assignr.com: Referee Scheduling Made Easy!

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Billing and Payroll

The assignr.com billing and payroll system allows you to assign game fees to each referee assignment, generate a billing report (for collecting game fees), and a payroll report (for paying referees).

To setup billing and payroll, you will need to do the following:

Set up default game fees for each Age Group.

Game fees are associated with an Age Group. To edit the game fees for an Age Group:

  • Click the Ages & Fees tab, then
  • Click the Edit link next to an Age Group.

On this screen, change the values of each fee to match the pay rates for your officials. If you pay all officials the same, regardless of their assigned Position, enter the game fee in the first Fee field and click the Fill Down button. This will apply the fee value to all Positions and Pattern combinations.

Example: Pay Rates for the Under-12 Age Group

System Position Default Rate
One Referee Referee $25
Two Referees Referee $20 each
Three Referees Referee $40
Three Referees Assistant Referee $20 each

By default, you can assign a different rate of pay for each combination of Age Group, Pattern, and Position. This works well when your referees are all paid at the same rate, regardless of experience or certification level.

Repeat with all other Age Groups.

(Optional) Set up Pay Scales

If you pay your referees based on experience, you will need to create a Pay Scale for each set of pay rates.

To create a new Pay Scale:

  • Click the Maintenance tab.
  • Click the Pay Scales tab.
  • Click New Pay Scale.
  • Enter a name for your Pay Scale and click Create.
  • Click the Ages & Fees tab to set specific fees for each Age Group and Pay Scale.

Example: Pay Rates for the Under-12 Age Group

System Position Default Fee Second Year Third Year +
One Referee Referee $25 $30 $35
Two Referees Referee $20 each $25 each $30 each
Three Referees Referee $40 $45 $50
Three Referees Assistant Referee $20 each $25 each $30 each

As an example, Joe Referee is working as an assistant referee on a Under-12 game. Since this is Joe's first year as a referee, he will be paid $20.

Sally Umpire is working the same game as Joe, also as an assistant referee, but has been a referee for three years, and will be paid $30.

In this scenario, the default pay rate will be used for first-year referees, and two additional Pay Scales are created to accomodate the other pay rates (Second Year and Third Year +).

Second Year and Third Year referees will need to be assigned to their respective pay scales.

To change a referee's pay scale:

  • Click the People tab.
  • Click the referee's name.
  • Click the Edit link, located below the referee's personal information.
  • In the Pay Scale section, select the pay scale.
  • Click Update.

Determing the Correct Game Fee

assignr.com assigns a game fee to each assignment, based on the following priorities (ranked first to last):

  1. An override fee assigned to a specific assignment
  2. A pay scale fee, when the assigned referee is also assigned to a given pay scale
  3. The Default Fee for an age group/pattern/position

If a particular fee is left blank, assignr.com will look at the next fee in the list. For example, if the assignment override fee is blank, and the pay scale fee is blank, the fee used will be the default fee.

If the override fee is set to zero, the referee will not be paid for that game.

Canceled, Pending, and Declined Games

If a referee has been assigned to the game, they will be paid for the game. The payroll reports will ignore the accepted/declined/pending status of a particular assignment, as well as the active/canceled status of the game.

To prevent a referee from being paid for a particular game, you can:

  • remove the referee from the game, or
  • set the override fee to zero.

(Optional) Set up one or more Billing Profiles

A Billing Profile allows you to group one or more teams for billing purposes. As an example, you assign for three different youth organizations, each organization has ten teams, and each organization needs it’s own bill. Each of these three organizations can have it’s own billing profile, which allows you to group their games together for billing purposes.

assignr.com assumes that the home team pays the officiating fees for a game.

To create a new billing profile:

  • Click the Maintenance tab
  • Click the Billing Profiles tab
  • Click the New Billing Profile link
  • In the Description field, give the profile a descriptive name
  • In the Teams for this Profile box, click the team(s) you want in this profile. You can select multiple teams by holding down the CTRL key (Windows) or the Command key (Mac OS X) when you click on a team name.
  • Click Create

(Optional) Apply one or more "override" fees

If you have a game or Position that requires there be a non-standard fee, you will need to edit the fee for that specific game.

  • Click the Games tab
  • Using the search box or the pagination links, find the game you want to modify.
  • Click the Edit button to the right of the game detail
  • At the bottom of the page, you will see a list of assigned officials, the Default Fee for each Position, and an Override Fee box where a different fee can be specified. Enter the new game fee in the Override Fee box.
  • Click Update

Run a Billing Report

A Billing Report will show the full fee amounts for a game if the game is in the future. It is assumed that, even if all Positions are not yet filled, they will be billed at the full rate. For games in the past, only the assigned Positions will be billed.

  • Click the Reports link at the top right corner of the screen.
  • In the Criteria box, choose Use a Range of Dates
  • In the Report Name box, choose Billing Summary or Billing Detail
  • Choose a Start Date and End Date
  • In the Format box, choose PDF (Adobe Acrobat), or CSV (for Excel or other spreadsheet program)
  • Click Run Report

Run a Payroll Report

  • Click the Reports link at the top right corner of the screen.
  • In the Criteria box, choose Use a Range of Dates
  • In the Report Name box, choose Payroll Summary or Payroll Detail
  • Choose a Start Date and End Date
  • In the Format box, choose PDF (Adobe Acrobat), or CSV (for Excel or other spreadsheet program)
  • Click Run Report