Managing the refund check run

Check run tracks refund checks from approval through clearing. Treasurers and admins can view and act on the queue. This is where you record a check your club writes; it does not mail a check or send a Stripe refund for you.

Create a refund payable from the household’s page, or follow the approved relinquishment process. Check the amount, payee name, and mailing address before moving it forward. A bond refund cannot exceed the available bond on deposit, and an existing open refund can prevent a duplicate request.

1. Open Check run and use the status filters to find Pending items.

2. Review the household, refund amount, payee, and address, then Approve the item. It becomes ready for you to write the check.

3. After sending the actual check, enter its Check number and mark it sent. The number is required. For a bond refund, this is when Swim Ops reduces the bond liability.

4. When the bank confirms the check cleared, mark it Cleared.

These are separate steps. Approval alone does not mark a check sent, reduce the bond liability, or confirm that the recipient received money.

A pending or approved payable can be voided. A check already marked sent or cleared cannot be voided through this control. If an issued check is lost, stopped, or needs a correction, contact Swim Ops for help reconciling the record instead of creating another payment without checking the original.

Refresh the queue and check the current status: another staff member may already have moved the item forward. Enter a check number before marking it sent. If the accounting period is closed or the bond position does not support the amount, resolve that condition before proceeding.

For a refund to the original online payment method, use the invoice’s Refund payment flow instead. A check-run status does not trigger an online refund.