RUGBY CANADA National Registration Program 2014 Season. Operations Guide

Transcription

1 RUGBY CANADA National Registration Program 2014 Season Operations Guide

2 Table of Contents Online Registration and Payment Overview 3 Online Registration Process Screenshots 24 Registration Category Definitions 48 Ivrnet Database Information 53 Contact Information 59 2

3 RUGBY CANADA National Registration Program 2014 Online Registration & Payment Overview 3

4 Introduction to Pay-As-You-Go Enhanced Online Registration & Payment System Pay-As-You-Go The new Pay-As-You-Go online system allows clubs and Provincial Unions to use online registration and payment with minimal upfront costs. The purpose of this enhanced online system is to allow all levels of the registration and payment process (National / Provincial / Club) to receive automatic transfers / deposits of the appropriate dues, through weekly Electronic Funds Transfer (EFT). This is only applicable to those Provincial Unions and Clubs who have opted into the use of the Pay-As-You-Go system. For all Provincial Unions and Clubs who will continue to utilize Offline Payment options, the Batch Invoicing Process will remain in place in Refer to the Registration Category Definitions section of this Operations Guide for information regarding category definitions and the age category matrix. 4

5 Previous / Offline Registration Procedure The following diagram reflects the previous / offline process to register an individual. Clubs (primarily the registrar) are responsible for this huge administrative task. At each level outlined there are time lags, and reconciling payments between the individual, club, Provincial Union and Rugby Canada is cumbersome and time consuming. 5

6 Previous / Offline Registration Procedure Club Registrar prints off RC forms Registrar distributes forms to club members Member signs form and returns to Club Individual remits dues to Club Registrar Club Registrar enters data from reg. form in database Club Registrar deposits funds to Club bank account Registrar writes cheque to Provincial Union for Provincial / National dues Club Registrar reconciles what portion of dues are Provincial Union and Rugby Canada Club Registrar forwards reg. forms and payment to Provincial Union Provincial Union processes cheques, forms, and approves individuals Rugby Canada invoices Provincial Union based on approved number of members Provincial Union sends cheque to Rugby Canada for National dues collected 6

7 New Registration Procedure: Real-Time Payment Processing By enhancing the present online registration system with merchant accounts and real-time payment, the following steps are required to register an individual with a club, to confirm registration, and to reconcile the three levels of dues: Individual registers online; enters data, pays via credit/debit card (no paper registration form necessary) Confirmation immediately sent to individual and club registrar Payment weekly to bank accounts of the Club, Provincial Union and Rugby Canada 7

8 Club Level Payment Flow The payment is processed upon completion of the registration; the fee is split three ways (based on set-up) and the funds are deposited by Electronic Fund Transfer (EFT) directly to the individual bank accounts (Club / Provincial / National) once a week. Financial reconciliation is available in addition to your bank statements. Payment Fee Transfer Batch Invoice Member registers online Pay as you Go Other payment method Payment Split Club collects full payment Registration Fee shows as paid Registration shows as payment owing 8

9 Online Payment Split Process The following diagram demonstrates the online payment split to the various levels involved in the EFT process (explained later in this section). The registrant s payment is immediately split upon completion of the transaction and funds are distributed accordingly as per the EFT schedule. Provincial Union Fees Payment Fee Transfer Rugby Canada Fees Transaction Fees 9

10 Reconciliation Overview The Pay-As-You-Go system is designed to streamline the reconciliation process for all levels of administration (National / Provincial / Club). The reconciliation process involves three (3) components to ensure accuracy of dues collection: Batch Invoice: Shows all fees outstanding / to be collected (Generated and circulated to Provincial Unions monthly, for those utilizing the previous / offline method) Batch Invoice Electronic Funds Transfer (EFT) Reports: Show funds transferred from all online registration payments and the distribution to each level (i.e. split payment); there are various forms of this report for each level of administration (The actual transfer is generated and automatically sent weekly) EFT Report Bank Statement Championship Bank Statement: Titles in Las Confirms Vegas, Amsterdam funds transferred & Hong Kongvia EFT 10

11 Electronic Funds Transfer (EFT) Overview The EFT functionality of the Pay-As-You-Go system allows for the automatic distribution of funds collected from registrants using the online registration and payment system, according to the fee breakdown set in the online system. EFT Process The online system has been scheduled to process EFTs on Wednesday of each week. It must be noted that that it can take as many as seven (7) business days for all funds to be deposited in the respective bank accounts during each EFT period due to gateway and bank clearing procedures. This process will expedite the collection of fees from all registrants and reduce the administration required using the previous / offline method of reconciliation. The current system is set to distribute funds on a weekly basis, at a fee of $0.50 per transfer / per level (i.e. Club / Provincial Union / National). 11

