How To Apply Fundraising Money
When it comes to group travel, fundraising money has a few different names:
- group payments
- scholarship money
- bulk credits
Whatever it's called, the concept is always the same: taking a large sum of money and sharing it between multiple passengers, either evenly or in specific amounts for specific passengers.
In this system, scholarship money is referred to as Bulk Credits. This document will show you how trip leaders can start the bulk credit process.
On the Trip Leader Dashboard, click on Bulk Credits on the left side of the page.
Click New Bulk Credit.
You'll be taken to the Edit Bulk Credit page.
- Name the bulk credit
- Enter the total amount of money to be split
- Select how you'd like the money to be split
- Select the number of passengers that will receive money
- Click save
Evenly Split Funds Across Selected Passengers
In your list of passenger names, select each passenger that will receive an even distribution of money by checking the box. There will be a counter on the left hand side that will tell you how many passengers you must select.
When you have selected the full amount of passengers the counter will say "All Set!" and the Submit button will switch to blue. Click the Submit button to proceed.
Payment Type
If you'd like to pay for this bulk credit with a credit card, select Pay Electronically, click Save, add notes if necessary, and follow the instructions in THIS document.
If you'd like to pay with check or wire, select Pay Manually, add notes if necessary, and click Save.
Confirm distribution of funds and recipients on the Checkout page. Once everything is confirmed click the Looks good button below.
You're all done as far as what you'll need to do in the online system. Follow the instructions on this page to transfer the funds to your tour operator and eventually have the credits applied to your passengers in the system.
Customize Funds Per Passenger
On the New Bulk Credit Page, recall that you can choose to distribute custom amounts to certain passengers when creating a new bulk credit. If you'd like to go this right, select Customize funds per passenger and click Save.
Select the custom amounts you'd like to distribute to specific passengers on the right. When all the money has been distributed, the Submit button will turn blue. Click to proceed.
On the checkout screen, confirm the passengers and the amounts they'll receive. If everything is correct, click Submit for approval.
Follow the instructions on the following screen to transfer the funds to your tour operator.
Check The Status
On the Trip Leader Dashboard, Click Bulk Credits 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.
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.
What If The Bulk Credit Is Rejected?
If the bulk credit submission is rejected, it will say so in the Status column to the right. Click the name of the fundraiser to the left to see more details.
Check out the notes from the tour operator so you know why it was rejected and what to do next. If you need to edit the bulk credit in any way, click Resume Editing.
If you need to edit something like the amount, click Edit Bulk Credit.
Make necessary adjustments to Total, Type, and click Save.
Once you've redistributed the edited bulk credit amount, click Submit.
Select payment type and leave a note for the tour operator. Then click Save.
Review the submission one last time and click Submit. This time the tour operator will likely approve now that you've made the necessary edits.
What Next?
After your tour operator approves the request, the funds will be applied to the indicated passengers' accounts. The 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 you have any questions about this process or any others, please reach out to your tour operator.