Credit and Debit Card Chargeback (2024)

Retrieval Request

If the cardholder questions a transaction on the billing statement, they will contact the issuer to request the documentation of the original transaction. The issuer will send the retrieval request to the acquirer, and the acquirer forwards it to the merchant. The merchant should respond to the retrieval request within the designated time frame to minimize the potential chargeback by providing the following:

  • A transaction sales slip
  • An invoice
  • Proof of delivery of goods and services

Chargeback Notification

Once a chargeback is filed by the cardholder or the issuer, a debit to return the funds is issued to the university’s bank account for the chargeback amount. Upon receiving the alert from the acquirer, Merchant Services will forward the email notification to the impacted merchant(s) and ask for immediate action. The debit is held by the issuer until the outcome of the merchant’s or cardholder’s response to the chargeback has been determined.

Accept Chargeback

If the chargeback is valid, and the cardholder is entitled to the credit, the merchant shall respond to the chargeback by accepting it within the designated time frame provided in the notification (15 days for Visa/Mastercard/Discover; 20 days for AMEX). The disputed amount will be permanently debited to the merchant’s revenue PTA.

Dispute Chargeback

If the original transaction is valid, the merchant can dispute a chargeback within the designated time frame by submitting a response to substantiate the charge along with the appropriate documentation, such as:

  • Original sales slip
  • Invoice
  • Proof of delivery of goods or services
  • A copy of the refund policy for nonrefundable fee
  • Indication of whether the item was an in-person, telephone or internet transaction
  • Proof of refund issued to the card
  • Name and address match (for internet transactions)

The merchant will receive a chargeback reversal notification that restores the funds being held back to the merchant after successfully disputing the chargeback. However, if the dispute was ruled in favor of the customer, there will be reversal rejection and the chargeback amount will be permanently debited to the merchant’s revenue PTA.

Impact of No Action

If the merchant fails to respond to a chargeback (either to accept or reject) within the mandated time frame, then the disputed amount will be permanently debited to the merchant’s PTA, along with an additional non-refundable processing fee of $10per chargeback. To avoid this financial impact, all merchants should submit a support requestto Merchant Services to sign up for Wells Fargo Business Track and/or American Express online portals to manage their chargebacks in a timely manner.

Credit and Debit Card Chargeback (2024)

FAQs

Credit and Debit Card Chargeback? ›

A chargeback is the reversal of a prior credit or debit card sale transaction. A credit card chargeback occurs when a cardholder or the issuer (VISA, Mastercard, Discover or American Express) disputes a transaction charged to an account, and the resolution process results in a favorable decision to the cardholder.

Can a chargeback be done on a debit card? ›

Yes, you can initiate a chargeback on a debit card if you encounter issues like unauthorized transactions, non-delivery of goods or services, defective merchandise, incorrect charges, or unprocessed credits. Always try to resolve the issue with the merchant before contacting your bank to file a chargeback.

Is a chargeback a credit or debit? ›

A chargeback is the payment amount that is returned to a debit or credit card after a customer disputes the transaction. The chargeback process can be initiated by either the merchant or the cardholder's issuing bank.

Can you do a chargeback from a debit account? ›

You should ask for your money back using 'chargeback' if you: paid with a debit card or charge card. paid with a credit card and you can't use Section 75.

Is it easier to dispute credit card or debit card charges? ›

Debit cards have less protections and more liability than credit cards. Therefore, cardholders tend to be more cautious with their use because it may be harder to initiate a chargeback.

Can I dispute a debit card charge that I willingly paid for? ›

Can I dispute a debit card charge that I willingly paid for? In some cases, it might still be possible to dispute a willing debit card charge. For example, you can dispute a charge if you receive products or services that are not of satisfactory quality.

What is an illegal chargeback? ›

Chargeback fraud occurs when a customer intentionally disputes a charge in order to receive a refund, while keeping the product or service. The customer may claim they did not receive the product, that the product was defective, or that the transaction was unauthorized.

Who loses money in a chargeback? ›

Filing a chargeback means the cardholder is attempting to bypass the merchant altogether by asking the bank to intervene. Successful disputes mean the merchant loses the revenue from the sale, plus the value of the merchandise. They'll also forfeit any overhead costs like shipping, fulfillment, and interchange fees.

What is a valid reason to dispute a debit card charge? ›

Credit and Debit Card Chargeback Reasons

Cardholder did not authorize the charge (may be fraudulent). Processing errors were made during the transaction (e.g., duplicate Processing). The product or service was not received, or the quality was not as expected.

Does a chargeback hurt you? ›

From a financial perspective, you not only lose the money, but also the product or service that you sold to the customer as they won't return it. Chargeback disputes all take up a considerable amount of time as you need to provide documents and evidence to the payment provider.

Can I claim money back if paid by debit card? ›

Debit card payments and purchases aren't covered by section 75 of the Consumer Credit Act. But if you don't get something you have paid for by debit card, and the firm is refusing to refund you, you can ask your bank to 'reverse the transaction' and get your money back via chargeback.

Can a bank refuse a chargeback? ›

Can a Chargeback Be Denied? Yes. If the cardholder doesn't make a compelling enough case to their bank, or doesn't have a valid reason for filing a chargeback, the bank may refuse to open a dispute. Merchants can also provide evidence refuting a chargeback.

Do banks investigate chargebacks? ›

However, most banks offer consumers 120 days to dispute a fraudulent charge, and they have more lenient liability rules than is legally required. Once the bank receives notification, it has 10 working days to investigate and decide whether to pay the claim.

Can I chargeback a debit card? ›

The chargeback process lets you ask your bank to refund a payment on your debit card when a purchase has gone wrong. You should contact the seller first, as you cannot start a chargeback claim unless you have done this.

Can a merchant sue me for a chargeback? ›

The business can sue the person who issued the chargeback in small claims. Why? Because the business performed the service and they should get paid for their work. In this article, we cover what chargebacks are, what friendly fraud is, how to fight chargeback fraud in small claims, and the chargeback process.

What happens to the merchant when you dispute a debit charge? ›

The acquiring bank notifies the merchant when a customer has disputed a charge. It will provide the merchant with the deadline for deciding whether to dispute the chargeback and for submitting all compelling evidence that shows the dispute is unwarranted. Timeframes for acquirers average 10-35 days.

Can I get my money back if someone used my debit card? ›

If you notify your bank or credit union within two business days of discovering the loss or theft of the card, the bank or credit union can't hold you responsible for more than the amount of any unauthorized transactions or $50, whichever is less.

How far back can you dispute a debit card charge? ›

What's the Time Limit for Filing a Chargeback? Each card network and issuing bank sets its own time limits for filing a chargeback, but U.S. law sets a minimum time limit of 60 days. Most banks give cardholders 120 days to dispute a charge.

Is it possible to reverse a debit card transaction? ›

Authorisation reversal

If either a consumer or a vendor notices something is wrong with the payment, they can contact the bank to stop the transaction going through. This is typically the payment reversal type which involves the least hassle for both customers and businesses.

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