Referee and assignor payout permissions are automatic for all Full Admins. If an assignor should be granted permission to create payout batches, the permission can be turned on by editing the permissions for the assignor’s profile.
Admins can first go to the Reports tab and choose the Assignment Payouts Report to view the list of all completed assignments per payee or view payouts by status using the Status dropdown menu. Before the payout occurs, the admin has the ability to modify the payout status, payout amount, make a remark about the payout, or set the disbursement type to In-Person or Via Batch. This is all done via the edit icon underneath the Row Actions column.
When selecting the edit icon, the following options will display for modification:
Status
Payable: Allows the payout to be included in a batch
Review: Holds the payout from being included in a batch until a manual review is done and marked payable or canceled.
Canceled: Prevents the payout from being included in a batch. Canceled payouts can be set to Review or Payable anytime.
Disbursement Types
Via Batch: Allows the payout to be included in a batch
In-person: Prevents the payout batch because the admin intends for the payee to be paid in person (not through direct deposit).
Payout Amount
The amount the payee will receive for completing the assignment. This can be modified and is originally sourced from the Role Pay on the Game Assignment Template.
Remark
Open textbox for admins to note reasons for changes
The Assignment Payouts report also includes other important information related to completing a payout. Specifically, the Account Verified column and the Batch Date column:
Account Verified: There are two potential statuses - Yes or No. Yes means the payee has completed their account setup steps successfully. No signifies they have not. Those payees with a status of No are NOT eligible for batch (direct deposit) payments.
Batch Date: By default, the report will filter the list of completed assignments that have not been batched. Batched means grouped together and paid out. This filter can be removed from the report to show all payouts that have occurred.
Payout Status Changes based on Game Assignment Modifications
When a referee accepts a game assignment, a payout record is automatically created with a status of ‘Payable’ and can then change based on modifications that can be made to the assignment. Review the possible scenarios below to understand how the payout status will change:
For games in the past:
If a referee is manually removed from an assignment, the payout record will change to the status of ‘Review’.
If a referee is manually removed from an assignment, and another referee then accepts the same role, the original referee’s payout record will change to the status of ‘Canceled’.
For game start times of 24 hours or sooner:
If a referee has accepted a game assignment and is then removed (either manually or via a game change trigger), the payout status will automatically be updated to 'Review'.
The outlier to this scenario is if another referee accepts the game role. If this occurs, the assigned initial referee's payout status will change to ‘Canceled.’
For game start times greater than 24 hours:
If a referee has accepted a game assignment and is then removed (either manually or via a game change trigger), the payout status will automatically update to 'Canceled'.
Email notifications will be sent out to referees letting them know their assignment status has changed for all scenarios outlined above.
Generating Payouts via Direct Deposit using the Competition Funding Account
If the admin has set payouts with a disbursement type as Via Batch, the following steps must be taken to create batches:
The full admin will navigate to the Reports tab and select the report for Payment Batches report. This report will initially display all payment batches. To create a new payment batch, click the mini menu and select Add Payment Batch.
Select your funding account from the drop-down menu. All pending payouts for competitions that are associated with the selected funding account will display. Select the payouts you want to include in the batch and click Save. Note: Any referees or assignors who are ineligible to be paid out will not be able to be selected.
Once all payouts have been selected for the batch, the admin will review the Pay Batch summary, which displays a system-generated pay batch number, the total amount to be paid, total fees, totals to be debited, and the number of recipients. Select either Submit for Processing, which will begin processing the batch for payouts for the selected assignments, or Save for Later. Click here for more details on the effects of selecting Submit for Processing/ Save for Later.
Choosing Save for Later will then list the batch on the Payment Batches view in a Pending status, where you can either further modify or submit the batch. Use the Edit Payment Batch icon to modify the assignments to be paid out within the designated batch.
Use the boxes to deselect any assignments that need to be removed from the batch. Once done editing, click Save. Note: The funding account for the batch is locked for further editing.
Once ready to submit the pending batch, click the Submit Payment Batch icon. The Pay Batch Summary will display on the screen, review the payout detail information in the dialog box, and select Submit for Processing.
If choosing Submit for Processing:
Instantly sends the batch off for processing. The status of the batch in the report will update to ‘Submitted’.
The client account is debited (based on the Juno bank account settings). The status of the batch in the report will update to ‘Debited’.
The funds are then released to the payees. This process takes at most 7 business days from debiting to payment being made available in a payee’s bank account. The status of the batch in the report will update to ‘Paid’.
Batch Processing Failures:
If a payee’s account is invalid or rejects the payment, then the entire batch status will change to ‘Partial’.
The individual payout for the payee will be updated to reflect a ‘Returned’ status. This action will immediately mark the payee as ‘Not Payable’ until corrections are made with their bank information on record. The failure can occur up to 21 days after the post-batch processing request.
This will trigger an email to the payee and the batch submitter notifying them of the failed attempt.
Once a payee’s bank account information has been corrected, all payments in a Returned status for the payee will automatically be reprocessed on Mondays, Wednesdays, and Fridays. If the payee’s payment is still not processed, contact Support for assistance.
If all Returned payout records are updated to Paid, then the entire batch status will also update to Paid.
If a payee’s record is not corrected within 90 days of being in a Returned status, the payment record will be updated to Failed. Payment batches that include a failed status with no Returned statuses will be marked as Paid. Once a payment record fails, a reverse payment will be created and sent back to the funding account. This reverse payout record will be visible in the payment batch report and will be completed by the OTTO Sport billing team.
If choosing Save for Later:
Allows admin to go back to the Payout Report and send the batch when they are ready. The status of the batch in the report will update to ‘Pending’.
When the admin is ready to submit a prepared batch, they click the Submit Payment Batch button in the report view. This action will force the admin to confirm the batch amount again and have them elect to Submit the batch for processing. The steps above under ‘Submit for Processing’ then begin.
Generating Payments via In-Person
If the admin sets some payouts with a Disbursement Type as In-Person, the payout will remain in the Referee Payouts report at this time. Admins can choose to add a remark to this view if desired to indicate that the payout has occurred.