Account Setup

How does an Organization get started with Payball?
Press play to watch this How-To Video…

 

 

  • Download the mobile app from the App Store or Google Play and Sign up
  • Create your Organization (tap the + button on the My Organizations page)
  • Set your single-transaction spending limit (tap on your name under Members and tap the Edit button)
  • Tap the Set Up Stripe Payer Account button and fill out the Stripe form, including the organization’s Bank Routing Number, Account Number (take care to enter these numbers carefully)
    • Stripe will attempt to validate the bank information by sending two tiny randomly selected deposits to it as a test (called Micro-Deposits).  It will take 1-3 business days for the deposits to show up in your account.
    • Once the deposits are in the bank account, come back to the same page in Payball, tap the Set Up Stripe Payer Account button again and enter the 2 amounts to complete the validation process.  You can now make payments

Want to add additional Directors or Payment Managers as Members?

Directors share administrative access to your organization and can view/export the payment log; Members can only send/approve payments

  • To add either to your Organization, you can send an invite from your Organization page or you can instruct them to send you a request to join from the app.  If you send an invitation, they will receive an email with instructions to Accept.  If you want them to send you a request, email them with these instructions:
    • Download the app from the App Store or Google Play and Sign Up
    • Find your Organization under the My Organizations page, select it and tap the Request to Join button
    • You will receive a Payball message for each Request to Join and will need to tap the Approve button on the message
  • Either way, once they are a Member, set their role and single-transaction spending limit by tapping their name under the Members section of your Organization Detail page. Tap the Edit button and set their role and spending limit 
How does an Individual get started with Payball to receive payments?

(for Game Officials, Trainers, Event Staff, Paid Coaches, Scorekeepers or Other Payees)

Press play to watch this How-To Video…

  • Download the mobile app from the App Store or Google Play and Sign up
  • On your Profile page tap the Set Up Stripe Receive Account button and fill out the Stripe form
  • Stripe treats you as a small business and needs to verify your account – in order to avoid confusion, please follow these instructions when filling out the form (if you already have a Stripe account, you can link it here):

If you are 18 or older…

  • Business Details:
    • Business Address = your personal address
    • EIN = your Social Security Number
    • Business Website =  use the url of your social media profile so Stripe can verify who you are; if you don’t have one enter www.payballsports.com
    • Business Description = your role (e.g. Youth Soccer Official paid by local soccer clubs using Payball app)
  • Personal Details – should be straight-forward  
  • Credit Card Statement Details:
    • Business Name = your full name
    • Customer Support Phone = your mobile phone #
  • Bank routing and account numbers: this is where your payment will be routed  (take care to enter these numbers carefully).  Note that you must use a checking account, as Stripe needs the ability to automatically credit and debit an account which only checking accounts allow.

If you are UNDER 18 use your GUARDIAN’S information for most fields rather than yours…

  • Business Details:  
    • Business Address = your GUARDIAN’S personal address
    • EIN = your GUARDIAN’S Social Security Number
    • Business Website =  use the url of your GUARDIAN’S social media profile so Stripe can verify who they are; if they don’t have one enter www.payballsports.com
    • Business Description = YOUR role (e.g. Youth Soccer Official paid by local soccer clubs using Payball app)
  • Personal Details – your GUARDIAN’S personal details
  • Credit Card Statement Details:
    • Business Name = YOUR full name
    • Customer Support Phone = YOUR mobile phone #
  • Bank routing and account numbersthis is where your payment will be routed  (take care to enter these numbers carefully).  Note that you must use a checking account, as Stripe needs the ability to automatically credit and debit an account which only checking accounts allow.
Can I use Payball if I am under 18?

Definitely!  If you are under 18, you can use Payball to receive payments. 

When filling out the Stripe Receive Account you will need to enter your Guardian’s information for most fields so Stripe can verify who they are.  Please follow these instructions and check out our How-To video below.

