docs: manual contribution refunds and Alipay date-of-birth requirement

expenses-and-getting-paid/submitting-expenses/README.md

@@ -88,6 +88,14 @@ Once you complete the PayPal authorization, Open Collective will store your veri
 If you previously saved a PayPal email address before this feature was introduced, your payout method will be marked as **unverified**. You will see a prompt to reconnect it through the PayPal authorization flow. Verifying your existing PayPal payout method is optional for now, but recommended — it helps Fiscal Hosts confirm your identity and may be required by some hosts in the future.
 {% endhint %}
 
+### Bank transfer payout methods (Wise)
+
+When your Fiscal Host pays expenses through Wise, bank transfer payout methods use a structured form that adapts to the currency and transfer type you select. The fields shown depend on the destination country and payment rail (for example, local bank account, SWIFT, or Alipay).
+
+If you select **Chinese Alipay** as your transfer type, you will be asked for your **date of birth** in `YYYY-MM-DD` format. Alipay requires this information for identity verification, and collecting it when you create the payout method helps avoid payment delays or failures later.
+
+If you already have an Alipay payout method saved without a date of birth, edit the payout method and add this field before submitting new expenses.
+
 If you are not able to use these methods for whatever reason, you can also select a "custom payout method," which invites you to share details of how you would prefer to be paid.
 
 {% hint style="info" %}

fiscal-hosts/expense-payment/handling-payment-errors-through-wise.md

@@ -15,7 +15,9 @@ If Wise encounters a problem, it may post a message saying that the expense has
 
 Alternatively, the expense submitter may contact the Fiscal Host independently to inform them that they have not yet received the funds.
 
-
+{% hint style="info" %}
+For **Chinese Alipay** payouts, missing or incorrect payee details — such as date of birth — can cause Wise to reject the transfer. If a payment fails for this reason, mark the expense as **Incomplete** and ask the payee to update their payout method with the required information. See [Submitting Expenses](../../expenses-and-getting-paid/submitting-expenses/README.md#bank-transfer-payout-methods-wise).
+{% endhint %}
 
 ### Resolving payment errors
 

fiscal-hosts/processing-refunds.md

@@ -22,18 +22,38 @@ All Fiscal Hosts are encouraged to have a public refund policy. You can add a re
 * Navigating to your Fiscal Host's Dashboard > Settings > Policies
 * Adding your Refund Policy or a link to it under Contributions or Expenses Policy sections.
 
-#### Refund a Donation: 
+#### Refund a Donation
 
-* Go to you host dashboard and **Ledger** section. 
-* Under the **Ledger** section choose the **Transactions** section. 
-* Find the contribution that you want to refund and click on it to open the drawer on your right hand side. 
-* You will find a refund button at the top of the drawer along with all the transaction details. 
-* Click refund and confirm the operation.
+1. Go to your Fiscal Host **Dashboard > Ledger > Transactions**.
+2. Find the contribution you want to refund and open its details.
+3. Click **Refund** and confirm the operation.
 
-{% hint style="info" %}
-For contributions that were made using a Stripe enabled payment method, the funds should automatically be returned to the contributor. For other payment methods, we recommend [inviting the user to submit an expense](../collectives/spending-money/inviting-a-third-party-to-submit-an-expense.md). 
-{% endhint %}
+The refund flow depends on how the contribution was originally paid.
+
+### Stripe and PayPal contributions
+
+For contributions processed through Stripe or PayPal, the platform refunds the contributor automatically after you confirm. Funds are returned through the original payment method.
+
+You can optionally:
+
+* Cancel any linked recurring contribution
+* Remove the contributor from the Collective's sponsor list
+* Send the contributor a message explaining the refund
+
+### Manual contributions and added funds
 
+For contributions that were not processed through a payment provider — including [manual bank transfers](../giving-to-collectives/payment-methods.md), [added funds](receiving-money/adding-funds-manually.md), and other off-platform payments — the refund dialog is titled **Mark contribution as refunded**.
 
+These refunds only reverse the transaction in Open Collective's ledger. **No money is moved by the platform.** You must return funds to the contributor outside Open Collective (for example, via bank transfer).
 
-The process for refunding contributions differs slightly depending on what the original payment method used was. If someone made their contribution with Stripe, the refund will be processed automatically after you confirm the operation. If the payment was originally made manually extra steps are needed.
+Before completing the refund, you must confirm:
+
+> I confirm that the refund has been or will be performed manually off-platform. This action only reverses the transaction in the ledger; no money will be moved by the platform.
+
+{% hint style="warning" %}
+Only Fiscal Host admins can refund manual contributions and added funds. Collective admins should contact their Fiscal Host to process these refunds.
+{% endhint %}
+
+{% hint style="info" %}
+For contributions that were made using a Stripe enabled payment method, the funds should automatically be returned to the contributor. For other payment methods where you cannot reverse the payment on-platform, we recommend [inviting the user to submit an expense](../collectives/spending-money/inviting-a-third-party-to-submit-an-expense.md).
+{% endhint %}

fiscal-hosts/receiving-money/adding-funds-manually.md

@@ -36,3 +36,9 @@ Internal memos are used to indicate, to yourself and other administrators, anyth
 * A grant application and associated award
 
 The memo will appear to any administrator under 'view details on the transaction list.
+
+## Refunding added funds
+
+If you need to reverse added funds, open **Dashboard > Transactions**, find the transaction, and click **Refund**. Because added funds were not processed through a payment provider, the dialog will ask you to **Mark contribution as refunded** and confirm that you have returned or will return the money off-platform.
+
+This action only updates the ledger — no money is moved by Open Collective. See [Processing Refunds](../processing-refunds.md#manual-contributions-and-added-funds) for details.