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Refund & Cancellation Policy

Effective Date: January 1, 2026

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Champion Systems Solutions Inc. is an independent reseller of commercial IT hardware. We sell and ship brand-new, factory-sealed physical computer hardware, enterprise printers, OEM supplies, and networking equipment to businesses, schools, healthcare facilities, and other organizations across the United States. We aim to provide clear commercial terms, honest shipping information, and good client service.

 

1. 30-Day Commercial Return Policy

30-Calendar-Day Window: Commercial clients may request a return for eligible hardware within thirty (30) calendar days of the verified carrier delivery date.​

Return Merchandise Authorization (RMA) Required: All returns need written approval in advance, along with an official RMA number from our logistics desk. Any shipment sent back without an approved RMA number will be refused at the receiving dock of the assigned distribution warehouse.

Eligible Condition: Returned items must be brand-new, unopened, and factory-sealed in the original manufacturer packaging. All serial numbers, UPC barcodes, warranty papers, power supplies, and accessories must remain intact.

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2. Restocking Fees

Standard 15% Restocking Fee: A standard 15% restocking fee applies to all approved returns of non-defective commercial hardware. This fee covers warehouse checks, serial number review, packaging inspection, and shipping the item back to authorized distribution centers.

Return Shipping Responsibility: For non-defective returns, the purchaser pays all return freight, tracking, and transit insurance costs. Original outbound shipping charges are not refundable.

 

3. Defective on Arrival (DOA) & Transit Damage

48-Hour Inspection Window: Inspect all physical freight when it arrives. Any shipping damage or equipment found Defective on Arrival (DOA) must be reported to our office within 48 hours of delivery.

Zero Restocking Fee on DOA: Verified damaged or DOA hardware will receive an immediate RMA for an identical replacement or a full refund. No restocking fee applies, and return shipping will be prepaid.

Manufacturer Warranty Coverage: After the first delivery inspection, all deployed hardware is covered by the applicable Original Equipment Manufacturer (OEM) warranty. We help clients submit documentation and route claims to the manufacturer.

 

4. Order Cancellations & Invoicing Corrections

Cancellations Prior to Shipment: Purchase orders may be cancelled for a full 100% refund if notice arrives before the order is packed, placed on a pallet, or sent out from the distributor warehouse.

Orders in Transit: Once an order leaves the warehouse, it cannot be rerouted or cancelled while in transit. After delivery, it must follow the standard 30-day RMA return process.

Billing & Invoicing Inquiries: If an invoice has an error, a billing mistake or duplicate charge appears, our accounting team will review the issue and provide an adjustment or credit memo within 1–2 business days.

 

5. Corporate Hardware Supply & Refresh Agreements

Agreement Terms: Commercial clients with scheduled hardware purchases or phased office refresh agreements may change or cancel upcoming orders by giving written notice 30 days before the next scheduled shipment date.

Unfulfilled Hardware Funds: Any advance deposit or prepaid amount set aside for hardware that has not yet been purchased or shipped from distribution will be refunded in full.

 

6. Non-Returnable Items

To follow manufacturer distributor rules and safety standards, these items cannot be returned:

  • Opened printer consumables, including OEM toner cartridges, ink units, drums, and maintenance boxes

  • Specially built or custom-configured enterprise servers and workstations

  • Opened software licenses or digital activation keys

  • Hardware with broken factory seals or missing serial number labels

 

7. Step-by-Step Return & RMA Process

To start a return or request an RMA number:

Submit Request: Contact our office within 30 calendar days of delivery at info@championsystemssolutions.com or +1 (888) 248-4898. Include your original Invoice / PO number, product SKU, serial number, and reason for the return.

Receive RMA Instructions: Our logistics team will review the request and send an official RMA number, along with return shipping instructions for the assigned warehouse, within 24–48 business hours.

Ship Equipment: Place the factory-sealed equipment inside a secure outer shipping box. Do not write directly on the manufacturer's retail box. Put the RMA number clearly on the shipping label.

Inspection & Refund: After warehouse receiving gets and verifies the item, refunds are credited to the original corporate payment method or applied as a purchase order credit within 5–7 business days. Any applicable restocking fee (see Sections 2 and 3) will be deducted — no restocking fee applies to verified DOA (Dead on Arrival) or transit-damage claims.

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8. Contact Our Logistics & Order Support Desk

For help with order status, tracking, RMAs, or billing:

Company Name: Champion Systems Solutions Inc.

Office Address: 184 Victor Ave, Campbell, CA 95008, USA

Toll-Free Phone: +1 (888) 248-4898

Email: info@championsystemssolutions.com

Hours: Monday - Friday, 9:00 AM - 6:00 PM PST

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