Invoicing Policy

January 2023

The Pacific Northwest Rugby Referee Society supplies referees and match officials across several Leagues, Unions and other Rugby bodies in the Pacific Northwest region of the USA.

PNRRS charges leagues, unions or clubs for the services of the match officials and the current rate schedule is published here. Depending on the exact function, between 75% and 100% of this fee goes to the appropriate match official with PNRRS retaining the balance to support referee development and administrative functions of the society. Current year’s books are presented at the PNRRS AGM and are available on request for qualified officers of the Unions and Leagues that PNRRS services.

PNRRS operates two different invoicing models. The default model is to invoice leagues, unions or clubs twice a year at the end of the spring and fall seasons (approximately June and December). Leagues, unions or clubs can opt-in to an automated weekly invoicing system with a stored payment method (eg debit/credit card) that is charged. PNRRS offers a discount on match fees for entities that participate in the automated invoicing system.

For specially designated tournaments, normally summer 7s, PNRRS operates a pay on the day policy where we expect the tournament management to directly pay the referees the agreed amounts in cash at the end of the tournament.

Arrears

PNRRS must invoice the clubs and unions in order to reimburse match officials for their time. PNRRS understands that there may be turnover of club or union officials and that managing revenues at the clubs can be a difficult process, and PNRRS is committed to working with the clubs to make this process as pain free as possible. However, since officials cannot be reimbursed until money is received from the clubs, we operate the following policies for clubs in arrears.

  1. Each club or union is responsible for ensuring that PNRRS has proper contact details where an invoice can be sent or emailed. These contact details can be updated by the club in PNRRS’ Match Facts system.

  2. Any club or union that does not meet the ‘net 30’ terms of their invoice shall be considered as in arrears by PNRRS. Those clubs or unions will be listed on the PNRRS web site with an indication of the amount that they owe the referee society.

  3. Any club or union that is two invoice periods behind shall not receive match official services for any home games until such time as the overdue amount is cleared or some other payment method has been arranged with PNRRS.

  4. Any club that is three or more invoice periods behind shall not receive match official services for any home or away games that they are involved in, and their respective parent organization shall be invoiced for the entire overdue amount.