After you submit your Payrix merchant application, Payrix may ask for documents that verify your organization, its address, its bank account and the person named as its owner or principal before it fully approves the account. TeamSideline Support emails you exactly what Payrix needs, usually with a secure link to upload it. You can normally keep taking card payments during the review, but Payrix may pause your payouts until it has the documents.
Applies to: Admins and treasurers who manage the organization's Payrix merchant account · All plans · Organizations that take card payments through Payrix
Where: The document request email from TeamSideline Support (secure upload link). Your gateway's connection status is under Administration > Subscription > Payment Gateways.
Why Payrix asks for documents
- Payrix has to confirm who it pays out to. When it can't match what was entered in the application, such as the legal business name and EIN, the physical address or the owner's identity, against public records, it asks for proof.
- Payrix verifies the person named as the owner or principal even when the organization is a nonprofit with its own EIN. For a nonprofit, this is usually an officer such as the President or Treasurer.
- Payrix asks only for what it couldn't verify, so most organizations get one or two items from the list below, not all of them.
Documents Payrix may ask for
| What Payrix is checking | What to send |
|---|---|
| The identity of the owner or principal | A current government-issued photo ID, such as a driver's license or passport. |
| Your physical address | A recent utility bill (electric, gas or water) that shows the physical address. Payrix doesn't accept phone or internet bills, and it needs a street address, not a P.O. box: use the address on file with your state. |
| Your bank account | One of these, showing the bank's name, your organization's name and the full routing and account numbers: a bank verification letter, a voided business check (not a starter or temporary check) or a recent bank statement, generally no more than 60 days old. If you send a voided check, don't let the word VOID cover the numbers. |
| Your business or nonprofit status | Your Articles of Incorporation or Articles of Organization, a business license or state filing, the IRS EIN confirmation letter (CP 575) or a 147C letter, and for a nonprofit, the IRS 501(c)(3) determination letter. An EIN by itself doesn't prove nonprofit status. |
If Payrix can't match your EIN to your legal business name, it asks for an IRS document that shows both, usually the SS-4 or a 147C letter. If you no longer have the letter the IRS sent when it issued your EIN, you can ask the IRS for a 147C letter. Send the letter to TeamSideline Support, and Support submits it to Payrix for you.
How to send the documents
- Open the email from TeamSideline Support and note exactly which documents Payrix asked for.
- Gather those documents. Each one should be current and easy to read, show all four corners, and use the same legal name and address as your application.
- Upload them through the secure link in the email. If the link accepts only one file, combine the documents into a single PDF first. If the email asks you to reply with the documents instead, attach them to your reply.
- Reply to TeamSideline Support to say you've sent everything, so Support can follow up with Payrix.
- Keep an eye on your email, including your spam folder. Payrix sometimes asks for one more document after it reviews the first ones.
What you'll see: TeamSideline Support emails you when Payrix has approved the documents or if it needs anything else. The Payment Gateways page shows whether your gateway is Connected, not whether Payrix has finished verifying your account.
If it doesn't work
- Your payouts have stopped. Payrix may hold payouts when a document request isn't answered, usually after about two weeks. Check your email, including spam, for a request from TeamSideline Support, send what it asks for, and let Support know. Payouts resume after Payrix approves the documents.
- Payrix didn't accept a document. It was a kind Payrix doesn't take (a phone or internet bill, a P.O. box address, a starter check), it was too old, or part of it was cut off or hard to read. Send an accepted document instead.
- The name on your documents doesn't match your application. Payrix needs the legal business name exactly as the IRS has it for your EIN. Send the IRS letter that shows the name and the EIN together.
- You're a nonprofit without a 501(c)(3) determination letter. Payrix can set up the account as a business instead and change it later. See Which Payrix application applies, and why government-entity status may be denied.
- A request went unanswered. Payrix can close an account whose requests aren't answered, and you'd then have to complete a new merchant application. Contact TeamSideline Support as soon as you see a request.
Good to know
- Never email a Social Security number, date of birth or full bank account number. If Support needs personal details from you, they send you a secure link for them.
- TeamSideline Support passes Payrix's requests to you and can submit documents to Payrix on your behalf, but can't waive or change what Payrix requires. Only Payrix decides whether a document is accepted.
- Changing your payout bank account or the account's owner later also needs documents. See Payrix - How to Update Bank Account and Changing Your Organization's Financial Administrator or Owner (Payrix).
- When payouts arrive, and why a refund can be taken from your bank account, are explained in Payrix payouts: when deposits arrive and why refunds can debit your bank.
Related articles
- Which Payrix application applies, and why government-entity status may be denied
- How to complete the Payrix merchant application
- Payrix payouts: when deposits arrive and why refunds can debit your bank
- Changing Your Organization's Financial Administrator or Owner (Payrix)
- Payrix - How to Update Bank Account
- Integrated Payments with TeamSideline