Overview

When your board turns over, a treasurer or president steps down, or your league changes ownership, the person listed as the financial administrator (owner) on your Payrix payment account must be updated. Until that change is completed, the outgoing person remains the only one who can log in to Payrix, and tasks such as changing your bank account, responding to disputes, or fixing a returned payout can be blocked.

A leadership change usually involves two separate updates:

1. TeamSideline site admin access — who can log in to your TeamSideline admin site.
2. Payrix financial administrator/owner — who is listed as the account owner with the payment processor. This change must be made by TeamSideline Support and requires verification documents plus the new administrator's personal information.

Important: Never send a Social Security Number, date of birth, or other sensitive personal information to TeamSideline by email. Use the secure upload link in Step 3 below.

Step 1: Update your TeamSideline site administrators

Site admin access is separate from Payrix. An existing administrator can add or remove admins from the Manage Users page of your admin site. If no current admin is available, TeamSideline Support can grant access 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. See Granting Admin Access to any TeamSideline Site (linked at the end of this article).

Step 2: Send verification of the change to Support

Email support@teamsideline.com (or reply on your existing ticket) and state that you need the Payrix financial administrator/owner updated. Include the new administrator's name, role (for example Treasurer or President), and email address, plus one of the following verification documents:

• Official meeting minutes — a copy of the minutes documenting the decision to appoint the new financial administrator (or, for an ownership transfer, the decision to transfer ownership). Highlighting the relevant section helps us process it faster.
• A letter on organization letterhead — a signed letter confirming the authorization of the change, signed by someone other than the new administrator.

Verification documents such as minutes and letterhead letters can be attached to your email or support ticket — they do not contain sensitive personal identifiers.

Step 3: Submit the new administrator's personal information using the secure link

Payrix must collect identifying details for the new owner in order to run a federally required identity validation. Submit these details through TeamSideline's secure submission page instead of email:

Secure link: https://teamsideline.com/support/public/secure.aspx

Provide the following 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 Address (home address of the new administrator)

Note on entity types: Non-profit organizations are required to provide SSN and date of birth. Only government entities are exempt from those two fields.

If you have already emailed sensitive information before seeing this article, tell Support so the ticket can be handled appropriately, and consider whether your organization needs to take any follow-up steps.

Step 4: Payrix identity validation

Once Support has both the verification document and the secure submission, TeamSideline adds the new owner to the Payrix account and opens a request with Payrix. Payrix then runs an identity validation process to comply with federal regulations. Support will notify you when the change is approved, or if Payrix requests anything further (for example, additional verification documents).

Step 5: After the change is approved

• The new administrator becomes the account holder on Payrix. Go to payments.teamsideline.com, enter the username Support provides (usually first name + last name, all lowercase, e.g. janesmith), and select Forgot my password to set a password.
• In most cases you do not need to log in to Payrix at all for reporting. From your TeamSideline admin site, go to:
  • Reports > Reports Exports — Settlement Detail, Settlement Item Detail, and Settlement Item Split Detail
  • Reports > Report Viewer — Settlements – Payrix and Settlements By Date Range - Payrix
• Once the new owner has access, they can update the organization's bank account in the Payrix portal. See Payrix - How to Update Bank Account. When updating banking details, complete all fields — account number, confirm account number, and routing number — in a single save, because the processor rejects partial submissions.

Related changes to request at the same time

• Payment gateway contact name/email shown in your admin site — if the wrong contact name or email is displayed on your Payment Gateways page, tell Support; this is corrected on the back end.
• Site URL / domain change (for example, from teamsideline.com/oldleague to teamsideline.com/newleague) — this must be done by TeamSideline Support; include the requested new URL in your email.
• Merchant legal name, DBA, or business address — if the organization itself changed (not just the person), say so explicitly. These fields are part of the Payrix merchant record.

Tips to avoid delays

• Have the verification document (minutes or letterhead letter) ready before you submit PII — Payrix will not act on a partial request.
• Make sure the letter is signed by someone other than the incoming administrator.
• Double-check the phone number, email address, and home address you submit; corrections require another round trip with Payrix.
• Start the process well before registration opens or before you close an old bank account.