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View frequently asked questions for:

Sports Officials

How much does RefPay Cost?

RefPay is FREE for Sports Officials. There are no monthly account fees, setup fees or hidden charges. Officials can select optional upgrades that have minimal costs but no upgrades are required to receive payments through RefPay.

Effective Apr 1, 2010 Officials no longer have any restrictions on the number of transfers they can make to their Bank Account or RefPay Debit Card. Officials who desire to receive payment by check will continue to be assessed a reasonable transaction charge. Minor accounts will no longer be offered as part of the RefPay suite of products.

If your service is FREE, how does RefPay make money?

The league, school or association you officiate for is assessed a per transaction charge each time a payment is credited to your RefPay account.

Who sends my 1099 at year's end?

RefPay provides a tax reporting tool that schools, leagues and associations may utilize if they choose. At year's end, Groups process tax forms and you will get notified a new 1099 has been placed in your personal tax folder inside RefPay. Groups who choose not to utilize the RefPay tax module will continue to send 1099's as they always have.

Are all payments paid through RefPay combined into one 1099 at year's end?

Payments are NOT combined with other payments made by different schools, conferences or associations with a separate Tax ID when RefPay clients continue to issue their own 1099s.  Over 75% of RefPay clients fall into this category.  Schools/conferences can require that RefPay issue their 1099s.  Payment totals for 1099s are combined for those clients that choose this option.

How does RefPay work?

To learn how RefPay works for a Sport Official, Paying Administrators or Associations visit the home page under the How it Works link.

Am I required to have a RefPay debit card?

Attaching a debit card to your RefPay account is completely optional. To access your money instantly a RefPay debit card is the only mechanism that provides the framework to give you instant access. Otherwise, you have the option to transfer funds by EFT (Direct Deposit) to your bank or you can request a physical check be mailed to your home.

How come I can't access my account immediately after I sign up?

After registering for an account you will receive a message notifying you that access will take up to 24 hours before you can access the system. RefPay operates under very strict government regulated guidelines. Those guidelines require us to verify information provided on the applications submitted. If you register after hours or on the weekend, you will be contacted the next business day with your login information. After the initial setup you'll be able to access you account any time you want 24 hours a day, 7 days a week, 365 days a year.

Can I set my own username and password?

Yes – we strongly recommend using your e-mail address as your username. If you need to change your e-mail address, see the instructions in the Quick Start Guide.

How am I protected?

RefPay takes privacy and security very seriously. RefPay is designed to protect all parties. Our Privacy Policy is TRUSTe certified and the website is secured by McAfee and GeoTrust, both industry leaders. All RefPay funds are held in escrow and managed by a Trust Bank and are never in the possession of RefPay management or employees. Best of all, RefPay is majority owned by the NCAA, a company you can rely on.

Why do you need my social security number?

Your social security sumber is required for income tax reporting purposes. RefPay takes privacy and the protection of your personal information very seriously. Every precaution is taken to ensure information transmitted over the Internet is encrypted and secure. If a breach of Security were to ever occur, RefPay carries the appropriate insurance and bonding to ensure all parties would be made whole.

Who can register for a RefPay account?

Any Sports Official, Referee, Umpire, Judge, Arbiter or Sport Support Personnel can register for a RefPay account. Anyone who prepares, facilitates or cleans up after a sporting event is eligible to be paid through the RefPay system.

Is there a user manual for sports officials?

The RefPay system is extremely easy to learn and use. Any Sports Official can access the Quick Start manual that will answer almost any question by visiting the Forms link on the Contact tab. You can reference the guide as needed or send an internal message to our customer support line for any additional help.

What are the age restrictions for RefPay account holders?

There are no age restrictions for someone to use the RefPay Payment Network. Young and experienced officials alike can enjoy the benefits of being paid in a fast, easy and secure manner.

I work for multiple Associations or Schools; can they all pay my same RefPay account?

Absolutely! The days of getting 15 checks from 15 different associations or schools are over. One RefPay account is all you need to be paid by multiple groups.

Is my money FDIC insured?

Yes - protecting clients' funds is of vital importance to RefPay. As your agent, we place your funds in a pooled escrow account at an unaffiliated FDIC-insured trust bank(s) or savings institution(s), which is eligible for pass-through FDIC insurance coverage. Your balance placed at the bank is subject to FDIC pass-through deposit insurance coverage, along with any other deposits you hold at that bank, up to a total of $250,000.

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Paying Administrators/Associations

How much does RefPay Cost?

