Refunding when the registrant has replaced their card

Refund eligibility during an active dispute

A transaction cannot be refunded while it is in dispute. This applies to gifts, event registrations, and other GiveCampus transactions, for both full and partial refunds. Refund permissions, a remaining balance, or a bulk-refund workflow do not override this restriction.

A refund can be considered only after the dispute is dropped or resolved in the school's favor, the processor confirms the outcome, and the payment is no longer disputed. Normal refund eligibility, time limits, and remaining-balance requirements still apply. A donor's promise or request to withdraw the dispute is not confirmation that it has closed. If the payment still shows Disputed, ask GiveCampus Support to verify the status before attempting a refund.

If the school loses the dispute, the chargeback handles the disputed amount; do not issue a second reimbursement for that same amount. Changing an event RSVP or canceling a registration does not resolve the payment dispute.

In GiveCampus Events, available controls depend on your assigned administrator role(s), access to the event, and the interface used by your institution.

The Stripe refund targets the original charge, not a newly supplied card. There is no replacement-card destination field in that refund workflow. Ask the card issuer/processor how a replaced or closed card is handled, and use finance-approved alternatives only after confirming refund status; do not assume issuer routing or timing.

Which administrator roles can do this?

The roles that can refund eligible event payments are Superadmin, Events Superadmin, Events Finance Admin. The person must also have access to the relevant event. To change staff access, a Superadmin or Events Superadmin opens Events → Administrators → select the person → Role(s), assigns the appropriate role, and checks Events Access. Partners cannot add this action to an existing role by changing its individual permissions.