To change who owns your organization's Payrix payment account (the financial administrator), email TeamSideline Support with proof of the change, such as meeting minutes or a signed letter on letterhead, and send the new administrator's personal details through TeamSideline's Secure Submission Form, never by email. Support submits the change to Payrix, which verifies the new administrator's identity before the change takes effect.
Applies to: Board officers, treasurers and org admins · All plans · Organizations that take card payments through Payrix
Where: support@teamsideline.com and the Secure Submission Form; Administration > Subscription > Payment Gateways; payments.teamsideline.com (the Payrix portal)
Do this when your board turns over, a treasurer or president steps down, or your league changes ownership. Until the change is complete, only the outgoing person can sign in to Payrix, so changing your bank account, responding to disputes or fixing a returned payout can be blocked.
A leadership change usually needs two separate updates: who can sign in to your TeamSideline admin site (Step 1) and who owns your Payrix account (Steps 2 to 5). Changing one doesn't change the other.
Important: Never send a Social Security number, date of birth or other sensitive personal information to TeamSideline by email. Use the Secure Submission Form in Step 3.
Step 1: Update your TeamSideline site admins
Admin access to your TeamSideline site is separate from Payrix. A current admin adds or removes admins at Administration > Manage Users. If no admin is left, TeamSideline Support can add one with written or emailed permission from an existing site admin or, if no current admin can be reached, from the highest-ranking member of your organization's board of directors. Our administrator left - how do we get admin access to our TeamSideline site? explains how.
Step 2: Send proof of the change to Support
Email support@teamsideline.com, or reply on your existing ticket, and say that you need your Payrix financial administrator (owner) changed. Include:
- Your organization's name.
- The new administrator's name, role (for example, Treasurer or President) and email address.
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One verification document:
- Official meeting minutes that record the decision to appoint the new financial administrator (or, for an ownership transfer, the decision to transfer ownership). Highlighting the relevant section speeds things up.
- A letter on organization letterhead that authorizes the change, signed by someone other than the new administrator.
Attach the minutes or letter to your email or ticket. They shouldn't include Social Security numbers, dates of birth or other personal identifiers.
Step 3: Send the new administrator's details through the Secure Submission Form
Payrix must collect identifying details for the new owner to run a federally required identity check. Send them through the Secure Submission Form instead of email:
- Open the Secure Submission Form at https://teamsideline.com/support/public/secure.aspx. You don't need to sign in.
- In the box, type your organization's name and your ticket number, if you have one, so Support can match the details to your request.
- Add the new financial administrator's details, listed below. The box holds up to 1,000 characters.
- Click Send. The box then shows "************* SUBMIT COMPLETE".
- Reply to your email or ticket to tell Support you've used the form. Don't repeat the details in your reply.
The details Payrix needs for the new financial administrator:
- Full name
- Phone number
- Email address
- Social Security number (SSN), not needed if your organization is a government entity
- Date of birth, not needed if your organization is a government entity
- Full home address of the new administrator (a street address, not a PO box)
Nonprofits too: nonprofit organizations do have to provide the SSN and date of birth. Only government entities are exempt from those two.
Step 4: Payrix verifies the new administrator
Once Support has both your verification document and your secure submission, TeamSideline adds the new owner to your Payrix account and opens a request with Payrix. Payrix then runs an identity validation to comply with federal regulations. Support lets you know when the change is approved, or if Payrix asks for anything else, such as more verification documents. How long it takes depends on Payrix's validation.
Step 5: After the change is approved
The new administrator becomes the account holder on Payrix. To sign in to the Payrix portal the first time:
- Go to payments.teamsideline.com.
- Enter the username Support sends you.
- Select Forgot my password and set your password.
Once the new owner can sign in, they can change the organization's bank account in the Payrix portal: see Payrix - How to Update Bank Account. Fill in all the bank fields (account number, confirm account number and routing number) in a single save, because partial changes are rejected.
What you'll see
- At Administration > Subscription > Payment Gateways, each gateway's Contact and Contact Email show your Payrix account's primary contact, read from Payrix. After the change, they show the new administrator. The Manage button there opens payments.teamsideline.com in a new tab.
- You don't need the Payrix portal for everyday reporting. On your admin site, use Reports > Report Exports (Settlement Detail, Settlement Item Detail and Settlement Item Split Detail) or Reports > Report Viewer (Settlements - Payrix and Settlements By Date Range - Payrix).
If it doesn't work
- Payment Gateways isn't under Administration > Subscription. It shows only for admins who have the Billing role. Ask an admin who has it, or go straight to payments.teamsideline.com.
- Payment Gateways still shows the old Contact. The change isn't finished yet: Payrix may still be validating the new administrator. If it still shows the old name after Support tells you the change is approved, let Support know.
- Your TeamSideline email and password don't work at payments.teamsideline.com. The Payrix portal has its own login. Use the username Support sent you, then Forgot my password.
- You already emailed a Social Security number or date of birth. Tell Support right away so the email and ticket can be handled appropriately, consider whether your organization needs any follow-up steps, and send the details again through the Secure Submission Form.
Related changes to request at the same time
- Site address change (for example, from teamsideline.com/oldleague to teamsideline.com/newleague): only TeamSideline Support can change it. Include the new address you want in your email.
- Merchant legal name, DBA or business address: if the organization itself changed, not just the person, say so. These are part of the Payrix merchant record; the Payment Gateways page shows them as your legal name "doing business as" your DBA.
- Chargeback notices: update Programs > Configurations > General > Chargeback Copy To with the new treasurer's email address. The field appears only for organizations with a Payrix gateway.
- TeamSideline invoices: admins with the Billing role get TeamSideline's invoice emails. Give the new treasurer that role on Administration > Manage Users before removing the person who's leaving.
Good to know
- One Payrix sign-in per account. A Payrix merchant account has one portal administrator: the owner. Other board members can follow deposits with the settlement reports above, or ask Support to change the owner.
- Start early. Begin well before registration opens or before you close an old bank account.
- Avoid delays. Have the verification document ready before you send personal details (Payrix won't act on a partial request), make sure the letter is signed by someone other than the incoming administrator, and double-check the phone number, email address and home address you submit: corrections need another round trip with Payrix.