Online registration rebate FAQ's

USA Cycling offers two rebates to race directors for using the USA Cycling Online Registration system:

1. The general rebate program pays race directors $0.40/transaction and the following terms and conditions apply only to this program:
   1. The general rebate will only be earned for events with a minimum of 50 online registrations processed through USA Cycling's online registration system.
   2. The general rebate is payable on a quarterly basis for all completed and qualified events that have turned in the following within 21 days after the last day of the event
2. The year-end bonus program pays race directors up to an additional $0.40/transaction and the following terms and conditions apply only to this program:
   1. The year-end bonus program will only be earned by race directors or clubs that meet the minimum of 250 net transactions in a calendar year.
   2. The aggregate minimum and tier levels must be met by events permitted by the same race director or the same club over the course of a calendar year. (If a race director permits one event under her race director license and another under a sponsoring club, the first event will apply to the race director’s aggregate and the second to the club’s aggregate; they cannot be combined.)
   3. The calendar year is defined here as January 1- December 31, however transactions are accrued based on the event date. (I.e. if registrations take place during one calendar year for the following calendar year, those transactions will count toward the following year’s totals once the event is complete and meets the terms and conditions outlined below.)
   4. The tiers of the bonus program are as follows:

Bronze: 250-749 net transactions in a calendar year – Additional $0.10/transaction
Silver: 750-999 net transactions in a calendar year – Additional $0.20/transaction*
Gold: 1000+ net transactions in a calendar year – Additional $0.30/transaction*
Level B Bonus: Race directors certified at level B or higher receive an additional $0.10/transaction on top of the levels above, so long as they meet the 250 transaction minimum.
*Race directors in the Silver or Gold tier receive that rebate amount on all transactions. (E.g. a level C race director that has 1,500 transactions for the calendar year will earn $450 through the bonus program at the end of the year)
 
The following terms and conditions apply to both programs listed above:

1. Rebates are calculated per online net transaction (net of chargeback transactions and refunds)
2. One transaction is defined as all entries and purchases made at one time as one credit card transaction.
3. Race director must submit a fully completed and signed IRS Form W-9 to USA Cycling (send to respective membership services coordinator) no later than 21 days after the event
4. Rebate payments will only be issued to either the race director who signed the permit contract or the sponsoring club listed on the permit.  If the payment is issued to the club, a fully completed and signed (electronic signatures not accepted) IRS Form W-9 must be submitted for the club.  If the payment is issued to the race director, a fully completed and signed (electronic signatures not accepted) IRS Form W-9 must be submitted for the race director.
5. Rebate program excludes all National Championship events and any event/program owned and operated by USA Cycling or USA Cycling Development Foundation
6. Rebate program excludes race directors that have any outstanding (delinquent) events on record. Any outstanding (delinquent) events must be fully resolved before the online registration rebate is issued
7. No other online registration system may be used for event registration
8. Events must meet the following conditions to qualify for the rebate:
   1. Permit fee and all other fees, including insurance surcharges, paid in full
   2. All post-event paperwork submitted including first report of occurrences with any related paper waivers
   3. Full event results

 
 
 

When setting up your event in the online event registration tool, race directors will be required to either agree to the terms and conditions, or opt out of the rebate program for that event. For events that are already permitted, please contact your membership services coordinator to complete the process. Once you've agreed to the terms and conditions, you just need to send a W9 to your membership services coordinator via email or fax. 

The IRS W-9 form and instructions to complete it are online. The form must be completed in the name of the race director who submitted the permit, or the name of the sponsoring club.  The completed W-9 should be submitted to the membership services coordinator. 

The rebate is only for online net transactions. A net transaction includes all entries and purchases made at one time as one credit card transaction and is net of all chargebacks and refunds. Transactions entered into the registration system by event staff or USA Cycling staff are not included as a qualifying transaction.

All payments will be made by check on a quarterly basis for any qualifying event.

Yes, there is a year-end on-line registration rebate bonus.

The year-end bonus will be made available to all race directors and clubs that use the online registration system.    To qualify for the bonus, the race director or club must process 250 or more online net transactions (net of chargeback transactions and refunds).  One transaction is defined as all entries and purchases made at one time as one credit card transaction. The aggregate of all registration transactions processed through USA Cycling’s On-Line Registration system will qualify, provided the following criteria is met:

• Permit fee and all other fees, including insurance surcharges, paid in full
• All post-event paperwork submitted including first report of occurrences with any related paper waivers
• Full event results submitted within 21 days after event
• Race director must submit a fully completed and signed IRS Form W-9 to USA Cycling no later than 21 days after the event
• Rebate program excludes race directors that have any outstanding (delinquent) events on record. Any outstanding (delinquent) events must be fully resolved before the online registration rebate is issued
• No other online registration system may be used for event registration

Note: The aggregate minimum and tier levels must be met by events permitted by the same race director or the same club over the course of the year. (If a race director permits one event under her race director license and another under a sponsoring club, the first event will apply to the race director’s aggregate and the second to the club’s aggregate; they cannot be combined.)Bonus tiers:

Gold:  1,000+ annual transactions - $.30/transaction
Silver: 750 – 999 annual transactions - $.20/transaction
Bronze: 250 – 749 annual transactions - $.10/transaction
 

If the race director is a certified director at the B level or higher, they will receive an additional $.10/transaction bonus as long as they reach the minimum bonus criteria of 250 or more annual transactions. The bonus tiers will be calculated each January, and the bonus payments will be issued during the first quarter.