12 Electronic Funds Transfer (EFT) Overview The Ivrnet system provides EFT reporting functionality designed to improve financial reconciliation at all levels of the registration process. Using the Ivrnet database, administrators can access various EFT reports that summarize payments received during a specified period of time. To access EFT reports, administrators do so from the Ivrnet database. From the home screen, click on REPORTS on the horizontal navigation bar, then select Rugby Canada Shared Reports. The following is a list of the primary reports that are available to Club and Provincial Union administrators: EFT Report Club Level Provincial Membership Paid via OLR and EFT Rugby Canada Membership Paid via OLR and EFT EFT Reconciliation The sample reports are available on the following pages. 12

13 EFT Report Sample National & Provincial Union Level Provincial Union Membership Paid via OLR and EFT Report The following is a sample of both the National and Provincial Union level EFT reports. The administrator selects the Club to filter the report. The EFT report shows the total fees amount transferred per transaction, specifying the registrant s club, transaction date, first and last names as well as the registered category and role. This report displays the funds net of all transaction fees. Report Filter Toolbar Export to Excel Spreadsheet Club Name Trans Date First Last Category Role Fee Amt Fee Net Rugby Club ABC XXXX XXXX U19 Men Contact/U19 hommes contact Player Rugby Club ABC XXXX XXXX U19 Men Contact/U19 hommes contact Player Rugby Club ABC XXXX XXXX Senior Men/Senior homme Player 0 0 Rugby Club ABC XXXX XXXX Referees/Arbitres Referee 0 0 Rugby Club ABC XXXX XXXX U19 Men Contact/U19 hommes contact Player Rugby Club ABC XXXX XXXX U19 Men Contact/U19 hommes contact Player

14 EFT Report Sample Club Level Club EFT Report The following is a sample Club level EFT Report. The administrator will have access to their club only. The EFT report shows the total amount of National, Provincial Union, Club and ITSN fees transferred per transaction, specifying the registrant s club, transaction date, first and last names as well as the registered category and role. This report displays the funds net of all transaction fees. Report Filter Toolbar Export to Excel Spreadsheet Invoice Number First Name Last Name Total Paid Gov Fee Pro Fee ITSN Fee Club Amout Payment Date XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX Note: Gov Fee refers to the Rugby Canada fees. 14

15 EFT Reconciliation Summary Report EFT Reconciliation Summary Report From the Ivrnet database home screen under REGISTER on the horizontal navigation bar, administrators can access EFT Reconciliation Summary Reports. The purpose of this is to allow administrators at the Club and Provincial Union level access to a history of all EFTs recorded in the system for reconciliation purposes. The administrator can expand each EFT listed in the summary by clicking on the Select button to the left of the summary chart. The expanded report for each EFT provides further details specific to each EFT. These summary reports are particularly helpful when used to reconcile against bank account statements showing the deposited EFTs. Club and Provincial Union administrators are encouraged to utilize the summary reports to verify the appropriate funds are processed in the EFT. The sample of the EFT Reconciliation Summary Report is available on the following page. 15

16 EFT Reconciliation Summary Report EFT Reconciliation Summary Report 16

17 Merchant Account Setup Fees In order to allow online payment all Provincial Unions and Clubs are required to complete the necessary setup of a merchant account, if collecting their respective dues using the online system. Individual online payment of Rugby Canada dues will be made by credit card / debit card (Interac Online) only. For the small percentage of members who do not have a credit card, one solution is to acquire a pre-paid credit card. These cards are readily available, including at all Canada Post outlets. Credit Card Setup Fees The Pay-As-You-Go system offers Provincial Unions and clubs no setup fee and a $50.00 annual fee. Debit Card Setup Fees The Pay-As-You-Go system offers Provincial Unions and clubs a one-time setup fee of $99.00 and a $10.00 per month network access fee. 17

18 Credit Card Transaction Fees Online Payment by Credit Card $2.00 Online Processing Fee The registrant pays this fee upon registering. This fee is paid to Ivrnet and added to the receipt the individual will see at the end of the transaction. Ivrnet acts as the Aggregator and distributes the funds weekly via EFT. 2.95% Network Access Fee Payable through the merchant account provider (Beanstream) on all transactions paid by credit card. $0.10 Transaction Fee Payable through the merchant account provider (Beanstream) on all transactions paid by credit card. If the Provincial Union and/or clubs were to collect their fees online, this 2.95% network access fee would also be added to their fees, thus enabling the registrant to absorb the various transaction fees. 18

