Cvent Finance Requirements

General Information

User Fee

Cvent licenses are free to event planners.

Free Events

Free events are those that have no financial transactions associated with the event. If there are any credit card charges done through Cvent before, during, or after the event, it is considered a paid event.

Paid Events

Paid events are those with any credit card charge transactions done through Cvent. This can be anything from a ticket to an item (such as a t-shirt, donation, meal plan, housing, etc.).

Event Creator Responsibility

I understand I am responsible for all payments processed and any associated credit card fees. The credit card fee is currently 3% of the ticket price. It is a violation of state law to pass credit card fees directly on to the registrant. Ultimately the Event Manager and their department's Major Area Budget Manager will be responsible for covering expenses for their paid events.

GL Accounts

Users are required to select a Cvent GL account when creating a paid event. GL accounts are necessary for Admission Items, Sessions Item, and Optional Items when there is a cost associated with the item. The various items should be tied to the correct PeopleSoft chartstring. Users need to fill out the Cvent GL Account Request form if they cannot find their chartstring in the system so Finance can create it for them.

Deferred Revenue Accounts

A deferred revenue account is a GL account that is for paid items when the event is in the following fiscal year and the registration is open in the current fiscal year. Pepperdine's fiscal year begins on August 1st.

Refunds

By default the events will allow event registrants to request a refund. In the case when an event planner disables the refund, the event planner will need to request a refund (full or partial) by completing the Cvent Refund Request form. This submission will route to IMC. IMC will send a confirmation email to the event planner when the refund has been processed.

Issued Refunds

Registrants should see their refunds in 3-7 business days.

120-Day Period

There is a 120-day refund period. This means that if a registrant would like a refund on a payment that was made over 120 days ago, then the refund would need to be issued outside of the system. All event planners with necessary refunds that fall into this category will need to work with Alice Yamamoto for processing.