Overpayment Policy

🎯 Purpose

To protect customers, contributors, and Toku by clarifying what happens if an invoice is approved, pre-funded, and paid out in error.

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✅ Key Points

• Once an Admin approves an invoice and funds are disbursed, the payment is final.
• If an error is later discovered, Toku will contact the contributor up to three times to request a return of funds.
• If the contributor does not return the funds, it is the responsibility of the Admin and the contributor to resolve the matter directly.
• Toku does not refund or advance replacement funds in these cases.
• Toku will provide you with documentation of outreach attempts to support your recovery efforts.

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📌 Recovery Process (What Toku Does)

1. Validate the request: Confirm the invoice was Admin-approved before disbursement.
2. Reach out to the contributor: Send up to three email requests (weekly) asking the contributor to return the funds.
3. Share documentation: Provide a summary of attempts to the Admin. If recovery is unsuccessful after three outreach attempts, further action is up to your Admin team and the contributor.

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❓ FAQs

What if the contributor wants to repay in installments or partially?

That arrangement must be made directly between the Admin and contributor. Toku does not mediate repayment agreements.

What about currency conversion or fees?

Any returned amount may be reduced by network fees or exchange rates. Toku will share the net recovered amount.

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✅ This policy ensures clear expectations: once you approve and funds are sent, the payment is final. Toku will support recovery efforts, but resolution ultimately rests between the Admin and contributor if funds are not returned.