Adding Payees to Work Roster

Note: Formerly known as a Pay Board, the Work Roster is where you add Payees to pay them for work completed.

There are three options to add Payees to a work roster.

1. Bulk Upload

2. Search & Add Payees

3. Manual Entry

The Payee will receive a notification email each time they are added to a Work Roster.

OPTION 1 - Bulk Upload

1. Go in to the Work Roster you want to add payees to.

2. Click orange Bulk Upload button in upper righthand corner.

   1. If needed, click orange Download Sample File button.

3. Upload Your Files by drag & drop or by uploading. Save & Continue.
   
   

OPTION 2 - Search & Add Payees

1. Go in to the Work Roster you want to add payees to.

2. Click blue Search & Add Payees button in upper righthand corner to take you to the Payees database.

3. In the Payee search box, search for the payee(s) you want to add to the work roster.

4. Check the box next to the payee(s) and click + Add to Work Roster button.

5. Confirm you want to add selected payee(s) by clicking on Yes.

6. Complete any missing information that is required on the work roster.

7. Click on the Save button on the bottom right of the page.
   
   

OPTION 3 - Manual Entry

1. Go in to the Work Roster you want to add payees to.

2. Click + Add Row in the bottom left corner of the work roster.

3. Complete the information in all required fields.

   1. If the payee already exists in the payee database, validation will occur with the email address.

   2. If payee does not exist in the payee database, adding them to the Work Roster will trigger an email for the Payee to set up their profile in Vensure.

4. Click on the Save button on the bottom right of the page.

IMORTANT NOTE: if a Payee is not in the Payee database, adding them to a Work Roster for the first time will trigger the account creation/registration process for that person.

IMPORTANT NOTES ABOUT WORK ROSTER COLUMNS:

• Status column definitions

  • Yet to Start - Payee has not registered/created an account in Vensure.

  • Not Ready for Payroll - Payee has started but not completed required forms and compliance items.

  • Approval Pending - Pay rate exceeds set max rate and requires Operations Admin approval.

  • Ready for Payroll - Payee has completed all required forms and compliance items and can be paid.

• Email Address validates Payee first and last name.

  • If a Payee is not in the Staff Database, it will trigger an automatic email that they have been added to a Work Rosters for XYZ Program and prompt them to complete their onboarding.

  • If a Payee is in the Staff Database but the First Name and/or Last Name does not match the email address that is entered, the First Name and/or Last Name will automatically be updated with the correct information from the Staff Database based on what is associated with that email address.

• Role select the Role the Payee is assigned to for the Work Roster, i.e. Head Coach, College Coach, Event Staff, etc.

  • Roles also exist for expense payment. Per day max rate set for each expense role.

    • Airfare - $250

    • Lodging - $150

    • Auto - $30 (car rental, gas, mileage, Uber)

    • Meals - $50

    • BGC/NGB Membership/Trainings - $0

• Pay Agreement will automatically default to the pay agreement entered when the work roster was created.

  • Long Form ICA

    1. Typically used for seasonal contract coaches that are paid hourly or by team.

    2. Valid for a single Program.

  • Short Form ICA

    1. Typically used for all roles except seasonal contract coaches.

    2. Valid across Brands/Programs for one year

IMPORTANT NOTE: an email is sent to the Payee alerting them when there is a new contract to sign.

Open

• Location will only show location(s) associated with the program in PlayerFirst.

• Rate Type will only show rate types that are valid for the selected role.

• Pay Rates highlighted in yellow exceed the max rate and will require Operations (Regional) Admin approval before payment can be processed. If ‘No Option’ appears when clicking in to enter Pay Rate, that means a Rate Type has been selected that does not exist for the Sport, the Role and/or the Location. Another Rate Type that exists for the Sport/Role/Location needs to be selected.

• Forms will show if all required forms has been completed.

  • Red: has not started to complete any of the required forms

  • Yellow: has started but not completed all the required forms

  • Green: has completed all required forms

• Compliance will show if payee has completed/passed compliance requirements (i.e. background check, concussion and abuse prevention training)

  • Orange: has not started to complete any of the compliance requirements

  • Yellow: has started but not completed all compliance requirements

  • Green: has completed and pass all compliance requirements

  • N/A: no compliance requirements for assigned role

  • Entire payee row highlighted in red: Payee is not eligible to work - if you have questions regarding these scenarios, please reach out to your Regional Admin.

  • IMPORTANT NOTE: No email reminder is sent from Vensure to Payee about outstanding compliance items.