Settlement & Refund Framework
Policy updated: 18 Aug 2026
Refund & Settlement Policy
Understanding automatic refunds, organizer approvals, payment gateway reconciliation, and realistic banking turnaround times.
Money debited but ticket not issued?
Do not make repeated payments immediately! Bank servers reconcile within 24 hours. Submit a payment trace request if your pass is not generated.
1. Overview of Platform Payment Models
RotaSphere operates on a Direct Non-Profit UPI Settlement Model (0% platform fee) directly to verified host Rotaract Club bank accounts via dynamic QR codes and instant UPI banking handles.
Because payments flow directly into chartered club accounts, refunds are processed according to standard UPI reverse settlement protocols, banking guidelines, and organizer reconciliation.
2. Eligible Refund Categories
Automated Triggers
Automatic Refunds
- Event Cancellation: If an event is cancelled by the host club or District Secretariat.
- Duplicate Transaction: Accidental double charge for the same ticket tier.
- Gateway Failure: Payment debited at bank but checkout timed out without ticket creation.
Discretionary Triggers
Organizer-Approved Refunds
- Eligible Cancellation: Attendee cancellation submitted prior to the event's cancellation deadline.
- Event Rescheduling: Inability to attend on a revised date following event postponement.
- Emergency Medical Case: Verified extenuating medical circumstances approved by the organizer.
3. Realistic Refund Turnaround Timelines
Once a refund is initiated by RotaSphere or approved by the host organizer, the time required for funds to credit your bank account depends entirely on your original payment method and issuing bank:
| Payment Method | Platform Processing | Expected Bank Settlement |
|---|---|---|
| UPI (GPay / PhonePe / Paytm / BHIM) | 24 Hours | 1 to 3 Business Days |
| Debit Cards / Net Banking | 24 to 48 Hours | 3 to 5 Business Days |
| Credit Cards (Mastercard / Visa / RuPay) | 24 to 48 Hours | 5 to 7 Business Days |
| Direct Club UPI Transfer | Club Treasurer Verification | 3 to 5 Business Days |
* Note: National holidays, bank strikes, and weekend cycles may extend inter-bank clearing periods.
4. Real-Time Refund Status Tracking
Attendees can monitor their refund lifecycle directly from My Passes (/tickets) or the Dispute Desk:
1. Refund Requested→2. Organizer / Platform Approved→3. Bank Clearing In-Progress→4. Completed & Credited
5. Partial Refunds for Multi-Ticket Orders
If an order contains multiple tickets or optional session add-ons (e.g. Workshop + Gala Dinner), RotaSphere supports Itemized Partial Refunds:
- You can request cancellation and refund for individual attendee tickets without cancelling the entire group booking.
- Add-on cancellations release the specific seat quota while keeping main entry credentials active.
6. Chargebacks & Direct Resolution
We encourage delegates to reach out directly to RotaSphere Support or open a dispute ticket on our Dispute Desk before initiating a formal bank chargeback. Our team investigates payment issues within 24 hours to ensure fair and expedited resolution without long banking dispute cycles.
Have a pending refund or payment query?
Submit a support case or view your active dispute tickets.