Referee Payments

Payment Frequency

• All appointments will be summarised on the Referee Payment screen every Wednesday morning.
• Auto payment will be the default for all entities and payments will be processed on the payment entity’s entity card.
• An individual payment entity may change this to manual payment if they wish to pay on demand.
• Referees will receive the payment in their bank account ~5-8 business days after the invoice has been paid. Note, this is the payment gateway stipulation. 

When an appointment is created, the appointment will look at the current Payment fees as per the competition setup at that point in time. If the Payment fees are updated, any past appointment(s) will need to be deleted and re-added in order to receive the updated payment fees. Any appointments that have already been invoiced and paid cannot be updated.

For referee payment invoices to be processed all of the following are required and recommended they are completed in the following order:

• Referee(s) have accepted their appointments (Portal > Referee > Appointments).
  • Referee appointments in portal information available here.
• Referees have added their account details into their Rugby Xplorer Portal (Portal > Referee > Account Details).
  • Steps for referees to add their account details available here.
• Payment entity has added an entity card into Rugby Xplorer (Admin > Payment Settings > Entity card)
  • Steps for setting up an entity card available here.
• Referee club has added their account details into Rugby Xplorer admin portal, if they are receiving admin fees (Admin > Payment Settings > My Account Details).
  • Steps for entity’s updating their account details available here.
• Match has been marked as ‘result’ and/or ‘forfeit’.
  • Note, for per day rugby event payments all matches the referee has been appointed to need to be marked as ‘result’ before any payment is processed.
• Appointment Board Admin 'confirms attendance' checkbox.

Referee Payment Process

1. Competition created by Competition Manager, with Payment tab setup.
   • More information is available here. 
2. Matches are created by Competition Manager. 
3. Appointment Board admin appoints referee(s). 
4. Referee(s) accept/reject their appointments. 
   • If accepted, the referee will appear with green tick for Appointment Board admins. 
   • If rejected, the referee will appear with red cross for Appointment Board admins. These referees should be replaced and/or removed to ensure they are not paid for matches they did not referee. 
5. Match is played and match is marked as “Result” or “Forfeit” by Team Admins via Rugby Match Day app (or admin portal by Competition Manager). 
6. Appointment Board admins will see "Confirm Attendance" checkbox in the appointment board for matches that are marked as Result/Forfeit. 
7. Appointment Board Admin confirms referee(s) attended these matches. 
   • This checkbox will override if a Team Admin marked a referee as 'No Show', when they did actually attend the match. 
   • If referee(s) have not yet accepted their appointment, this checkbox will update their appointment to 'accepted'.
   • If referee(s) rejected their appointment and/or the referee(s) did not show and were replced, Appointment Board Admin needs to remove and/or update with new referee, who will then be included in the payment process and their appointment accepted with the checkbox. 
8. Competition Referee Fee Report will show "approved" for matches that have had 'confirm attendance' checkbox ticked, to add them to the next invoice payment run. 
9. Once a Referee Payment Invoice has been created, the 'confirm attendance' checkbox is disabled. 

Statuses

• Paid: invoice has been paid.
• Invalid: there are issues with the invoice which need to be resolved before payment can be made.
• Failed: there are issues with the payment and cannot be processed until these are resolved.
• Invoiced: the invoice has been generated, but has not been paid yet (manual payments only).

Payments

• Where there is an exclamation mark in yellow, this indicates there are issues with paying the invoice. By clicking this button it will identify the issue which needs to be resolved before payments can be made.
  • Once these issues have been resolved, the entity can "re-validate the invoice" and click the credit card icon to "make payment". 
• Similarly, the credit card icon will allow the payment entity to “Make Payment” on demand.
  • Once an invoice has been paid, the credit card icon will disappear and invoice will be marked as 'Paid'.
• Failed payments will display an information icon including the entity card errors that occurred when payment was being processed. These need to be resolved before it can paid.  

Invoices

• Automatic invoices will be sent to all entity admins once processed.
• Payment entities will only see the invoices they are responsible for. 
• Admins can download specific invoices on demand by clicking “Email Invoice”. This will sends the invoice to the admin requesting the invoice.
• Appointments Invoice includes the following information:
  • Bill To
  • Tax Invoice
  • Customer ID
  • Date
  • Appointments, Type, Match, Total Amount
  • Transfer recipients
  • Processing Fee
  • Invoice Grand Total
• Individual referees will receive a ‘Referee Match Payment’ email including the following information:
  • Referee ID
  • Referee Name
  • Payment Entity
  • Competition
  • Round
  • Fixture
  • Date of Fixture
  • Venue
  • Comp Fee

More information on Referee Payment Reports can be found here.