19 Debit Card (Interac Online) Transaction Fees Online Payment by Debit Card (Interac Online) Individual members wanting to use Interac Online MUST have online banking with their financial institution (see next page for applicable institutions) prior to using the online debit option (if not, the transaction will not be possible using debit). $0.50 Transaction Fee - for invoice amounts of $ $15.00 $0.70 Transaction Fee - for invoice amounts of $ $35.00 $0.90 Transaction Fee - for invoice amounts above $

20 Debit Card (Interac Online) Financial Institutions The Pay-As-You-Go system offers Interac Online payment with the following Canadian financial institutions: Note 1: Due to an industry agreement between Visa and Interac, TD Canada Trust users who carry a TD Visa Debit card will be restricted from utilizing the Debit payment option of the online system. Note 2: The Canadian Imperial Bank of Commerce (CIBC) uses Interac e-transfer, and not Interac Online; therefore users who carry a CIBC Debit card will be restricted from utilizing the Debit payment option of the online system. 20

21 Pay-As-You-Go System Access Accessing the Pay-As-You-Go System Members will be able to access the online registration and payment system from three (3) different entry points: Rugby Canada website via a direct link to each Provincial Union website; Provincial Union website direct link to the Provincial online registration landing page (user selects specific club from list); and, Club website via a direct link to the club s unique registration landing page Once the user clicks on one of these access points they will be taken to the online registration system. They will be taken to the members login page where existing members can login, and new members can create an account. 21

22 Online System Setup Process 1. Online Registration Leader Appointed Each Club / Provincial Union is to appoint this individual, who will be responsible for activating on the plan as outlined. 2. Ivrnet Agreement This agreement for service is between the entity and Ivrnet; the agreement is completed and returned immediately to Ivrnet. 3. Ivrnet Online Registration Set-up Form Provided by Ivrnet, this form captures all the required set-up information from each entity and sets the registration dues for each applicable category; the form is completed and returned immediately to Ivrnet. 4. Beanstream Merchant Account Agreement This agreement is between the entity and Beanstream for the provision of a merchant account as required for the use of the online payment system; the agreement is completed and returned immediately to Ivrnet. (Continued next page) Championship [continued next page] Titles in Las Vegas, Amsterdam & Hong Kong 22

23 System Setup Process continued 5. 5.Ivrnet Club System Development Once the merchant account is approved, Ivrnet completes the setup of each club s online system. 6. Online Testing Ivrnet provides the club administrator with access to a test link to their specific registration system. Testing is conducted to verify all categories and fees are correct. 7. Go Live Once testing is satisfactorily completed by the club, member registration can begin. 23

24 RUGBY CANADA National Registration Program 2014 Online Registration Process Screenshots 24

25 Online Registration Process Screenshots Provincial Landing Page The registrant accesses the online registration system through the various access points. In this case, the registrant has landed on the Provincial Union landing page and is directed to choose their respective club from a drop down menu and then login in or create a new profile. 25

26 Online Registration Process Screenshots First time Users - Members Area Sign-up All first time registrants will be required to complete a new profile in the Members Area Sign Up. The user follows the process of setting up a new profile, which will be used to sign in or register in future seasons. 26

27 Online Registration Process Screenshots Retrieve Your Password Existing registrants (those who have accessed the online registration system previously) can retrieve their password by having it ed to the address on their member profile. 27

28 Online Registration Process Screenshots Returning Member Login Page (Club specific) For registrants accessing the online system via their respective club website, the landing page will vary slightly and the user will be directed to login or create a new profile. 28

29 Online Registration Process Screenshots Add Members to Family Registrations can be grouped by family for registrants who reside at the same permanent address. This screen shows the current members of a family as well as an option to add new members to that family. 29

30 Online Registration Process Screenshots Edit Member Profile The registrant can access and edit their personal information that is stored with their member profile from this screen. It is imperative that a member update their personal information as this data is used for other administrative purposes. 30

31 Online Registration Process Screenshots Members Area This is the screen a registrant will see once they have logged into the online registration system. The screen will summarize their profile, showing members of their family (if applicable), an option to add additional family members, and any Active Registrations. 31

32 Online Registration Process Screenshots Select Registration Type While in the Members Area, the registrant can Select Registration Type, from a drop down menu for the new season. 32

33 Online Registration Process Screenshots Registration Process The Register button(s) become available for Members who qualify to register based on the Registration Type chosen from the drop down menu. The registrant is to click on the Register button(s) to move through the process and make payment. Under Active Registrations the system will list all currently selected registration types. 33