RefPay transaction costs are based upon the dollar amount being paid to Officials. In most cases, transaction costs are lower than the actual cost of issuing a physical check.

Which Payor account is right for my group?

Accounts are designed to give higher volume users a discount for network utilization. Large groups will find paying a monthly fee means significant savings because of lower per item transaction costs. Small groups will find value in accounts that have little or no monthly fee.

Are there hidden charges?

We don't believe in hidden fees. Our pricing is fair, open and set in such a way that a long term mutually beneficial relationship can be created for all who opt to use our service.

Does my Association have to sign a lengthy contract?

RefPay does NOT require a time specific contractual agreement to use the payment network. Requirements to use the system are found in the user agreement. You can stop processing payments through the network at anytime without cost or obligation. We're very confident you'll find substantial value in our offerings that we don't feel any need to “lock you in.”

How does RefPay work?

To learn how RefPay works for a Sport Official, Paying Administrators or Associations visit the home page under the How it Works link.

How are my Officials and Association protected?

RefPay takes privacy and security very seriously. RefPay is designed to protect all parties. Our Privacy Policy is TRUSTe certified and the website is secured by McAfee and GeoTrust, both industry leaders. All RefPay funds are held in escrow and managed by a Trust Bank and are never in the possession of RefPay management or employees. Best of all, RefPay is majority owned by the NCAA, a company you can rely on.

Are my associations/leagues funds FDIC insured?

Yes - protecting client's funds is of vital importance to RefPay. As your agent, we place your funds in a pooled escrow account at an unaffiliated FDIC-insured trust bank(s) or savings institution(s), which are eligible for pass-through FDIC insurance coverage. Your balance placed at the bank is subject to FDIC pass-through deposit insurance coverage, along with any other deposits you hold at that bank, up to a total of $250,000.

Who can register for a RefPay account?

Any Sports Official, Referee, Umpire, Judge, Arbiter or Sport Support Personnel can register for a RefPay account. Anyone who help prepares, facilitates or cleans up after a sporting event is eligible to be paid through the RefPay system.

What are the age restrictions for RefPay account holders?

There are no age restrictions for someone to use the RefPay Payment Network. Young and Old Officials alike can enjoy the benefits of being paid in a fast, easy and secure manner.

How much does product support costs?

RefPay does not charge Payers for product support calls. Support hours and contact information can be found on the Contact Tab. To avoid excessive staffing costs we've created an internal messaging system that allows you to communicate directly with our staff for non urgent issues. The quickest way for you to resolve any problem that may arise is through the online messaging system. You'll have access to the system after you login to your account.

Can I have a RefPay account for each of the sports I pay Officials for?

Yes. You can have multiple RefPay accounts all under the same username. This allows you to keep money used to pay Basketball Officials separate from money used to pay Soccer Officials etc. Paying different Sport Officials all from the same account works great as well. You can structure the system however it works for you.

Who sends 1099's at year end?

RefPay provides a tax reporting tool that schools, leagues and associations may utilize if they choose. At year's end, Groups who use the tax module create a report that calculates all payments made to individual Officials. A 1099 is then generated and placed inside each Officials personal tax folder inside RefPay. Groups who choose not to utilize the RefPay tax module will continue to send 1099's as they always have.

Are all payments paid through RefPay combined into one 1099 at year's end?

All Payments made through RefPay are recorded on a Tax ID to Tax ID basis. Payments are NOT combined with other payments made by different schools, leagues or associations with a separate Tax ID.

Can I talk to a live person if I'm having trouble with my RefPay account?

Yes our support hours are listed on the Contact Page. We are closed all federal holidays. To avoid excessive staffing costs we've created an internal messaging system that allows you to communicate directly with our staff. The quickest way for you to resolve any problem that may arise is through the online messaging system, but you're welcome to call at anytime during regular business hours.

Is there a User Manual for Paying Administrators?

The RefPay system is extremely easy to learn and use. Every Paying Administrator will be given a Quick Start manual that will answer almost any question. You can reference the guide as needed or call our customer support line for any additional help.

Does your system integrate with my assigning and/or scheduling software?

RefPay is currently integrated with the ArbiterSports assigning tool and actively working to integrate with 3 other assigning solutions. We welcome any potential integration that will be beneficial to our users. If you have specific software you'd like to see integrated with RefPay, please send us an e-mail, as we value your opinion. Additionally, if you have a suggestion on how we can improve our product to better meet your needs, please share it with us and we'll do our best to make it happen.

Do I have to use specific assigning software to make payments through RefPay?

No, we believe there is great value in using an assigning solution that is fully integrated with RefPay, but RefPay can be used as a standalone solution to make payments.

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Schools/Municipalities

How much does RefPay Cost?

RefPay transaction costs are based upon the dollar amount being paid to Officials. In most cases, transaction costs are lower than the actual cost of issuing a physical check.

Are there hidden charges?

We don't believe in hidden fees. Our pricing is fair, open and set in such a way that a long term mutually beneficial relationship can be created for all who choose to use our service.

Does my School have to sign a lengthy contract?

RefPay does NOT require a time specific contractual agreement to use the payment network. Requirements to use the system are found in the user agreement. You can stop processing payments through the network at anytime without cost or obligation. We're very confident you'll find substantial value in our offerings that we don't feel any need to “lock you in.”

How does RefPay work?

To learn how RefPay works for a School visit the home page under the How it Works link.

How is my School protected?

RefPay takes privacy and security very seriously. RefPay is designed to protect all parties. Our Privacy Policy is TRUSTe certified and the website is secured by McAfee and GeoTrust, both industry leaders. All RefPay funds are held in escrow and managed by a Trust Bank and are never in the possession of RefPay management or employees. Best of all, RefPay is majority owned by the NCAA, a company you can rely on.

Are my Schools funds FDIC insured?

Yes - protecting client's funds is of vital importance to RefPay. As your agent, we place your funds in a pooled escrow account at an unaffiliated FDIC-insured trust bank(s) or savings institution(s), which are eligible for pass-through FDIC insurance coverage. Your balance placed at the bank is subject to FDIC pass-through deposit insurance coverage, along with any other deposits you hold at that bank, up to a total of $250,000.

Who can register for a RefPay account?

Any Sports Official, Referee, Umpire, Judge, Arbiter or Sport Support Personnel can register for a RefPay account. Anyone who help prepares, facilitates or cleans up after a sporting event is eligible to be paid through the RefPay system.

What are the age restrictions for RefPay account holders?

There are no age restrictions for someone to use the RefPay Payment Network. Young and old Officials alike can enjoy the benefits of being paid in a fast, easy and secure manner.

How much does product support cost?

RefPay does not charge Payers for product support calls. Support hours and contact information can be found on the Contact Tab. To avoid excessive staffing costs we've created an internal messaging system that allows you to communicate directly with our staff for non-urgent issues.

The quickest way for you to resolve any problem that may arise is through the online messaging system. You'll have access to the system after you login to your account.

Can I have a separate RefPay account for each of the sports I pay for?

Yes. You can have multiple RefPay accounts all under the same username. This allows you to keep money used to pay Basketball Officials separate from money used to pay Soccer Officials etc. Paying different Sport Officials all from the same account works great as well. You can structure the system however it works for you.

Who sends 1099's at year end?

RefPay provides a tax reporting tool that schools, leagues and associations may utilize if they choose. At year's end, Schools who use the tax module create a report that calculates all payments made to individual Officials. A 1099 is then generated and placed inside each Officials personal tax folder inside RefPay. Groups who choose not to utilize the RefPay tax module will continue to send 1099's as they always have.

Are all payments paid through RefPay combined into one 1099 at year's end?

All Payments made through RefPay are recorded on a Tax ID to Tax ID basis. Payments are combined with other payments from the same Tax ID number NOT other Tax ID numbers. School Districts who have multiple Schools operating under the same Tax ID number can easily get a combined district total of all payments to one Official regardless of where the Official works within the district. Tax compliance has never been easier!

Who collects W-9's?

The RefPay platform stores a W9 for each Official in the system. When payments are made by a School to an Official our system checks to see if a copy of that Officials W9 is stored in your Schools individual tax folder inside RefPay. If no copy is found, the system automatically places a copy of the Officials W9 in your folder. All W9's are stored digitally in one place so the next audit is a breeze. Once again, tax compliance has never been easier!

Can someone from the District Office audit my RefPay account?

Yes – RefPay's platform allows for an Auditor account to be set up so all transactions at a School level are transparent at the District Level.

Can I talk to a live person if I'm having trouble with my RefPay account?

Yes our support hours are listed on the Contact Page. We are closed all federal holidays. To avoid excessive staffing costs we've created an internal messaging system that allows you to communicate directly with our staff. The quickest way for you to resolve any problem that may arise is through the online messaging system, but you're welcome to call at anytime during regular business hours.

Is there a User Manual for Schools?

The RefPay system is extremely easy to learn and use. Every Payer is given a Quick Start manual that will answer almost any question. You can reference the guide as needed or call our customer support line for any additional help.

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