Academy & Select Information
Academy and Select teams participate in a higher level of play than our Recreational divisions, and have the opportunity to travel for tournament play. While it is fun and challenging, there are expenses that come with this type of play that are not included in your registration fees.
Academy and Select Players have two accounts with the Black Hills Rapids; Registration account and Player account. Registration Account
Financial information related to registration can be viewed by logging into the Black Hills Rapids website.
Player Accounts are used to bill tournament/event registration fees and coach travel expenses to players. These fees are not included in your annual registration. This is also where you will see your credits for gift card rebate programs (ShopWithScrip, Safeway and FTC), team fundraising events and volunteer time.
Player accounts are handled within our bookkeeping software system and statements are emailed within the first seven days of each month. You will receive one statement for your family showing transactions for all players. The sender of the email will be email@example.com and you may need to add it to your safe senders list. The subject of the email will include Black Hills Rapids Statement. These statements are sent to the email address associated with the registration or any other email address provided to the Player Account Manager. If you need to change your email address, or add a secondary email address, to receive your Player Account statement please email Player Accounts.
YOU WILL NOT BE ABLE TO VIEW OR PAY YOUR PLAYER ACCOUNT ONLINE.
Please mail your payment to the address indicated on the statement, PO Box 273, Rapid City, SD 57709. You may also use the payment drop box located at the Dakota Fields Complex to submit payments. It can be found on the south wall near the restrooms.
The Player Account statement must be paid according to the eligibility policy by the last postal day of each month. To be considered current with your payments you must pay your balance to $75 or less per player in your household. For example: November 30th statement had a balance of $125 and you have one player in the program. You must submit payment of $50 by December 30th.
Black Hills Rapids policy states "any player account that has a negative balance of more than $75 at the end of each month shall be suspended from all activities and may not participate in any training or games until the balance is paid in full. While every effort is made to post fundraising credits as quickly as possible, players should not count on fundraising credits to be posted in order to remain eligible, but should plan to submit payments until the credits actually appear." For example you received your November 30th statement but did not pay that statement by December 31st. Your player will be considered ineligible on January 1.
In addition, at the end of each year all fees must be paid in full. We strive to have all Player Account transactions posted in June and per policy they must be paid in full in order to participate in the fall.
Payment reminders will be emailed to families in danger of having ineligible players the last week of the month. We strive to have all players on the fields at all times and prefer to work with families proactively. The official eligibility reports will be reviewed the last day of each month, after all payments are processed. Emails notifications will be sent to each family with players who are ineligible. If this occurs we ask that you adhere to the policy and not participate in training or games until payment is made. The Team Manager and Coach will also be notified the player is ineligible.
Being listed as ineligible affects your entire team, especially for tournament play. We strongly encourage players and their families to be responsible for their player accounts and registration balances. There are many opportunities to offset the cost. Please refer to the Player Fundraising page here for more information.
Who to contact with questions?
Player Finances – firstname.lastname@example.org
Registration – email@example.com
Website Login Assistance – firstname.lastname@example.org
I am not receiving my monthly player account statement?
The statement could possibly be going to your junk mail or spam. The sender of the email will be email@example.com and you may need to add it to your safe senders list. The subject of the email will include Black Hills Rapids Statement. These statements are sent to the email address associated with the registration or any other email address provided to the Player Account Manager. If you need to change your email address please contact the Player Account Manager so you continue to receive your player account statement.
What do the positive and negative account balances mean on my Player Account statement?
If you have a negative balance on your Player Account statement it indicates you do not owe anything. If you have a positive balance on this statement you will need to submit payment.
How are Club/Team fundraiser credits posted?
BHRSC strictly follows IRS regulations regarding fundraising for non-profit organizations. For Club and Team level fundraisers each player on the team roster will receive a credit for these fundraising events.
Fundraisers credits are posted when all money is collected for the entire BHRSC for the event. This could sometimes be a month or longer after the event is completed. This must be done in order to properly determine the profit and how much will be given to each team/player.
How are rebates from grocery cards and Shop With Scrips handled?
Grocery card and Shop With Scrips rebates are posted at the family level. When these credits are received they will be posted against the oldest charge on the combined family account.
Safeway Gift Card rebates are posted monthly for the cards listed on the invoice provided by Safeway. These credits are typically received 6-8 weeks after you reload the card. For instance, a reload done on August 10 may not appear on your Player Account until November.
FTC Gift Cards transactions are posted monthly. Your Player Account statement will show the charge for the card purchase when we receive it from FTC and a credit for payment you as the member have given to us. The difference between these two amounts is your rebate.
Shop With Scrip rebates are received from their corporation weekly for the previous week. The physical plastic cards rebates are posted separately than the eCard rebates due to how the funds are received from the company.
How are tournament and coaches expenses charged?
For Academy Teams: Tournament/event fees and coach expenses are charged based on the 60 day commitment policy and information provided to us by your coach or team Manger. If you see a tournament charge or coach expense it is because your team manager or coach provided us your name for that fee. Please email Player Accounts if you believe something is incorrect and we will research it further.
For Select Teams: Tournament/event fees and coach expenses are charged based on policy and the 60 day commitment signed at the start of the season. All players on the team roster will be charged the tournament/event fee. Players who actually travel to the event, or did not give proper 60 day notice they will not attend that particular event, will be charged for coach expenses. The team the commitment letter was intended for the entire roster year. Even if your player has decided to not continue participating they will be charged tournament fees but not coach expenses.
Why are indoor gym rent fees and referee fees being charged?
The indoor gym fees and referee fees vary greatly from team to team. It is difficult to estimate these costs a year in advance to include them in player registration fees. By passing these fees onto members separately it also helps to spread out the cost of participating through out the year.