enrollment record as “fee paid”

  5. VC Admins/Registrar  - if discount is less than 100%, work with CFO on exception processing




For students with special payment circumstances

  1. Principal/AP/AR  - instruct parents to fill out registration online up until the payment page

  2. AP/AR - notify VC Admins, and Registrar  when student should be “enrolled as paid”

  3. VC Admins/Registrar  - mark student “enrolled” and mark enrollment record as “fee paid” by going to the “Registrations” tab of the class record.




For failed payments that need to be reprocessed

  1. CFO - delete the charge item and the failed payment receipt

The failed receipts should be handled as follows:

1) Navigate to the Failed Receipts query: https://accounting.veracross.com/carmelhs/#/results/37180
2) Write down who failed and why (once you do step #6 you will not have it as a reference anymore) 
3) Click into the Checkout Receipt ID hyperlink
4) Click on Simple Receipts Tab
5) Click into the Simple Receipt hyperlink
6) Delete the Simple Receipt from the "+" sign in the upper right-hand corner. 

  1. VC Admins - delete the class enrollment and the registration.  These can both be done from the class record.  Re-add the camp/class to the registration 

  2. AP/AR  - email the family asking them to complete the payment process again