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Over payments/ Unpaid fees

Participants may choose to pay the pre-determined amount for each collection date or they may pay more than is required for that collection date. 

It is the responsibility of the summer program’s leadership (not Reliant) to work with the participants who can not pay their program fees on time.  The policies may state that there is a late fee for late fee payments.  That late fee is enforced at the discretion of the program director and finance administrator.  You will need to notify the Reliant special events coordinator if you want to add a late fee to a participant.  This Payment Appeal Form can be used to help with participants who are requesting an extension for when their program fees are due.  This is for the summer program collections administrator to use and keep and not to be sent back to Reliant.  It is the responsibility of the program’s leadership to work with the students who have not paid their program fees.  We suggest assigning a staff member to the participant to help give guidance and accountability to students needing financial help. 

Sometimes participants do not know that they have overpaid.  (It is common for participants to pay $5 extra because of the $695 fee and not realize it).  

If the Reliant gift processing department receives a payment for an amount over what is owed this is the process they will follow...

• Notify the special events coordinator of the over payment and the special events coordinator will temporarily raise their fee so the payment can be added to their name.  
• The special events coordinator will then email the participant to ask if they want to donate the extra payment or have it refunded. 
• If they give their permission to donate the overpaid fee to the event then we will keep the participants fee at the new raised fee permanently.  (assuming it is a small over payment of $20 or under).  If the over payment is a large sum we will need to move the over payment amount over as an anonymous donation to the event rather than an additional event fee for the individual. 
• If they would like their over payment refunded, the special events coordinator will contact the program director for approval for the refund.  If the over payment was made by check then the special events coordinator will create a check request.  If the over payment was made by credit card the gift processing department will refund the credit card.

One participant's over payments to the program will not be switched to another student’s underpaid registration.  They could however, request a refund for their over paid fees and then follow the directors below under donating towards payments for other participant program fees. 

• The only exceptions is if a church sends in payments to help the students in their church, payment amounts may be switched from an overpaid student to an underpaid one. The church needs to provide written confirmation that this is acceptable to them. 

As the program finance administrator, you may have participants who want to make over payments because they raised that money and since they signed the financial integrity form that said they can not keep money raised they may be wanting to donate that to the program.  Rather than the participant making an over payment read the donations/tithing info below.