How Do I Apply Fundraising Money?
***NOTE: Does your organization want to apply fundraising money/pay for a bulk credit with a credit card? Please advise your tour operator to read THIS DOCUMENT to learn how to execute that process if they need assistance.
When planning a group trip, 'fundraising money' could sometimes be called a few things: 'bulk credits' or 'group payments', for example.
Whatever it's called, the concept is always the same: this is when a group would like to take a large sum of money and share it between multiple passengers, either evenly or in specific amounts.
This document will show you how your trip leaders can start the process of applying that money to passenger accounts in what will be referred to as the 'bulk credit' process, because that's how you'll see it listed on the registration and payment platform.
What Trip Leaders Must Do
On the trip leader dashboard, click on "Submit Bulk Credits" in the Bulk Credits box:
On the "Bulk Credits" page, click on "New Bulk Credit" in the top right-hand corner:
On the "New Bulk Credit" page, you can name the bulk credit and list how much it's for, as well as choose to apply the funds as a custom amount per passenger or evenly split across all passengers. For this example we'll say "Customize funds per passenger" and click on the "Next step: Select recipients" button:
Scroll down to see your list of passengers on this page and type in the amount you want allocated to each passenger. Keep an eye on the amount of money left to allocate as it will update in real time. After assigning the available funds, the button will turn blue, and you'll be able to click "Submit For Approval" to proceed.
Once the bulk credit request is submitted, the actual money will need to be mailed or wired to the tour operator. Does your organization want to pay for a bulk credit with a credit card? Have your tour operator read THIS DOCUMENT to learn the process.
Once the admin receives the funds, they can approve the bulk credit and the funds will be applied to the correct passengers.
Check The Status
On the trip dashboard click "Bulk Credits" to review requests submitted. This will take you back to the "Bulk Credits" page where you can see submitted bulk credit requests and the details of the submission. This page will also list incomplete bulk credit drafts if any were initiated but never submitted.
What Tour Operator Will See
After reviewing the bulk credit request, tour operators will be able to either approve the request or deny it with notes.
Tour operators will also be informed if there are any overages that are created as a result of this bulk credit submission and be given suggestions on how the situation could be handled.
After tour operators click the "Yes, Approve This" button, the funds will be applied to the listed/selected passengers. This credit will be reflected on their payment schedules. The next payment due will be automatically adjusted to reflect any overage, so no passenger overpays or underpays.
If there is a problem with the bulk credit, it may be rejected by clicking the "No, Reject This" button, and requesting that the trip leader submits a new one with the appropriate corrections.
If you have any questions about this process or any others, please reach out to your tour operator.