34 Online Registration Process Screenshots Club Waiver Following the selection of registration type, the registrant must agree to the club waiver (if applicable) that appears on screen prior to advancing to the next step. To accept the waiver, the registrant clicks on I Agree. Click to accept 34

35 Online Registration Process Screenshots Parent Information For registrants under the Age of Majority, the Parent Information page must be completed to advance in the registration process. 35

36 Online Registration Process Screenshots Youth Information The registrant s information is entered to advance in the process. All fields marked with a red asterisk are required. The Citizenship question must be answered prior to finalizing a registration. 36

37 Online Registration Process Screenshots Choose Registration Type The registrant is required to select a Registration type, completing each required field. The Fee Type, Role and Registration Type can be selected from a dropdown menu. During this step, the registrant is required to select their language preference for the Rugby Canada magazine. 37

38 Online Registration Process Screenshots Add to Cart After completing the Registration Type, the registrant is required to Add to Cart. The Registration Cart on the right side of the screen will display all registrations currently part of the transaction. 38

39 Online Registration Process Screenshots Register Another Role, Another Member or Continue Once a registration type is selected and added to the cart, the registrant has the option to register in another role, to register another member (of the same family) or click Continue to advance in the process. All roles for a member must be entered. 39

40 Online Registration Process Screenshots Review and Sign Waiver Once the registrant confirms all registration types for each member added to the cart, the Rugby Canada Registration and Insurance Certificate (waiver) appears. The registrant should review all information to ensure accuracy. 40

41 Online Registration Process Screenshots Review and Sign Waiver (continued) To accept the waiver, the registrant is required to scroll down the page to the Signature field and enter the registrant s name (and Guardian name if required) to agree to the waiver and digitally sign the form. In the case of this example, only the registrant s name is required. 41

42 Online Registration Process Screenshots Choose Payment Method Depending on the setup completed by the member club, the registrant will be presented with various payment options: Credit Card, Debit Card, or Offline (certain Provincial Unions only). The registrant clicks on their preferred method of payment from the options on screen to proceed to the checkout area. 42

43 Online Registration Process Screenshots Registration Cart (Credit Card Example) The screen will display the Registration Cart and all registrations that have been entered. The registrant should verify the information in the cart before proceeding to the payment section. 43

44 Online Registration Process Screenshots Credit Card Payment If the registrant selects the Credit Card payment option, the system will instruct the user to enter the credit card information to process the payment. 44

45 Online Registration Process Screenshots Debit Card Interac Online Payment If the registrant selects the Debit Card payment option, the system will be directed to the Interac Online system to complete the transaction via online banking. The registrant selects the financial institution from the available list to proceed. 45

46 Online Registration Process Screenshots Transaction Completion After entering the payment details and authorizing the transaction, therefore completing the registration, the next screen shows a confirmation page (not illustrated). On the screen shown here, the registrant can access the History Tab in order to print off the Rugby Canada Insurance and Registration Certificate (waiver) and invoice/ receipts. 46

47 Online Registration Process Screenshots Rugby Canada Insurance and Registration Certificate Once the registration is complete, the Rugby Canada Insurance and Registration Certificate is automatically generated with the registrant s data. This is for the individual s records. The registration process is complete. 47

48 RUGBY CANADA National Registration Program 2014 Registration Category Definitions 48

49 Registration Category Definitions Minor - Any rugby activities participated in by members 12 years of age and under. This includes contact and non-contact categories. Junior - Any rugby activities participated in by members between the ages of years of age (up to U19 Category only). Any Junior players participating in Senior rugby are required to pay the Senior registration. Senior - Any rugby activities participated in by members over the age of 19 years of age (unless Age Dispensation is granted). The Senior category also includes all members registered as coaches, managers, trainers, and referees. Masters - Refers to members who participate in leagues consisting only of individuals who are 35+ years of age. Members can only participate in these masters leagues for which they are registered and are not eligible and cannot participate in any other rugby leagues without upgrading their membership to full Senior. 49

50 Registration Category Definitions continued Flag / Touch Rugby - This category can be used for Senior or Junior members who are participating in non contact flag / touch rugby leagues only. If a member also wishes to play contact rugby they must upgrade their registration to the respective membership category. Visiting Player - This category has two uses: People traveling in Canada and wishing to play rugby while in the country; Those who are new to rugby and wish to try out the sport before committing to a full membership, or are participating for a specific function (i.e. tournament / tour) less than two weeks in length. A visiting membership lasts for fifteen (15) days from the date of registration and can be renewed once. The member must purchase a full membership should they wish to continue participating beyond the visitor eligibility. In this case, the member will receive a credit of the Visiting Player dues amount ($25.00) towards their full Rugby Canada membership. 50

