Teaching · For Tutors · Money out

A refund you can
show your work on.

When a family stops partway through a package, type what they paid and what they used. The calculator applies your policy, shows the other common policy beside it, and sets out every step for the note you send.

Work out a refundWhat you get
$12one-time · every device you sign in on
Buy · $12

Included with Caveat Classroom and Whole-school licenses. Or get it in the Tutoring business kit, $69 for 64 items.

The refund calculator

The worked example is made up: family RV-7 paid $470 for eight sessions, used three and late-cancelled one, and the tutor’s policy re-prices used sessions at the $65 single rate. Nothing you type leaves this browser.

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What you get

Teaching · For Tutors$12 · included with Classroom and Whole-school licenses

What you finish with
The refund under your policy, the refund under the other common policy, what you keep, the package rate per session and a step-by-step table you can copy into a note to the family. It prints as a one-page refund summary and downloads as a spreadsheet.
Who it is for
Independent tutors and small tutoring businesses that sell prepaid packages.
Format
Browser calculator for a phone, tablet or computer, by touch or keyboard. Prints a refund summary; downloads a spreadsheet (.csv); export and import a file.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Tutoring business kit ($69) and the Teaching Suite pass ($199), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The For Tutors space in Caveat Teaching.
Support
Questions, a correction or a request: team@caveatacademic.com.

How to use it

  1. Type a family code (initials, not a name) and pick the refund policy you published.
  2. Type what was paid, the sessions in the package, and the sessions held and late-cancelled.
  3. Add your single-session rate and any cancellation or processing fee your policy keeps.
  4. Read the refund and the step-by-step table.
  5. Print the summary for your records or download the spreadsheet.

Work out a refund

How the refund is worked out

Two common policies, side by side.

Used sessions at the single rate4 × $65 = $260refund $185.00Unused sessions at the package rate4 × $58.75 = $235refund $210.00Both bars are the $470 paid. Light blue is the $25 cancellation fee.Used at the single rate4 × $65refund $185.00Unused at the package rate4 × $58.75refund $210.00Each bar is the $470 paid.
The same $470 split two ways for a family who used four of eight sessions. Re-pricing used sessions at the single rate refunds $185.00; refunding unused sessions at the package rate gives $210.00.

The two policies

Unused at the package rate divides what was paid by the sessions in the package and charges that for each session used: the family keeps the full value of the discount for the sessions they used. Used at the single rate charges each used session at your regular single-session price, since the discount was given for the whole package: the family pays as if they had bought sessions one at a time. Either way the fees your policy names come off, and the refund never goes below zero.

Before you send it

Use the policy the family agreed to in writing; if your terms said nothing, the package-rate refund is the easier one to defend. Refund to the way the family paid, and say in the note how many sessions were used and on what dates. Some states have consumer rules on prepaid services, cancellations and refunds; if a refund is disputed, your state attorney general’s consumer protection office is the place to check.

Sources

  1. Federal Trade Commission, consumer guidance on refunds and cancellations (consumer.ftc.gov): sellers should state refund and cancellation terms clearly before a purchase.
  2. 15 U.S.C. 1666 and Regulation Z, 12 CFR 1026.13 (Fair Credit Billing Act): how card billing disputes work if a family disputes a charge with their card issuer.
  3. National Association of Attorneys General (naag.org): each state attorney general enforces consumer protection law on prepaid services and refunds, and the rules differ by state.
  4. Internal Revenue Service, Publication 334, Tax Guide for Small Business: refunds reduce gross receipts in the year they are paid.

The worked example is made up. The page does arithmetic for the policy you choose; it is not legal advice, and your written terms with the family govern. Your figures stay in this browser. Support: team@caveatacademic.com.