  • Download the mobile app from the App Store or Google Play and Sign up
  • On your Profile page tap the Set Up Stripe Receive Account button and fill out the Stripe form
  • Stripe treats you as a small business and needs to verify your account – in order to avoid confusion, please follow these instructions when filling out the form (if you already have a Stripe account, you can link it here):
  • If you are UNDER 18 use your GUARDIAN’S information for most fields rather than yours…

    • Business Details:  
      • Business Address = your GUARDIAN’S personal address
      • EIN = your GUARDIAN’S Social Security Number
      • Business Website =  use the url of your GUARDIAN’S social media profile so Stripe can verify who they are; if they don’t have one enter www.payballsports.com
      • Business Description = YOUR role (e.g. Youth Soccer Official paid by local soccer clubs using Payball app)
    • Personal Details – your GUARDIAN’S personal details
    • Credit Card Statement Details:
      • Business Name = YOUR full name
      • Customer Support Phone = YOUR mobile phone #
    • Bank routing and account numbersthis is where your payment will be routed  (take care to enter these numbers carefully).  Note that you must use a checking account, as Stripe needs the ability to automatically credit and debit an account which only checking accounts allow.

Press play to watch this How-To Video…

 

    How does an Organization provide Set Up instructions to the people they want to pay?

    As a Director of your organization, you’ll likely want to email the people you’ll pay with instructions to sign up on the app. Here is a sample email to use.

    [personal intro]

    Starting this season, in order to better manage our payments, we will be using a mobile payment solution called Payball. The app is simple, fast and free for you to download and receive payments! Also, with Payball, unless you earn over $20k per year and receive over 200 payments through the app, you will not need a 1099! Payments will be sent as an ACH transfer from our bank directly to yours which requires no additional steps to deposit the funds. We’re very excited about this improvement and we hope you feel the same!

    Please follow these simple instructions to sign up prior to your first game so you receive your payment as quickly as possible. We also suggest watching this useful How-To video…

    • Download the mobile app from the App Store or Google Play and Sign up
    • On your Profile page tap the Set Up Stripe Receive Account button and fill out the Stripe form
    • Stripe treats you as a small business and needs to verify your account – in order to avoid confusion, please follow these instructions when filling out the form (if you already have a Stripe account, you can link it here):

    If you are 18 or older…

    • Business Details:
      • Business Address = your personal address
      • EIN = your Social Security Number
      • Business Website =  use the url of your social media profile so Stripe can verify who you are; if you don’t have one enter www.payballsports.com
      • Business Description = your role (e.g. Youth Soccer Official paid by local soccer clubs using Payball app)
    • Personal Details – should be straight-forward  
    • Credit Card Statement Details:
      • Business Name = your full name
      • Customer Support Phone = your mobile phone #
    • Bank routing and account numbers: this is where your payment will be routed  (take care to enter these numbers carefully).  Note that you must use a checking account, as Stripe needs the ability to automatically credit and debit an account which only checking accounts allow.

    If you are UNDER 18 use your GUARDIAN’S information for most fields rather than yours…

    • Business Details:  
      • Business Address = your GUARDIAN’S personal address
      • EIN = your GUARDIAN’S Social Security Number
      • Business Website =  use the url of your GUARDIAN’S social media profile so Stripe can verify who they are; if they don’t have one enter www.payballsports.com
      • Business Description = YOUR role (e.g. Youth Soccer Official paid by local soccer clubs using Payball app)
    • Personal Details – your GUARDIAN’S personal details
    • Credit Card Statement Details:
      • Business Name = YOUR full name
      • Customer Support Phone = YOUR mobile phone #
    • Bank routing and account numbersthis is where your payment will be routed  (take care to enter these numbers carefully).  Note that you must use a checking account, as Stripe needs the ability to automatically credit and debit an account which only checking accounts allow.

    You can learn more about Payball on their website at www.payballsports.com.

