SARASOTA SHARKS

BILLING EXPECTATIONS

Thank you for being a member of the Sarasota Sharks! In the Fall of each year, we have a reregistration process for all families associated with the Sharks program. The registration is necessary for all athletes to become USA Swimming and Florida Swimming registered athletes.

This document outlines the fee structure for 2025-26, the Team Unify electronic billing and the collection process that we will utilize.

 

BILLING

  1. Registration fees (below) will be invoiced on all Sharks accounts in September or when a new member joins the Sarasota Sharks.
  2. A $217. registration fee will apply for all members. This membership includes USA Swimming registration for the calendar year. If you swimmer has never been a USA Swimming member, you will register your own swimmer. This procedure is included in your welcome information. In a multiple athlete family, the second swimmer will have an additional 10% discount on the $217. registration fee.
  3. If you join the team after September, you will be prorated by month. All teams, except for Jr Sharks and SwimFit.
  4. Away Meet Surcharge will be assessed for all athletes entered in an away meet.
    • The surcharge will vary based on the meet and will be invoiced at the conclusion of the meet. The surcharge will cover coaches’ and meet costs.
    • Home Meet Surcharge of $6.00 will be assessed for athletes to offset the cost of hospitality at our home meets.

Swim Team fees are billed monthly. Missed practices will not be refunded, credited, or made up under any circumstances. Monthly dues are based on the annual cost of each group, divided into 12 equal monthly payments. Swimmers remain on the roster year-round as part of our continuous enrollment policy. We do not remove swimmers from the roster for family vacations, extended absences, or other time away unless a medically necessity is documented.

 

TEAM UNIFY – BILLING

  1. All monthly dues, Meet Fees and Travel Trips are paid through our Team unify Software.
  2. We do not have the ability to process AMEX in Team Unify but Bank Draft, Visa, Master Card, and Discover are all accepted forms of payment.
  3. Each family must have a credit/debit card or bank account associated with their account. It is the account holder’s responsibility to ensure that credit cards are kept up to date and that payments are successful. Team Unify automatically sends an email notifying the account holder of failed payments. Please act promptly to fix failed transactions.
  4. With Team Unify you can change out the Credit card on file, update phone numbers and addresses and look at invoices from current and past months.
    • If you need to make a Credit Card payment, please follow the steps below:
      • Login to your SarasotaSharks.org account
      • Go to MY ACCOUNT / $MY INVOICE PAYMENT on the left sidebar
      • Go to Make a Payment (enter credit card information and SAVE)

If you need to replace a Credit Card on file

  • Go to CC Profile and enter a new Card number.
  • If you want to remove a defunct card – please call the office so that it can be permanently removed from the account.
  • If you need to view your monthly charges

 

Go to MY ACCOUNT

Go to MY INVOICE/PAYMENT

Choose BILLING HISTORY

Select INVOICE MONTH you would like to see

 

Most importantly click on ALL buttons (below) next to card information to ensure the card can be used.

  • Use for Fees Associated with Your Account
  • Use for Lessons Specific Fees
  • Use for On Demand Payments

 

TEAM UNIFY – COMMUNICATION

  1. All communication from Coaches occurs through our Team Unify system. When you registered your swimmer with the program you provided an email address to use as the primary email for your Account.
  2. You were sent an email asking you to ‘Verify’ your email address and ensure that you were not a ‘Robot.’ You must respond to that email to receive a subsequent email to set up your Account Password.
  3. You must go through the above steps to ensure you receive communication from the Sarasota Sharks.
  4. If you never received the ‘Verification’ email please contact our Billing office, [email protected] to ensure the correct email is being used.
  5. If you forgot the password on your account, there is a prompt on the login screen to reset your password.

 

Coaches Expenses / Team Travel - Financial Procedure

We have offset cost of coaches travel in many ways over the years. To streamline this effort and be fiscally responsible we will adhere to the following procedure. This will take place of our away meet surcharge.

 

Coaches expenses for all away meets will be assessed in two ways:

  1. Inside organized team travel with the cost of the trip being broken up evenly by athlete
  2. After an away meet, actual costs will be dispersed across the participants of the meet.
    • Includes transportation and lodging
    • Sarasota Sharks will cover coaches’ food expense

 

Procedure:

  1. Reasonable meet arrangements will be made by the staff with budget in mind.
  2. If team travel, a portion of the money will be collected before the event.
  3. After the event, all information/backup will be collected and then billed on the next billing cycle
  4. The normal billing procedure will be followed at this point.

 

Collection Process:

The expectation is that you stay current with your bill and pay in a timely manner. The more efficient we run our business the more time we can spend with your athlete! If there are extenuating circumstances, please communicate with the administrative staff.

  1. If your account is overdue and a payment has not been made after 30 days, there will be a $10 late fee. Example: We bill on the 1st if your account has not been paid by the end of the month, the $10 will be assessed.
  2. After 60 days Sarasota Sharks Inc. Business Administrator (or designee) will contact you directly to setup a plan. There will be an additional $20 late fee assessed. This plan will include your monthly dues plus 20% to ensure that Sarasota Sharks Inc. can collect in full. The CEO/Head Coach will be notified and will address the member directly. You will not be able to sign up for meets. This will be done automatically through the system.
  3. After 90 days the Sarasota Sharks Board of Directors will be notified. The Board of Directors/Treasurer will issue a formal letter to encourage the execution of the payment plan

Swimmer(s) will not be allowed to practice

If the situation is not rectified Sarasota Sharks Inc. reserves the right to:

  • terminate the agreement.
  • bring the issue to legal counsel and/or go to formal collect.