Aditya Vidya Vihar Higher Secondary School, Khargone (M.P.)

Effective Date: August 1, 2026

Last Updated: August 1, 2026

1. Introduction & Purpose

This Online Fee Payment Refund & Cancellation Policy applies to all fee payments made through the official web portal, payment gateway services, or mobile applications of Aditya Vidya Vihar Higher Secondary School, Khargone (M.P.).

This policy is framed in compliance with the Reserve Bank of India (RBI) directives on Turn Around Time (TAT) and settlements, Payment Aggregator (PA) guidelines, and standard banking practices in India to ensure clear, fair, and transparent handling of failed transactions, duplicate debits, and refund requests.

2. General Policy on Fee Refundability

  • Tuition Fees, Admission Fees, Term Fees, Smart Class Fees, Examination Fees, and Annual Administrative Charges remitted to the School account are non-refundable and non-transferable once successfully processed, except under the specific circumstances listed in Section 3.
  • Payment of fees implies acceptance of the school's fee structure and terms of admission.

3. Conditions Warranting Refund or Financial Adjustment

Scenario Category

Description

Resolution Action

Multiple / Duplicate Debits

Parent/Student bank account is debited twice or multiple times for the same transaction due to a network error, session timeout, or technical glitch.

100% refund of the duplicate debited amount back to the original source account.

Payment Debited but Uncredited

Funds are deducted from the bank account, but the status shows "Failed" or "Pending" on the School ERP portal.

Reconciled within 2–5 working days or converted to a verified fee receipt.

Excess Fee Payment

Accidental overpayment beyond the due quarterly/annual ledger amount.

The excess amount is adjusted/credited against the subsequent quarter's fee.

Admission Cancellation (Prior to Term)

Formal cancellation of admission before the official start of the academic session.

Refund processed according to CBSE/State Board bye-laws and School Management guidelines.

4. Technical Failure & Failed Transactions (RBI Harmony Protocol)

In compliance with RBI Circular DPSS.CO.PD No.629/02.01.014/2019-20 on harmonization of Turn Around Time (TAT) for failed transactions:

  • If money is debited from your account but the payment fails at the gateway, the funds are held by the intermediary payment aggregator/bank and are usually auto-reversed to your original payment source (Bank/UPI/Card) within T + 1 to T + 5 working days (where T is the transaction date).
  • Parents do not need to contact the School immediately for auto-reversed payments. However, if the funds are not credited back within 5 working days, parents should submit a query along with their bank statement.

5. Refund Application Procedure

For manual refund processing (in cases of verified duplicate payments or overpayments):

  1. Submit Written Intimation: Send an email to avvaccuount.09@gmail.com  within 7 working days of the transaction date.
  2. Mandatory Details Required:
    • Student’s Full Name, Class, Section, and Admission/Enrollment Number.
    • Payment Gateway Transaction ID & Order ID.
    • Date and Time of Transaction.
    • Bank Statement / Debit Advice clearly showing the double deduction.
  3. Verification & Settlement: The School Accounts Department will verify transaction logs with the bank/payment gateway partner (e.g., Razorpay / HDFC / SBI). Approved refunds will be processed and credited strictly to the original payment source within 7 to 10 working days.

6. Payment Gateway Convenience Charges

  • Convenience Fees / Bank Charges / Taxes (GST): Any additional transactional surcharges or service taxes levied directly by payment gateways, card service providers, or issuing banks are non-refundable by the School, as these are collected by the respective service providers for processing the transaction.

7. Cancellation of Admission & Withdrawal Refund Rules

  • Written Request: Parents seeking withdrawal or Transfer Certificate (TC) must submit a formal application to the Principal's office.
  • Pro-Rata Tuition Fee: Tuition fees paid for an ongoing/commenced term or quarter are non-refundable.
  • Caution Money / Security Deposit: Any refundable deposits will be released after full verification of pending library books, laboratory equipment, transport dues, and ledger clearance.

8. Accounts Helpdesk & Nodal Contact

For all payment portal technical queries, failed transaction status verification, or duplicate debit resolution, please contact:

  • Desk: Accounts & Fee Reconciliation Section
  • School Name: Aditya Vidya Vihar Higher Secondary School
  • Campus Address: Khandwa Road, Nr. DRP Line Rd., Khargone, MP - 451001
  • Email: avvaccuount.09@gmail.com 
  • Phone / Helpline: +91 7999572510
  • Helpdesk Hours: Monday to Saturday | 09:00 AM – 03:30 PM (Except Public Holidays)