SHOW ME THE MONEY!
RX - Club Pays Invoices
REGISTRATION SETTINGS
When an individual registers, there are multiple fees to be collected. Depending upon the role (player, coach, admin-volunteer, match official, medical), there are various fee levels for USA Rugby, Senior Club Council, and the Union. Some clubs may also choose to collect their member dues during registration. There are three options by which payments can be made for when an individual registers:
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Player Pays - This is the default setting. At the conclusion of the annual registration process, the individual will pay his/her fees via credit/debit card, or through the newly available pay-over-time feature from Affirm.
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Auto Payment - Registrations are paid by the entity's saved card. The entity in most cases would be the club.
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Manual Payment - Registrations are paid by the entity. At the end of the billing period, the club admin would receive an invoice. Payments are made via check sent to the USAR office. Once the check is received/cashed, USAR staff would pay the invoice on its own card, thereby allowing the payment to go to the appropriate entity (National/SCC/Union/Club).
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This method would only change if a club admin opted to change it in the club admin portal by expanding Payment Settings on the left, and then selecting Registration Settings. In the upper left, there is a Change button.
FAILED PAYMENTS
No finger-pointing here as RX is still a new application combined with turnover at the SCC, Union and Club admin levels. Hard to know when we didn't have a documented training/review process on this option.
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If a club changed from the Player Pays option, it would see all of it's payments, both completed and/or failed on its Registration Settings page.
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At the top left, it will indicate the current option setting.​
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Just below, it will show the current registrations about to come due at the next invoice. The View button will show details of the player(s), the date and the amount.
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Below that is the table of all invoices:
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On the far right of each line item is a Download option to get the invoice with details. ​
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If an invoice is outstanding, it can be paid by card by selecting the Credit Card option.
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Types of Failures​:
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If the Registration Type is "Auto" and the Status column says "Failed", it indicates that the entity card on file has failed. The club should edit the card by expanding Payment Settings on the left, and then selecting Entity Card.​
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If the Registration Type is "Manual" and the Status column says "Pending", it indicates that the club received the invoice but did not make a payment to USAR. The club can immediately pay the invoice by card.​​​​
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UNION ADMIN VIEW
The union admin can view the invoices for all clubs by expanding Payment Settings on the left, and then selecting Club Pays Invoices. The default is the current season, but data can be filtered by season, club and status.
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A union admin could also download the registration report to see all payment data by individuals within the union. Similarly, the club admin can do the same for club members.
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At the current moment, a club would show to be compliant (Admin Portal --> Administration --> My Club --> Compliance) if the club fee has been paid. It is in development to also include outstanding invoices as part of the financial component of compliance. A club may be categorized as not complaint and therefore disallowed to participate if invoices are significantly overdue.
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A club is always accountable to ensure invoices are paid in a timely manner by sending in payment or keeping the entity card updated. The SCC will also be checking on a monthly basis to ensure outstanding invoices are addressed.
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Any questions/comments can be sent to IT@usaclub.rugby or admin@usaclub.rugby.
ADDITIONAL RESOURCES
RX Frequently Asked Questions – provided by USA Rugby
The CGRU has create a Facebook help group for RX admins:
https://www.facebook.com/groups/817826559415763
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