Declined Payments

How do I handle declined credit cards and NSF payments?

It depends on what version of Procare you are using:

1. For batches submitted after version 10.2.4891, Tuition Express automates these transactions.
2. For batches submitted with 10.2.4891 or lower, you must Manually Reverse NSFs & Declined Credit Cards.

When should I use Process Automated Online Posting?

Background

On the Tuition Express menu, the item called Process Automated Online Posting, allows online postings to be retrieved (and deposits closed) without the need to go to (or allow access to) the full capabilities of the Process Tuition Express screen—where batch payments may be submitted.

What does Process Automated Online Posting do?

Process Automated Online Posting does three things:

1. It retrieves all point-of-sale (POS) payments from the previous day(s) and automatically closes them in their own Deposit Report for that day. It will close previous days as well, if they were not already closed. This includes card payments made at check-in, at the front desk, and through MyProcare. See: Deposit Reports for POS Payments.
2. Next, it gathers any returned (NSF) or declined payments from previous days and makes the necessary entries on family ledger cards.

When should I use Process Automated Online Posting?

Although the above three processes also can be done through the the Process Tuition Express screen, you may prefer to use Process Automated Online Posting in cases such as:

• You don’t do batch payments at all; therefore, there’s no reason to use the full capabilities of the Process Tuition Express screen.
• You do have batch payments, but want only certain people to be able to submit a batch while allowing other people to retrieve data for POS payments, returns and declines.

Will partial payments go through if the parent does not have enough funds or credit available?

In most cases, partial payments will not go through. If a parent owes 500 and they have 400 in their bank account, the transaction will be rejected for having non-sufficient funds. You will not receive any payment and an NSF fee will be charged to your account. The same is true for most credit card transactions; that is, if there is not enough credit available to pay the full amount, the request will be rejected. You will not receive partial payment. The family would still owe the full 500.

There is, however, an exception. If payment is made using an HSA Card (Health Savings Account) or Flex Card (Flexible Spending Account) partial payments are accepted. From the example above you would receive 400 through the HSA/Flex Card and the family would still owe 100.