1. How do held funds work?
One of the great benefits of using the USA Cycling online registration is your ability to apply your online registration funds to you promoter account balance rather than having to pay for things like permits up front, or write a check for rider surcharges on race day.
Our system automatically calculates and holds back funds for the following: permit fees (estimated per rider surcharge, which is calculated on your number of online registrations), insurance fees, other event-associated fees, and a 10% temporary reserve to cover any rider surcharges for on-site registrations, late fees, ACH returns, credit card charge backs, disputes, disallowances, etc.
A detailed accounting of your transactions in your Promoter Account is available under “View Order History” on your My USA Cycling page.
2. How do I receive my registration funds?
USA Cycling offers two ways to receive your online registration funds: by check or by ACH. We currently process check requests and ACHs on Tuesday and Thursday mornings for all requests received prior to 7:30 am mountain on Tuesday/Thursday mornings.
When requesting funds, you must have a minimum of $200 available promoter funds in your account. To receive payments via ACH please complete this form (LINK) and return it us via fax to 719.434.3687. Please allow seven to ten business days for the direct deposit and the ACH to become active.
3. How do automatic payments work?
Our system gives you the option to set up your promoter account to request funds automatically. Once your account reaches $200 of available funds for a specific event, you begin receiving payments.
Simply log in to your promoter account, click “Edit Payment Options,” and select “YES” from the drop down menu next to “Automatic Payments.” Funds will leave your account twice a week as long as you maintain $200 of available funds in your account.
4. Are there service fees?
The service charge depends on the race entry fee. Here are some examples of the amount a rider would be charged for a specific race entry fee:
Race Entry Fee
As a promoter you can configure how you would like to handle the service charges during the permitting process with the option to pay all or a percentage of the service fees or pass them along to registrants.
5. How do I set up different payees?
As a race director, you also have the option to set up different payees for different events. For example, if you would like to receive payment for your first event of the year, but name a different payee for your second event, you can configure this in Promoter Account. Currently, only one payee can receive funds via ACH. The others would receive funds by check.
To set this up:
- Login to your promoter account and click “Edit Payment Options”
- Change payment method to "Check"
- Enter payee information under “Add Payee,” then click "Save"
- When requesting funds, click “Request Funds Payment”
- From the drop down menu, select the specific event you would like to have receive automatic payments withdrawn from
- Click on “Payment Location” and select the correct payee to receive funds from that event
All future automatic payments for that event will then use that payee selection.
If you would like your primary payment option to default to ACH, simply go back to your “Edit Payment Options” and select ACH to continue receiving ACH for your other events.
4. How do refunds work?
In the event that you would like to issue a refund to riders (with the exception of registrations covered under the Event Cancellation Protection Program), it is the race director’s responsibility to do so.
You can refund riders directly from your Manage Registrations page. Note that service fees are non-refundable.
If your event (or specific categories of your event) is cancelled or postponed for one of the reasons below and the Event Cancellation Protection Program claim is approved by the insurance carrier, we will refund your pre-registered riders directly, saving you headache and time:
- Adverse Weather: weather outside of what could be expected on a day to day basis, which occurs or is occurring in the period up to 72 hours prior to the event and within 100 miles of your venue. This does apply to the threat of adverse weather.
- Natural Catastrophe: earthquake, tsunami, flood, volcanic eruption, hurricane, tornado, forest fire and or any other extraordinary meteorological event causing widespread damage within 100 mile radius of the organized event location. This does not apply to threat of natural catastrophe.
- Terrorism: this refers to an act or series of acts, including the use of violence, of any person or group(s) of persons, whether acting alone or on behalf of or in connection with any organization(s), committed for political, religious or idealogical purposes including the intention to influence any government and/or to put the public in fear for such purpose in the period up to 72 hours prior to the insured event(s) and within a 100 mile radius of the organized event location. It does not mean the threat of of an act of terrorism.
This benefit does not extend to on-site registration. It’s important for event directors to note that this program does not provide refunds to the promoter. Instead refunds go directly to the pre-registered participants. Refunds do not apply to events that are cancelled after they have started and the race must have a published “no refund” policy in order to be eligible.
For a more detailed explanation of the program please contact your Event Services Coordinator.
5. What forms of payment does the platform accept?
Riders may use MasterCard, VISA or Discover to make payment via credit card.