    Looking forward to a great season!!
    [personal close]

    Do I need to join an Organization in order to be paid by them?
    No, as long as you have linked your personal bank account to your profile, you can be paid by any organization using Payball.
    How are members added to an organization?
    Directors share administrative access to your organization and can view/export the payment log; Members can only send/approve payments

    • To add either to your Organization, you can send an invite from your Organization page or you can instruct them to send you a request to join from the app.  If you send an invitation, they will receive an email with instructions to Accept.  If you want them to send you a request, email them with these instructions:
      • Download the app from the App Store or Google Play and Sign Up
      • Find your Organization under the My Organizations page, select it and tap the Request to Join button
      • You will receive a Payball message for each Request to Join and will need to tap the Approve button on the message
    • Either way, once they are a Member, set their role and single-transaction spending limit by tapping their name under the Members section of your Organization Detail page. Tap the Edit button and set their role and spending limit
    What is the Referral Code?
    We want you to tell your friends about Payball and we want you to get credit for it! Whenever you send an invitation from the app, your personal Referral Code will be included. Your friends can then enter your Referral Code when they register so you get the credit.
    Can the members of my organization see everyone’s spending limit?
    Nope. Only the Directors of the organization can see the spending limits of others. Everyone else can only see their own limit.

    Payments

    How do you create a payment?
    Payball lets you choose whether the Payee or the Payer starts the transaction. Either way, you start by going to the Payments screen.- If you are the Payer, tap the “Pay” button and on the Pay screen, select the Payee, the Paying Organization (if you are a member of more than one, make sure you choose the right organization!), enter the Date, Amount and a Memo such as the teams that played in the game. Tap the Submit button to send the Payee a message so they can accept the payment.

    – If you are the Payee, tap the “Request” button and on the Request screen, select the Paying Organization, the Approver who will receive your request, enter the Date, Amount and a Memo such as the teams that played in the game. Tap the Submit button to send the Approver a message so they can approve the payment.

    Can I send a payment request to someone who is not yet using Payball?
    Yes. You can use their email address to send a payment to them. They will receive an email with a link to download Payball and accept the payment request. Until they accept, the funds will still remain in your bank account. It is only upon acceptance that the ACH transfer is triggered. 
    How do I approve or reject a payment request?
    When you receive a payment request message, tap the approve or reject button in the message. You can also go to the payment details screen for more detail and tap the approve or reject button from there.
    How do I accept a payment?
    When you receive a payment message, tap the accept or reject button in the message. You can also go to the payment details screen for more detail and tap the accept or reject button from there.
    Do the Approver and Payee HAVE to be with each other to conduct a payment?
    Did someone forget their phone? Or maybe it’s pouring out and you want to get back in your car? No problem, we’ve got you covered. Simply submit the payment or payment request (depending on who has their phone!) and the other person can approve or accept it whenever they get to their phone. Once they approve or accept, the transfer will be triggered and you’ll receive a message immediately.
    How long does it take to receive a payment?
    Once a payment is approved or accepted it typically takes 5 – 7 business days to show up in the Payee’s bank account. 

    Here’s how it works:

    1. Once payment is approved or accepted, an ACH transfer from Payer to Payee is generated by our payment partner (Stripe)
    2. Funds are transfered from Payer’s bank to Payee’s Stripe account within 1 – 5 days (standard ACH timings)
    3. Once Stripe receives acknowledgement from the bank that the transfer was successful, it pays out the funds into the Payee’s bank account 1 – 2 days later (hence the 5 – 7 business days)

    No additional action is needed by the Payee to receive the funds into their bank account (unlike some other payment processors).

    Payball never has access to your funds or banking information at any time.

    Can I export my Payments Log?
    Yes, simply tap the Export button on the top right corner of the Payments Log page and it will be emailed to you as a file. You can also filter the list of payments before downloading by using the Filter function on that page.
    Can I create Payments in mass?
    Yes, you can import a payment file to create hundreds of payments in seconds.  Here are step-by-step instructions:

    • On the Payments page, tap the Import button on the top right of the page
    • Enter payment details in a pre-formatted import file (you can export a sample file right from the app to get you started)
      • Email of payee
      • Date (MM/DD/YYYY format)
      • Amount (numbers only…no dollar signs or commas)
      • Memo (no commas)
    • Save the file in .CSV format to an app that’s installed on your smartphone (e.g. iCloud, Google Drive, Dropbox, etc.)
    • Tap the Upload button on the Import page
    • The file will be imported and you will be shown a validation page that lists each payment found on your file, highlighting any data errors (e.g. invalid date format); you’ll also know if the payee is a Payball user or not…it’s okay if they’re not…they’ll receive an email prompting them to sign up on Payball to receive payment!
    • Once all data errors are fixed, tap Pay button to send a payment to each person on the list
    Can a payment be canceled or refunded?
    Yes, if a payment has been sent but not yet accepted, or requested but not yet approved, the person who initiated the payment or request can cancel the payment.  Tap the payment on the Payment Log and tap the Cancel button at the bottom of the page.

