Paying as a Sports Organization or School on Refr Sports

If your sports organization or school uses Refr Sports, it means your referee coordinator is managing game scheduling, assigning, and payments through our platform. Refr Sports ensures that officials working your games get paid on time, every week through secure direct deposit, keeping referees happy and reducing turnover.

Our modern payment system, powered by Stripe, ensures secure transactions, giving you full transparency and control over your spending while eliminating administrative burdens. Below, we outline how the Refr Sports Balance System works for your organization.

Organizations on Refr Sports operate with a balance-based system, similar to a checking account or credit card statement. Here’s how it works:

When games are finished → The total payments for officials, your assignor’s fee (if applicable), and the Refr Sports platform fee are deducted from your organization’s balance on a weekly basis.

Maintaining a positive balance → Organizations must keep a positive balance unless granted a credit limit.

Viewing spending reports → Each week, you’ll receive a detailed balance statement on Wednesdays, summarizing the previous week’s payments.

1. Your Balance - Your balance reflects the funds available in your account to pay referees, assignors, and platform fees. If your organization operates on credit, your balance may reflect the amount owed to Refr Sports for payments we have made on your behalf.

Note: Your balance does not include the current week’s spending—it reflects funds available prior to the new week’s payments.

2. Forecasted Spending - Your forecasted spending is the projected amount you will spend based on upcoming scheduled games. This includes:

✔️ Referee compensation

✔️ Assignor fees (if applicable)

✔️ Refr Sports platform fees

Keeping an eye on this figure helps ensure you have enough funds loaded to avoid any disruptions.

3. Available to Spend Amount - Your available to spend amount is the total balance + credit - forecasted spending.

• This number cannot go negative.

• If your available balance reaches zero, your assignor will not be able to schedule additional games for your organization until funds are added.

• If your organization operates on credit, the system will reflect what’s available within your credit limit.

4. Credit Limit (For Select Organizations) - Some organizations may be granted a credit limit, allowing them to operate with a negative balance temporarily and pay Refr Sports at a later date.

If your organization cannot pre-load funds and requires a credit limit, contact our team at [email protected] to inquire about options.

Refr Sports makes it simple for organizations to maintain a positive balance and keep officials paid seamlessly.

How to Add Funds

1. Log into your Refr Sports account

2. Navigate to the Balance tab

3. Click “Add Funds” in the top right corner

4. Choose from two secure payment options:

• Bank Transfer (recommended for speed and security)
• Mail a Check

💡 Any unused funds are 100% available to your organization at any time upon request. Simply submit a request, and your funds will be returned within 30 days.

If your organization is unable to pre-load funds, we offer flexible alternatives:

✔️ Auto-Pay: Automatically charges your preferred payment method each week when your balance turns negative.

✔️ Invoice Billing: Pay via Net-7, Net-14, or Net-30 invoices, receiving a statement to settle your balance on your chosen payment cycle.

To set up one of these options, please contact our team.

For seamless operation, we recommend maintaining enough funds to cover three months of officiating costs. Here’s how to estimate your funding needs:

1. Estimate the total number of games in the next three months

2. Multiply by the average referee payment per game

3. Add the assignor’s fee per game (if applicable)

4. Add 10% extra to cover any unexpected games or adjustments

Example Calculation:

• 50 games per month × 3 months = 150 games

• Referee cost per game = $100

• Assignor fee per game = $10

• Platform fee = 3% or $3.30 per game.

• Total spending: (150 × $100) + (150 × $10) + (150 × $3.30) = $16,995

• Suggested balance to maintain: $16,995 × 1.10 = $18,695

By keeping a sufficient balance, you’ll ensure continuous scheduling and payment processing for your referees and assignors.

✔️ Ensures timely, weekly payments for officials → Helps retain referees, ensuring quality officiating and game coverage

✔️ Reduces administrative work → No need to process payments manually or manage payroll for referees

✔️ Secure and reliable → Powered by Stripe, ensuring funds are secure at all times

✔️ Financial flexibility → Organizations can pre-load funds or opt for auto-pay/credit options

At Refr Sports, we’re committed to making sports officiating simpler, more reliable, and more efficient for everyone involved.