USA Cycling Online Registration Race Directors FAQ

If a race director permits their event online and utilizes the USA Cycling online registration he or she will be able to submit the event permit without providing a payment. The necessary permit fees, insurance surcharges and any additional event fees will be deducted from rider registration fees collected by the online system.

Another benefit to using the online permitting and registration system is that it prompts riders to purchase one-day and annual licenses before completing their race registration. This will eliminate a lot of on-site paperwork that a promoter is currently doing.

Race directors will be able to customize their registration page, view customizable reports specific to their event, sell additional items such as t-shirts, hats, water bottles, tickets to an event dinner, etc.

The USA Cycling online registration system will pre-screen riders against their USA Cycling license to ensure they are registering in the correct category, gender and age group. Pre-populated event waivers are also a plus; this information is taken directly from the rider’s My Page accounts, which are updated by the riders themselves. This assures that the promoter has the most current information, including the correct name and spelling, age and emergency contact information. Through the report tools, promoters will have access to each rider’s contact information as well as statistical information regarding their event.

A race director may receive assistance with any of the online processes by emailing USA Cycling at membershipmail@usacycling.org or calling 719-434-4200. Membership staff will be available to assist race directors Monday through Friday from 8 a.m. to 4:30 p.m. Mountain time.

Yes, all credit card transactions with USA Cycling use industry standard SSL encryption to ensure safe and reliable transmission over the internet. USA Cycling does not store any credit card information.

Yes, a race director will be able to customize their registration page to include information about the event, advertise their sponsors, dispay graphics, etc.

Registration for your event will open within 24-48 hours from when the registration was submitted to USA Cycling. Your permit will go through the normal process of approval, but a disclaimer will be placed on your registration page that the event permit is pending approval.

USA Cycling will only accept electronic signatures for event waivers for events using the USA Cycling online registration system. Riders under the age of 18 (19 in Alabama) will still be required to execute an on-site original signature on waivers.

Discover, Visa and MasterCard are the accepted payment form through our credit card processing site.

The service charge depends on the race entry fee. Below are some examples of the amount a rider would be charged for a specific race entry fee. 

Race Entry Fee	Service Charge
$10	$2.40
$20	$2.70
$30	$3.00
$40	$3.30
$50	$3.80
$60	$4.10
$70	$4.40
$80	$4.70
$90	$5.00
$100	$5.50

Yes, a race director can choose to pay a percentage or all of the charges. This can be set up during the permitting process.

Yes, a race director can enter a registration for a rider prior to the close of the event for mail registrations. If the race director receives a check or cash these registrations can be added after the event has closed.

Yes, payments can be received through direct deposit/ACH. Please fill out the request form and fax it to 719-434-3687. It takes seven to ten business days for the direct deposit/ACH to become active.

Yes.  You will need to access your promoter account, then click on “Edit Payment Options,” and select “Yes” on the drop down next to the “automatic payments” option.
There must be at least $200 of available funds for any specific event in your account before a payment will be automatically distributed. 
If you elect to receive your payments by check, your check will be mailed once a week from our office on Wednesdays as long as you have over $200 in your available funds per event.
If you elect to receive your payments via ACH, the funds will leave our bank twice a week on Wednesdays and Fridays as long as you have over $200 in your available funds for the event.  In order for you to receive ACH payments, you must fill out the request form and fax it to 719-434-3687. It takes seven to ten business days for the direct deposit/ACH to become active.

Yes.  You may select different payment options for different events.  For example, if you want to receive payments from one event, but want to send payment from a different event to a different payee, you can set this up in the system. However, at this time, only one payee can be set up via ACH- the rest need to be paid via check. To set this up:
From your Promoter Account, click “Edit payment options”
Change payment method to “Check”
Click “Add Payee”
Enter payee information
Click “Save”
Click “Request Funds Payment”
In the drop down menu, choose the event you wish to have automatic payments withdrawn from
Choose “Payment Location” and select payee
All future automatic payments for that event will use the same payment selections
If you would like your default payment option for other events to remain as ACH, go back to “Edit Payment Options” and select ACH, so that you will continue to get your ACH payments as well as your check payments
If a payment has not been made for a specific event before, then your default payment settings will be used to generate the payment

A race director may request available funds via check once a week (funds collected minus permit fee, estimated insurance surcharges calculated on the number of registrations, other insurance fees, other event-associated fees, any amounts due USAC, and 10 percent temporary reserve to cover insurance surcharges for on-site registrations, late fees, ACH returns, credit card charge-backs, disputes, and disallowances, etc.). The request must be submitted by Tuesday at 3:00 A.M. Mountain Time.

A race director may request available funds via ACH twice a week.  Payments by ACH are calculated on Tuesday and Thursday mornings at 3:00 AM Mountain.    Transfer of funds requested by the Tuesday cutoff are initiated and depart USA Cycling's bank by Thursday.   Transfer of funds requested by the Thursday cutoff are initiated and depart USA Cycling's bank by Monday.

 

Payments by check are calculated on Tuesday mornings at 3:00 AM Mountain.  Checks will be issued and mailed by Wednesday.

Payments by ACH are calculated on Tuesday and Thursday mornings at 3:00 AM Mountain.    Transfer of funds requested by the Tuesday cutoff are initiated and depart USA Cycling's bank by Thursday.   Transfer of funds requested by the Thursday cutoff are initiated and depart USA Cycling's bank by Monday.
 

Yes, you have access to a variety of reports that include registration information, rider contact information, and event statistical reports.

Yes, race director will be able to access this information so they can communicate any event information via email.

These are reports that will help you as the race director know who is registering, when they are registering, number of registrations, number of unique riders, etc.

This information will be available online for three years. 

The race director is responsible for issuing all refunds to the rider- you can refund the rider directly from your Manage Registrations page. Service fees cannot be refunded. 

Labels printed from the online registration system use the standard Avery 5160 label template which has 30 labels per sheet.