    If a payment is already processed but you need to refund it, the person who received the payment will need to provide a refund.  Go to your Profile page, tap the Update Stripe Receive Account button and log into their Stripe Dashboard. Once there follow these instructions from Stripe.

    Suggestions on processing refunds:

    • Instead of going through Payball, it may be easier to you can go directly to your Stripe dashboard at www.stripe.com.
    • Stripe retains their portion of the transaction fee from the Payee when processing a refund; use the Partial refund option to refund only the net amount you received back to the organization.  For example, if you were paid $100 and need to refund it, in Stripe you will see the payment listed as $100.80.  When you refund the payment choose a partial refund of $100…the result is that the Organization will incur the $.80 fee instead of you.

    General

    What does it cost to use Payball?
    The app is free to download, set up your account and receive payments. Organizations are charged a small transaction fee for each payment made. Please see our Pricing page for current rates.
    Can I turn off my notifications?
    Yes, you can turn off your notifications from your Profile screen. Note that there are still some critical account-related notifications that you will receive.
    How are 1099 forms processed?
    Filing 1099’s just got a whole lot easier with Payball! Here is the breakdown:- Payball’s payment provider is considered a “Payment Settlement Entity” (PSE) by the IRS.

    – When an individual (Payee) is paid for services via a PSE, a different tax code is applied by the IRS; The IRS no longer requires the Organization (Payer) to file a 1099-MISC because the 1099 reporting responsibility now shifts to the PSE, who has to file a 1099-K instead of a 1099-MISC. The 1099-K reporting requirements replace the 1099-MISC requirements.

    – The threshold for filing a 1099-K is different than the threshold we’re all used to for a 1099-MISC. Instead of a $600 threshold per Payer, the Payee will only receive a 1099-K if they earn over $20K and receive over 200 transactions in a year through Payball.

    So what does this mean?

    – Organizations no longer have to submit 1099-MISC forms for any payments they make via Payball.

    – Officials and other Freelance Service Providers getting paid via Payball will now receive a 1099-K only if they earn over $20K and receive over 200 transactions in a year. If they earn less than $20k or receive less than 200 payments via Payball in a year, they do not need to have any 1099-K or 1099-MISC forms filed.

    – Note that if you continue to pay your service providers with cash or check, the usual 1099-MISC reporting requirements apply for those payments (e.g. $600 threshold)

    – Also note that Payees are still required to report all income earned to the IRS and pay taxes accordingly.

    Please see our Terms for more details regarding tax requirements. Additionally, here are some helpful reference points:

    – An excerpt from the 1099-K document that explains that if you file a 1099-K it replaces the need for a 1099-MISC (https://www.irs.gov/pub/irs-pdf/i1099k.pdf).

    Reporting under sections 6041, 6041A, and 6050W. Payments made by payment card or through a third party payment network after December 31, 2010, that otherwise would be reportable under sections 6041 (payments of $600 or more) or 6041A(a) (payments of remuneration for services and certain direct sales) and 6050W are reported under section 6050W and not sections 6041 or 6041A. For purposes of determining whether payments are subject to reporting under section 6050W, rather than sections 6041 or 6041A, the de minimis threshold, discussed later under Box 1a, is disregarded.

    – An excerpt from the 1099-MISC document that echoes the same instruction (https://www.irs.gov/pub/irs-pdf/i1099msc.pdf):

    Form 1099-K. Payments made with a credit card or payment card and certain other types of payments, including third-party network transactions, must be reported on Form 1099-K by the payment settlement entity under section 6050W and are not subject to reporting on Form 1099-MISC. See the separate Instructions for Form 1099-K.

    Useful articles that support the documents/excerpts above:

    https://smallbiztrends.com/2015/01/1099-contractors-paypal-credit-card.html

    https://payable.com/taxes/send-1099-misc-or-1099-k

    https://payable.com/taxes/1099-filing-requirements