Chargeback Overview

Resolve disputes quickly with full visibility of chargebacks and receipts directly within SchoolCash.

What Is a Chargeback?

A chargeback is a disputed credit card transaction initiated by the cardholder through their credit card issuer. When a chargeback occurs, the financial liability is shifted from the cardholder back to the merchant. In this case, the district is responsible for the transaction.

Chargebacks Overview

The Chargebacks feature helps districts using the new payment processor efficiently manage disputes for SchoolCash Online payments. When notified about a chargeback, the district can either accept it or dispute it by submitting supporting documentation. Funds are automatically debited from school bank accounts, streamlining the process.

Who Can Access the Chargebacks Feature?

Access is granted by default to District 100 roles and other roles with access to the District Management tab in SchoolCash Catalog.

Note

Only districts using the new payment processor have access to the chargebacks feature. Chargebacks received after switching to the new processor are displayed, while chargebacks from previous processors are not.

Chargeback Notification

District-level users receive a notification on the To-Do List in the Accounting home page when a chargeback occurs. All chargebacks for applicable schools appear in a single notification.

District-level users also receive an email notification when a chargeback occurs. The email is sent to the address registered in User Management.

Chargeback Process

The chargeback amount is debited from the merchant flow-through account as soon as the chargeback request is issued. The district has 10 calendar days to respond with supporting documents. If no response is provided, the dispute expires, and the district loses the opportunity to take action.

Flow of Funds

  • When a chargeback is initiated, the payment processor debits the merchant flow-through account.
  • The amount is automatically reversed from the school bank account and re-deposited in the merchant flow-through account.

When a District Wins the Chargeback Dispute

  • Funds are credited to the merchant flow-through account and are not moved back to the school bank account.

When a District Loses the Chargeback Dispute

  • No further action is required.

How to Access Chargeback Details

  1. Go to the Main Menu and select Chargebacks under the District tab in SchoolCash Catalog.

  1. The Chargebacks page displays disputes with details such as dispute date, amount, and case number.

Reports

Chargebacks appear in the Payments Column, with the disputed amount displayed in the Owing Column. Reports in SchoolCash Catalog include:

  • Item Order Report
  • Item Attachment Report
  • Custom Forms Report
  • Forms Report
  • Permission Form Report