Non-Charitable Payments (NCPs) include all transactions that are not classified as charitable donations, such as tickets for event registrations and payments collected through payment forms. To help you manage and understand your NCP activity with confidence, this article walks through the available payment reporting tools and clarifies how these transactions are processed and deposited into your bank account.
The transactions covered in this article are non-charitable payments (NCPs) and are not tax-deductible. They differ from charitable giving and should be reported separately for tax purposes.
Payment Transfer Schedule
The transfer schedule for any payments received follows the same schedule as all charitable donations. By default, Subsplash will deposit funds into your bank account weekly, every Wednesday. While Wednesday is the day you will receive the funds, those funds are batched and sent to your account two business days prior, on Monday. When those funds hit your bank account, a Transfer report will be generated in the Giving > Transfers page of your Dashboard. To learn more about Transfers, check out our Transfers & Deposits article.
Individual payments will only be included in a transfer once the funds have been processed and released by the customer's bank before the batching date, Monday. To learn more about payment processing, check out our gift processing article.
Payment Statuses
On the Giving > Payments page, you’ll see various statuses associated with each payment. To understand what each status means, please refer to the descriptions below:
Success: The payment has been transferred to your bank account and can be found in the corresponding transfer report. Any manually entered payments will also have a status of Success.
Pending: The customer has chosen to pay using their bank account, and the payment is still processing. On average, ACH gifts take 1-3 business days to process, but can take more depending on the customer's bank. Longer processing times are more common with smaller banks or credit unions and during busy holiday seasons such as Thanksgiving and Christmas. If you have more questions about processing times, check out our Transaction Processing Time article.
Failed: The payment did not go through. Failures can be due to insufficient funds, expired cards, or a bank blocking unfamiliar or large transactions. When a payment fails, the customer is notified via email. In most cases, the best course of action is to have the customer contact their bank or credit card company associated with their account, but you can also reach out to the Subsplash Support team for more information.
Refunded: The payment has been returned to the customer. The customer always receives their full payment amount when refunded. When a refund is issued, we send the full payment amount to your customer, and then we credit the fee associated with the original payment back into your Pending Transfer balance. It is labeled as a “Balance Adjustment.” The refund will be returned to the customer's account in 7-10 business days.
Disputed: A chargeback is initiated when the customer forces a refund through their card, line of credit, or bank account. Chargebacks are usually initiated if the payment is disputed or fraudulent. Often, this is done because conversations with the merchant or payee were not satisfactory, or without consulting the merchant or payee at all. When this happens, the customer's bank will investigate each chargeback and assess a fee on top of the amount donated to cover their investigation. These fees can range from $15 to $100 or more.
Transfer pending: The payment has been processed and is ready to be sent to your bank account in the next scheduled transfer.
Payment Reports
When it comes to Payments, there are two primary places to find reports in your dashboard: the Transfers page and the Payments page. Each report includes the information you need to reconcile your books and offers flexibility to suit your specific needs.
Transfers
The transfer report will be a very helpful tool as you work to reconcile your books regularly. For each transfer of funds to your bank account, a transfer report will be added to the Giving > Transfers page in your dashboard. Click on a specific report to see the details of all payments that were included.
You can also generate a CSV by clicking the blue Export button at the top right of the report. If any payments were included in the transfer, you will receive a Zip file containing a folder with two CSVs inside. One file will contain any charitable gifts, and the other will contain all NCPs. Open the orders CSV for a detailed report of all payments included in the transfer.
Payments
On the Giving > Payments page in your dashboard, you have a number of tools at your disposal to create a report that meets your criteria. You can filter by a date range, as well as a number of other options, such as Payment Source, Method, and more.
How to Use Filters
To filter by a specific date range, click the Date Range button in the top right of the screen, then select the date range you'd like to filter for by using the default time frames, or manually select the desired date range.
To use other filtering methods, click the Filter button to the right of the search field, then select the filter you'd like to add. After clicking on a specific filter, it will be added below the search field. Click on the filter to see the options for narrowing your report.
Exporting Your Report
Once you have set your filters and you're ready to export, click on the Export button in the top right corner of the screen. You have two options for your report: Payments List and Payments Summary.
The Payments List will generate a report with each transaction as its own line item. This will include the details of the customer and payment.
The Payments Summary will display the total number of payments as well as the totals for the Gross amount, Net amount, and Fees. Contact information and payment details are not included in this report.
