SAFA ETHEKWINI REFUND POLICY

Policy

This document outlines the official refund policy applicable to all soccer player registrations, program enrollments, and event bookings within the SAFA Ethekwini region. It applies to leagues, tournaments, festivals, coaching clinics, camps, and similar football activities. The purpose of this policy is to provide clear guidelines that support both participating clubs and SAFA Ethekwini’s operational sustainability.

The policy aligns with industry best practices and complies with current administrative regulations, ensuring transparency and fairness when handling refund requests. Whether registering for youth leagues, training courses, or reserving spaces in events, clubs and schools will find clear instructions on eligibility, timelines, and procedures.

This approach balances reasonable flexibility with the financial and logistical commitments required to run football programs. While registration fees are typically non-refundable, certain exceptions may apply under specific conditions. Optional cancellation insurance may be offered during registration to provide additional peace of mind.

A structured refund framework strengthens trust, reduces disputes, and supports efficient operations across the SAFA Ethekwini football environment.

Policy Overview

Registration fees for leagues, tournaments, workshops, and camps are generally non-refundable due to resource allocation, scheduling, venue booking, staffing, and equipment commitments made upon registration.

Refunds are considered exceptional and are not automatically guaranteed. This principle protects the financial stability and administrative integrity of SAFA Ethekwini.

To assist with unforeseen cancellations, SAFA Ethekwini may offer optional cancellation insurance at the time of registration. Terms and conditions of such insurance will be clearly communicated during the registration process. This empowers clubs to choose added protection when necessary.

In summary, refunds are handled carefully, with due consideration of logistical realities. All registrants are encouraged to fully review this policy before completing payment.

Eligibility for Refunds

Refund eligibility is based primarily on the participant’s level of engagement:

• A refund may be considered if the participant has not attended any practices, matches, clinics, or official activities covered by the registration.

• Once a participant has engaged in an activity, refund requests will generally be declined, as services have been rendered.

Refunds are not granted after published deadlines, which coincide with:

• Team roster finalization

• Kit and equipment orders

• Venue confirmation

• Scheduling commitments

These milestones represent irreversible administrative and financial obligations.

Refund requests must be submitted only by the authorized administrator who completed the original registration. Third-party submissions are not permitted.

This process maintains accountability, documentation accuracy, and compliance with SAFA Ethekwini policy.

Deductions and Non-Refundable Fees

The following fees are strictly non-refundable:

• Mandatory affiliation fees (e.g., R2,000 federation support fee)

• Payment processing fees (credit/debit transaction charges)

• Background check or compliance fees (if applicable)

In cases where a partial refund is approved, SAFA Ethekwini reserves the right to deduct a reasonable administrative fee (commonly R25) to cover processing costs.

Understanding these non-refundable components upfront helps set realistic expectations and reduces unnecessary disputes.

Refund Request Procedures

All refund requests must be submitted in writing via email to the designated SAFA Ethekwini contact channels.
Verbal, telephonic, social media, or informal requests will not be accepted.

Requests must include:

• Registration reference

• Club/school name

• Full participant details

• Reason for request

• Supporting documentation (where required)

Examples of additional documentation:

• Medical reports

• Insurance claim references

• Emergency verification

Refund requests must be submitted within 20 days of the triggering event or registration date. Late submissions risk denial due to administrative finalization.

Clubs are advised to familiarize themselves with required documentation and submission timelines.

Timeline and Refund Processing

Upon receipt, SAFA Ethekwini will:

• Acknowledge the request within 7 days

• Review eligibility and verify documentation

• Finalize approved refunds within 2–4 weeks

All refunds are issued via EFT (Electronic Funds Transfer) to authorized club or school accounts.
Cash, card chargebacks, or voucher refunds are not permitted to support proper financial auditing.

Processing times may vary depending on:

• Insurance involvement

• Peak seasonal volumes

• Verification needs

Clear timelines promote transparency and manage expectations effectively.

Event Booking Specifics

For tournaments, camps, and special bookings:

• Deposits become non-refundable after published deadlines

• Cancellations after deadline or participation in any portion of the event will result in no refund

• Optional event cancellation insurance may be available

If insurance was purchased:

• Claims must be filed directly through the insurer

• Insurer terms supersede club policy

• Separate documentation may be required

Clubs should review event-specific terms carefully when committing to bookings.

Contact Information & Appeals

All refund requests and enquiries must be sent to:

📧 info@safaethekwini.co.za

Centralizing communication ensures accurate tracking and consistent processing.

Appeals will only be considered in exceptional cases, such as:

• Severe medical emergencies

• Family crises

• Verified unforeseen events

Appeals must include:

• Detailed explanation

• Formal supporting documentation

Appeal decisions are made by the designated SAFA Ethekwini administrator/refund officer and are considered final.

Respectful, clear communication is expected at all times to maintain a positive relationship between clubs and the organization.