How To Apply Fundraising Money/Bulk Credit

Note: If you'd like to pay for a bulk credit with a credit card, please read THIS document.


When planning a group trip, fundraising money can 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 for specific passengers.

This document will show you how trip leaders can start the process of applying that money to passenger accounts in what will be referred to as the bulk credit process. That's how you'll see it listed on your trip leader dashboard.

On the Trip Leader Dashboard, click on Bulk Credits on the left side of the page.

On the Bulk Credits page, click on New Bulk Credit in the top right-hand corner:

On the New Bulk Credit page, name the bulk credit and list the amount of money to be dispersed. Also, choose to apply the funds as a custom amount per passenger or evenly split across all passengers. For this example we'll select Customize funds per passenger and click on the Next step: Select recipients button: 

Then, scroll down to the list of passengers and type in the amount to be dispursed to each passenger. They should be advised to keep an eye on the amount of money left to allocate as it will update in real time as money is assigned to passengers. After assigning the available funds, the button will turn blue, and change to say Submit For Approval. Click this button to proceed.

Once your tour operator or travel coordinator receives the funds, they can approve the bulk credit and the funds will be applied to the correct passengers. As the trip leader, you'll be responsible for transferring the funds by check, money order, or paying by credit card.

Check The Status

On the Trip Leader Dashboard, Click Bulk Credits once again to review the status of bulk credit requests submitted. This will take you back to the Bulk Credits page where you can see details of the submission. You'll also see incomplete bulk credit drafts if any were initiated but never completed or submitted. 

Next Step: Tour Operator Approval

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 any overages are created as a result of this bulk credit submission and be given suggestions on how the situation could be handled. 

After your tour operator or travel coordinator approves the request, the funds will be applied to the indicated passengers' accounts. This credit will be reflected on their payment schedules. The next payment due will automatically be adjusted to reflect any overage, so no passenger overpays or underpays. If there is a problem with the bulk credit you submit, your tour operator or travel coordinator will have to reject the submission, then they'll request that you submit 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 or travel coordinator.

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