There are two ways of entering refunded contributions, which are dependant on whether or not the committee cut a physical check back out to the contributor.
Method One: Reversed Contribution
When to use: If you did NOT write an actual refund check back to the contributor.
How is it reported: This method reports refunds as NEGATIVE contributions, but does NOT total on the Refunded Contributions line on FEC reports.
To add a Reversed Contribution:
If you have a reversal, DO NOT CHECK THE REVERSAL BOX ON THE ORIGINAL TRANSACTIONS. Instead, add a new contribution for the refunded amount, and check the Reversal box on that transaction. This way you'll have two transactions that offset each other.
1. Go to the Donor’s Record.
2. Select Contribution (Monetary) under Add a Transaction..
3. Click the Reversal box and fill in the amount of the refund and the date.
4. Save changes.
Method Two: Expense with Reporting Code "Contribution Refund”
When to use: If you wrote a physical check back to the contributor to refund a contribution.
How it’s reported: this totals the refunds and will show up on Line 20a (on FEC Form 3) and lists the refunds in Schedule E (for CA Form 460).
To add an Expense:
1. Go to the contributor’s Record.
2. Select Expense under Add a Transaction.
3. Fill in the amount of the refund and the date.
4. Select Reporting Code “Contribution Refund”
5. Save changes.
