# Set a card fee on account top-ups

> Optionally recover card processing when members add funds to a ledger balance. Cash and check at the desk are credited in full.

Source: https://www.aerscheduler.com/docs/billing/set-a-card-fee-on-account-top-ups
Section: Billing and payments. For: Owners.

With ledger mode on, open `Settings → Billing` (web console) and use
**Card fee on account top-ups** to add an optional percent and/or flat fee when members
add funds by card. Desk cash and check credit is credited in full. Only the
organization owner can save it.

**Who can do this:** Owners

## What it is for

When a member adds funds by card, Stripe charges a processing fee. This setting lets the
school recover that cost on the **card payment**, not by raising aircraft rates.

- The member chooses how much **credit** they want on account (for example $100).
- If you set a fee, they **pay** a little more (for example $103.20) and still receive
  **$100.00** credited.
- Cash or check recorded at the desk never uses this surcharge.

It is your school's fee. It is not AerScheduler's Connect application fee, and it is not
your **Service fee**. Those are two different things that both belong to you: the card fee
recovers card processing on money going **on** to an account, and the service fee is your
percentage of a **bill**. The service fee applies in both billing modes, so a flight
charged to a ledger carries it exactly as an invoice would.

## Set the fee

1. **Turn on Account ledger under How members pay**

   The card fee card only appears when ledger mode is on. See
   [Choose invoice or account ledger](https://www.aerscheduler.com/docs/billing/choose-invoice-or-account-ledger).

2. **Enter a Percent and/or Plus flat**

   Percent uses the same units as the invoice service fee (2.9 means 2.9%). Flat is an amount in
   your billing currency (0.30 means thirty cents, or thirty pence). Blank or 0.0 / 0.00 means no surcharge.

3. **Click Save card fee**

   Only the organization owner can save. An admin can read the fields but the save is refused.

![Card fee on account top-ups settings](https://www.aerscheduler.com/docs/ledger-topup-card-fee.png)

_Optional percent and flat fee when members add funds by card._

The example line under the fields shows what a $100 credit would cost with your numbers.

## What members see

On Add funds, if a fee is set, the screen shows **Pay $X → $Y credited** before they
confirm. After a short Undo window, the card is charged the higher amount and the ledger
credits only the amount they asked for.

## Refunds

Refunding a card top-up returns the **credit**, not the surcharge. If they paid
$56 for $50 on account, a full refund sends $50 back to that card. The $6 card
fee stays charged. Stripe also keeps its processing fee on the original
payment.

Check or cash refunds never touch Stripe, so they cannot return a card fee
either. See [Refund](https://www.aerscheduler.com/docs/billing/manage-a-member-account-ledger#refund).

## Limits and notes

- Percent cannot be more than 100. Flat cannot be more than $100.00 per top-up.
- Clearing both fields (or saving zeros) turns the surcharge off again.
- ACH top-ups are not part of this setting yet.