All payments will be required at the time of registration, with transactions made through Stripe, this provides a great way to monitor registration payments in a centralised manner. The setup of the Stripe payment system will need to be completed by an authorised admin.
If you are an administrator with affiliate access, before setting up your payment details, it is important to ensure that you are operating in your own organisation's admin portal. You can check this by viewing the 'using as' drop down in the top left-hand corner.
Before completing this process, you will need to ensure that you have the following:
- the organisation's contact details.
- the organisation's financial details including bank account details, GST status, ABN or ACN.
- proof of incorporation (if relevant).
- an electronic copy of the driver’s licence or passport of the authorised representative.
- make sure all information is typed in instead of using copy/paste functions.
Additionally, when uploading any documentation throughout this process, it must conform to the following specifications:
- File size is smaller than 5MB.
- Entire document is captured.
- Image is in colour.
- Flash is not used.
- Image is free of reflection.
- Image is correctly orientated.
- File is a JPEG or PNG .
Please note: It is important to enter details accurately as this submission process can only be completed once.
Setting up your payment details
To begin, navigate to the My Organisation, located in the menu on the left, then Overview and selecting the Payments tab from the top menu. Select the Submit Payment Details button to open the form.
Enter the contact details for your organisation including the address, phone number, website URL and whether the organisation is registered for GST.
Please note: The URL must be currently active. If you do not have a URL, then a social media page is also sufficient. If neither of these are available, you may wish to enter the association's URL.
If your organisation has an ABN, select Yes and enter the ABN and registered business name as it appears on the certification.
If your organisation does not have an ABN, select No and then select Yes when identifying your organisation as an Incorporated Association.
Please note: If your organisation is incorporated, enter your Incorporated Association registration number and upload your proof of incorporated association registration file. Make sure the file you upload complies with the file specifications as failure to do so may delay opening registrations.
Enter your organisation’s bank account details including BSB, account number and account nickname. The account nickname field helps to identify the specific bank, as users can only see the nickname and last 4 digits of the account once the details have been successfully submitted. To add multiple bank accounts, kindly submit a request to our Service and Support team.
The "Account nickname" remains editable even after successfully submitting the payment details.
Enter the details of the organisation’s authorised representative. It is recommended that the authorised representative is a person that manages the financial matters of the organisation such as the Treasurer, Manager, President, CFO, etc.
Upload the authorised representative’s proof of identity. This can be either a driver’s licence or passport and must also comply with the file specifications. As outlined previously, failure to comply with these specifications may delay opening registrations.
If you are using a passport as identification, the image must show the passport details and photo page.
If using a driver’s licence, an image of the front and back of the licence must be submitted as separate files. When uploading photo identification, you will need to ensure either a JPEG or PNG file is used. These are the only two file types which will be accepted.
Once the required information has been entered and the relevant documentation has been uploaded, you must read and accept the terms & conditions and policies. These are required by the payment provider, Stripe and PlayHQ.
Once the required fields are completed, the ‘Submit’ button will be activated. Select this, located in the top right corner to complete the submission of payment details. Once submitted, this may take between 1-3 business days for the approval to be finalised.
If changes are required to any part of the payment details, you will need to submit a support request.
If you do not receive an error message upon completion, your payment details have been successfully submitted.
Transactions Fees and Disbursements
Payments will be automatically disbursed from PlayHQ within 24 - 48 hours of the funds clearing, straight into your nominated bank account, minus the transaction fee.
For information on setting fees please visit the article titled Setting Fees.