You can expire an individual user's reward from their profile when the reward should no longer be available for donation. Expiring a reward immediately removes the remaining balance from their available rewards and moves the record to their Past Rewards history.
Permissions
Anyone with the following user roles can expire a user's reward:
- Awards manager
- Budget manager
Expiring a reward from a user's profile
Use the Rewards tab on a user's profile to expire a specific available reward. The Edit action only appears when you are viewing another user's profile, not your own.
- Navigate to Manage > People, search for the user, and select Manage to open their profile in a new tab.
- Select the Rewards tab.
- Locate the reward you want to expire on the Available Rewards tab.
- Select Edit in the Action column.
- Review the reward summary (Received, Remaining, Description, and Date Received) in the Edit reward expiration date window.
- Select Expire rewards now if it is not already selected.
- Select Submit.
A confirmation message appears. The reward is removed from their Available Rewards tab and their available rewards balance decreases by the expired amount.
Viewing expired rewards
After you expire a reward, you can confirm the change on their profile.
- Select Past Rewards on their Rewards tab.
- Locate the expired reward in the table. The Expiration column shows the expiry date.
- Confirm the Remaining amount for the expired reward is 0.
Their available rewards total on the profile also reflects the reduced balance. If they had no other available rewards, the total shows 0.
Understanding reward expiry
Expiring a reward is immediate. Once expired, they can no longer donate that reward balance to a nonprofit.
The Edit reward expiration date window offers two options. Select Expire rewards now to immediately expire the reward, or select Edit expiration date to set a new future expiry date instead of expiring it immediately. Only select Expire rewards now when you want to remove the reward from their balance entirely.
This workflow applies to individual rewards on a user's profile. To change the expiry date for an entire seeding batch instead of a single user's reward, use Manage > Company Giving > Manage Rewards.
If the expiry fails, an error message appears in the Edit reward expiration date window. Select Cancel, then repeat the steps to try again.