At the end of each season, District Treasurers need a clear summary of paid entries and total riders for each Club Event run by their clubs in order to calculate levies owed to CTT. The system provides dedicated screens for this: Club Event Levies and Club Balances. In addition, a view-only summary of entries and levies paid is available for Open Events.

This help page covers

  1. Club Event Levies screen (🔗)
  2. Club Balance Sheets screen (🔗)
  3. Open Event Levies screen (🔗)

Background Information

Please refer to the club event process (🔗) and club balance sheets (🔗) knowledge base articles for background information on club entry methods, and how they are paid for and monitored. 

1. Club Event Levies screen

  • To access, select Finance ➜ Club Event Levies from the menu on the left of the admin screen (🔗) (arrow 1 in the screen shot below)
  • By default, the screen displays, for your district, all past events, however only events in Complete status will contribute towards the club's Current Balance (🔗)
  • As with any list screen, the way the data is presented may be configured (🔗)
  • All data is keyword searchable using the Keyword Search box
  • To filter for events related to a single club, select it from the Organisation drop down box (arrow 2)

  • The screen displays total Online, Manual and External entries, alongside Total Entries and Total Levy for each event.
    • Online entries - registered riders who entered and paid through the system. (CTT receives their entry fee)
    • Manual entries - registered riders entered directly by the organiser, who collects their entry fee
    • External entries - riders who raced but were not entered as named riders
  • If results have been entered, organisers are asked for the total number of riders who raced, including external entries. In this case, the external entry figure will be shown.
  • If results have not been entered, the external entries figure is unknown and must be completed by the district treasurer. These appear as a highlighted "?" (arrow 1 below), and may be requested from clubs via the club event levy form (🔗)
  • The screen also shows the club's Current Balance (arrow 2) which is:
    • Total online entry fees received by CTT - Total levy owed.
    • The Current Balance updates automatically when external entry figures are added or amended.
    • IMPORTANT – Club events auto-complete 28 days after the event (unless results are entered). Until then, they appear on the Club Event Levies screen but are not included in the club’s Current Balance.

  • Once all external entry figures have been completed, a Deposit Balance button appears. This clears the balance sheet (🔗). District Treasurers should only click this after receiving payment from the club.

2. Club Balance Sheets

  • To access, select Finance ➜ Club Balance Sheets from the menu on the left of the admin screen (🔗) 
  • The screen lists Name and Current Balance of all of your district's clubs that have at least one completed event with an associated balance. A balance sheet entry is created whenever an entry, of any type, is recorded on the system

  • Click on a club's name to see its balance sheet. Negative balances are money owed to CTT; positive balances due to the club. For example, a club event with £5 entry fee, a single online entry, and four external entries, with no results entered, would result in:
    • a positive £2 balance sheet entry when the event completed (£5 entry - £3 levy)
    • a negative £12 balance sheet entry when the district treasurer applied the external entry figure on the club event levy screen 
  • alternatively, had the organiser applied results for the event before completion, the balance sheet would result in:
    • a single entry of -£10 (i.e. £5 online entry fee - £15 total levy)
  • If the club has a positive balance, it will be held on the club's Stripe account. At any time throughout the season, the club's treasurer may withdraw a positive balance into their club account.

3. Open Event Levies

  • The Open Event Levies screen works in a similar way to the club event levies screen without the option to add or update entries. It is intended as a read-only summary of levies paid for each Open event in your district.
  • To access, select Finance ➜ Open Event Levies from the menu on the left of the admin screen (🔗) 
  • By default, the screen lists all Open events organised by your district's clubs, throughout the season.

  • As with any list screen, the way the data is presented may be configured (🔗)

  • All data is keyword searchable using the Keyword Search box
  • To filter for all events related to a single club, select it from the Organisation drop down box (arrow 2)