51 Registration Category Definitions continued Winter Player - Any members engaged in offseason non contact training. This category is only eligible from January 1 st until March 31 st of the current season, and does not include British Columbia. Collegiate Rugby - Any post-secondary student (College, University, CEGEP) competing in school leagues only from September-December of the current season. Any students competing on school teams playing in Provincial Club leagues must be registered as full members in the Senior category. Board - All board members from a club must be registered to ensure they are covered under the National Directors & Officers Liability Policy. A complete list of Board members must be submitted to the Provincial Union. This fee is per club and not per individual. If all board members are registered in another category, then D&O insurance will be no charge; please send proof of registrations to your Provincial Union. 51

52 Registration Category Definitions continued Age Categories

53 RUGBY CANADA National Registration Program 2014 Ivrnet Database Information 53

54 Ivrnet Database Instructions To begin each season we ask that Provincial Union and Club administrators access their organization s information to update all relevant information on the Ivrnet Database. This includes updating all active users within the organization, setting fees and relevant categories. The following is an overview of the main elements of the Ivrnet Database: Club Information Batch Invoicing Fee Setup Reporting Online Help Instructions & Help Videos 54

55 Ivrnet Database Instructions continued Club Information Login to the Ivrnet database, click SETUP, next click on LEAGUE INFORMATION. Review the information fields and update as necessary. Scroll down and review the administrator list to ensure all members are present and updated, click SAVE to save any changes. Batch Invoicing Rugby Canada will be batch invoicing Provincial Unions who have offered Offline Payment to their respective clubs. It is expected that Provincial Unions will invoice their individual clubs using this method also. Clubs can use batch invoicing to send reminders to members or as a report on who still owes club dues. Batch invoicing will reflect payments made by approved members online. 55

56 Ivrnet Database Instructions continued Fee Setup For the setup process and data entry of club fees into the online registration and payment system, refer to the Online Registration and Payment Overview section of this guide. It is important that ALL CLUBS enter only the club fees (also called the base fee) during the set up process, and not the Provincial Union or Rugby Canada fees. For Provincial Union Administrators: To set up Provincial Union fees click SETUP on the left side menu of the database homepage, then click SETUP BATCH GROUP. Next click ADD NEW ; add in a Group name (this can be the Club or Union name); select Member Fees and ensure Lock Registration is marked Y; click Add to complete. The next step is to select the members to be invoiced in the newly formed batch group. Click Member Fees and check off every club that is to be invoiced (DO NOT select all as this will select sub unions also); click Update Selected and exit. The final step is to set the dues that will be charged to members by clicking Fees in the batch group and follow the steps, ensuring that all categories that are being run are covered in the fees. 56

57 Ivrnet Database Instructions continued Transfers Internal transfers amongst Canadian Rugby Clubs will be conducted through the registration database. Please refer to the Transfer Policy memo circulated by Rugby Canada. Reporting The Ivrnet Databse provides functionality for various reporting of member data. Provincial and Club administrators are encouraged to utilize these reports as needed. The following is a sample of the key reports used by Rugby Canada: All Un-Invoiced Members - shows a list of unapproved members only. All Un-Invoiced Approved Members - shows a list of all approved and unapproved members who have yet to be invoiced by your organization. Detail Batch Invoice - shows all members that have been invoiced by an organization. This will show what batch invoice they were invoiced on, and what club they were invoiced to. Register Export Data - displays all information regarding all registered members within your organization. This does not separate approved vs. unapproved, and will show duplicate registrations attributed to a member. 57

58 Ivrnet Database Instructions continued Online Help Instructions & Help Videos Ivrnet offers a complete Instruction & Help Video section to further assist Provincial and Club administrators through the use of the Ivrnet Database To view this support resource, go to the home screen of the Ivrnet Database and click Instructions and Help Videos. To view a specific subject click on the "?" button at the top of the window. This will open a guide that relates to that specific subject and will also contain Rugby Canada and Provincial Policy where applicable. The available Help Videos are a great step-by-step resource to help navigate through the various functions of the Ivrnet Database. Administrators have the ability to create a support case with Ivrnet when encountering technical difficulty. To do so, click on Communicate on the navigation tab from the home screen and select Create ITCase. 58

59 RUGBY CANADA National Registration Program 2014 Contact Information 59

60 Rugby Canada Contact Information For questions or inquiries regarding the National Registration Program and use of the enhanced online registration and payment system, Pay-As-You-Go, please contact: Neil MacDougall Coordinator, Member Relations Tel: ext. 226 Fax: