ArbiterPay Quick Start Guide for Schools

Sections:
Link ArbiterPay with ArbiterGame
Funding Your Account
How To View Your School's Schedule
Vouchers
Paying Officials and Workers
Troubleshooting Payment Issues



Note: If your school does not have an ArbiterPay account already, CLICK HERE to register.

 

Link ArbiterPay with ArbiterGame

Before you can pay officials, you will need to link your ArbiterPay account with your Arbiter account.

1. Sign into your ArbiterGame account on www.arbitersports.com.
2. Click on the Payroll tab.
3. Click Link Pay Account located in the top right.

4.  Enter your ArbiterPay Account username and click Continue.

5. Select your account number(s) to link and click Continue.
   1. If your school has sub-accounts, all account numbers related to that account username will be listed. You can select all or choose the specific accounts to link.

6. Enter your Security Key/PIN and click Link Account.

7. Your accounts will be linked, and you will be redirected to the Event Payments page. You can view your ArbiterPay account and available balance in the top right or by going to the Accounts sub-tab.

 

 

 

 

 

Funding Your Account

 

There are four ways to fund your ArbiterPay account:

• Fund from Arbiter - most recommended because it is the most seamless and user-friendly method.
• ACH Transfer
• Wire Transfer
• Sending a check

Please refer to this article for further instructions: Uploading Funds To ArbiterPay

 

 

How To View Your School's Schedule

 

You can use the filtering options on the left side of the schedule page to view your games. Use the calendar to view games and events on a specific day or use the drop-down options below the calendar to view by date range, sport, or level. To create your own custom filters, use the Advanced option (learn how to create filters here: Creating Filters for Your Schedule).

 

View Officials:
On any home game, click on the official jersey icon to view your assigned officials. If the icon is yellow, this either means no officials have been assigned yet by your assigner, or the officials have not yet confirmed the assignment. If the icon is green, this means all officials are assigned and confirmed. You can see the officials’ names next to their position. 

If you need the contact information to the assigner or officials, simply click on their name.

 

View or Manage Contract Workers:
Before you can schedule contract workers, first you need to add them to the Workers sub-tab located under the People tab.
Please click the following link to learn how to add and schedule workers: How to Schedule Contract Workers

 

Vouchers

There are two ways you can access the vouchers for your games: 1.) Download the voucher on the game under the Schedule tab or 2.) Download the Payment Voucher report under the Reports tab.

To access a single game's voucher::

1. Go to the Schedule tab.
2. Go to the game in question and click on the jersey icon on the right side to open the assigned officials on the game.
3. Click Print Voucher to download the voucher for that game.
   1. Note: The game must be set to the proper Bill-To AND must be marked as "Paid By Bill-To" on the assigner's end for the voucher to show up. If the voucher isn't showing, contact your assigner to ensure your school is set as the game's Bill-To, and that the officials are marked as "Paid By Bill-To."

 

To access vouchers for multiple games at once:

1. Go to the Reports tab.
2. Under the Financial section, click on the Payment Voucher report.

3. Enter a start date and end date for the game(s) you need the vouchers for.
4. Select the game criteria: Sport, level, event type, and event status (you can select more than one at a time).
5. Click Export to PDF.

 

 

Paying Officials and Workers

 

1. In your school's ArbiterGame account, go to the Payroll tab.
2. Check the box on the left side next to the payments(s) you wish to submit. To select all payments, select the top check-box located to the left of the "Status" column.
   1. Note: Payees with the status "No Pay Account" cannot be selected for payment.
3. Click Make Payment in the upper right-hand corner.
   
   
    
   4. The submit payments menu will pop-out from the right side of the screen. If you have more than one Pay account, select which account you will pay from at the top. 
   5. After you have confirmed the payments, click Pay at the bottom and type in your security key to confirm. (Important Note: The payments will immediately submit after confirming your security key.)
    
   
   
   6. You will receive a confirmation message after the payments are submitted.

 

 

 

 

Troubleshooting Payment Issues

Not seeing officials on the event payments page:

If an official or worker is not showing up on the Event Payments page:

1. The officials' payments will only show up on the Payments page after the game has been played. Make sure the game in question is passed before you can attempt to pay the officials.
2. Check if the official was already paid. Click on History at the top under the "Event Payments" page title to view all officials that have been paid to see if the official in questions was already paid. You can also view your ArbiterPay transactions to see if an official has been paid for a particular game by going to the Account History sub-tab under the Payroll tab.
3. In order for the officials to show up for you to pay, the assigner must do two things for each game:
   1. Select your school as the game's Bill-To.

AND

2. Mark the officials as Paid By Bill-To.

If the assigner does not have your school set as the Bill-To on the game and the officials marked as Paid by Bill-To, the officials will not show up for payment, and the payment voucher will not be available to view or print.

 

Proper Game Setup:

Your assigner(s) must properly set up your games in Arbiter in order for the officials to show up on your Payments page in ArbiterGame. Specifically, there are two things that must be set on the game by the assigner: 1.) Your school must be listed as the game's Bill-To, and  2.) The officials on the game must be marked as "Paid by Bill-To." If the assigner is missing either of these two things on the game, the officials will not show up for payment. Please feel free to forward this help guide to your assigner if they do not know what they need to do: How To Set Up Schools With ArbiterPay

Troubleshoot:

1. In ArbiterGame, go to the Schedule tab.
2. Click the official jersey icon on the game in question to view the officials.
3. In the lower right-hand corner of the game below the officials, you should see “Print Voucher” if the game is correctly set for you to pay.
4. If you do not see the Print Voucher option:
   1. Make sure it is a home game.
   2. Contact your assigner and say that the game in question needs to be marked as Paid by Bill-To, and your school needs to be selected as the Bill-To. Feel free to email this link below to your assigner for further assistance.  How to Set Up Schools with ArbiterPay

Payees with No ArbiterPay Account:

If an official or worker does not have an ArbiterPay account, the check box next to the payee on the Event Payments page will be unselectable. Under the Status column on the far left of the event payments page, you will see a red message that says "No Pay Account." This means either the payee has no ArbiterPay account and needs to register for an account (Help article for officials to register: How Do I Register For An ArbiterPay Account / help article for workers to register: Registering for ArbiterPay (Event Workers)), or they have an account registered, but they need to link their ArbiterPay account (See the article Linking ArbiterPay with ArbiterSports).

You will need to contact the official or worker and inform them to register their ArbiterPay account so that you can pay them. Below you will find email templates that you can optionally use to send to officials and workers.

Email template for officials to register for ArbiterPay:

Subject: [ArbiterSports] Sign Up for ArbiterPay
Email Body:
We use ArbiterPay to pay contractors and attempted to pay you today for services recently performed. You do not have an ArbiterPay account. In order to be paid, you will need to create an account. This can be done in just a few minutes by following the instruction using this link How Do I Register For An ArbiterPay Account and registering an account.

Thanks,

--Athletic Director Name--
--School name--

Email template for workers to register for ArbiterPay:
 

 

Subject: [ArbiterSports] Sign Up for ArbiterPay
Email Body:
We use ArbiterPay to pay contractors and attempted to pay you today for services recently performed. You do not have an ArbiterPay account. In order to be paid, you will need to create an account. This can be done in just a few minutes by following the instruction using this link Registering for ArbiterPay (Event Workers) and registering an account.

Thanks,

--Athletic Director Name--
--School name--

 

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