For school administrators and athletic directors, the mission is clear: make a difference in students’ lives. Yet, countless hours each week are diverted to processing payments for officials, event staff, and other 1099 workers — time that could be spent supporting students, teachers, and coaches.
Arbiter Pay is a school payment system designed specifically to address this challenge, giving educational institutions a purpose-built payment solution that streamlines the entire process from initial payment to year-end tax reporting. Here’s how it works.
The Challenges of Payment Processing for Schools
The numbers tell a sobering story. Schools report spending up to 10+ hours per week on manual check processing, reconciliation, and tax compliance tasks. That translates to over 500 hours annually (time that should be invested in educational outcomes, not paperwork!)
Let’s take a closer look at some of the biggest challenges outdated payment systems pose to school administrators.
The Complex Ecosystem of 1099 Workers in Schools
Educational institutions manage a diverse range of 1099 workers:
- Athletic officials and referees
- Event staff and game workers
- Specialized instructors and clinicians
- Performance judges and adjudicators
- Temporary administrative support
Each payment carries its own verification requirements, tax implications, and documentation needs, creating a complex web of administrative responsibilities.
Common Pain Points That Drain Administrative Resources
School administrators face several persistent challenges when managing payments:
- Manual check processing: Cutting and mailing paper checks to dozens or hundreds of 1099 workers
- Tax compliance headaches: Chasing down missing or incomplete W-9 forms
- Labor-intensive verification: Manually tracking event attendance to validate payment amounts
- Limited visibility: Lack of insight into payment status and history
- Burdensome year-end processes: Business office overwhelmed when generating and filing 1099s
The real cost goes beyond the obvious administrative hours. When calculated (Administrative hours × salary + error correction costs + compliance risk exposure), the true expense of manual payment processing becomes clear.
A Closer Look: What Is Payment Processing Services?
Arbiter Pay is part of the complete Arbiter platform. From instant payouts to automated tax compliance, our school payment solutions help administrators manage financial processes with confidence and ease. Here are the SparkNotes:
Quick and Error-Free Payments
Arbiter Pay transforms payment processing from days to minutes with:
- Mobile payment options providing flexibility for both administrators and payees
- Real-time payment status tracking that eliminates “where’s my check” inquiries
- System intelligence designed to catch and prevent common payment errors before they occur
Smart Financial Reconciliation
Maintaining accurate financial records is non-negotiable for educational institutions. Arbiter Pay delivers:
- Automated reconciliation with customizable reports that match your specific needs
- Event-linked payment data that precisely connects payments to the activities they funded
- Streamlined financial summaries providing better oversight for budget managers
Automated Tax Compliance
Perhaps the most significant advantage is Arbiter Pay’s comprehensive tax management:
- Automated W-9 collection and verification that eliminates manual form chasing
- Built-in 1099 generation and delivery that removes separate year-end processes
- TIN matching with the IRS for accurate reporting that reduces audit risk
- SOC2-certified system with full audit trails and role-based access controls
Bank-Level Security
Protecting financial data is paramount, which is why Arbiter Pay incorporates:
- End-to-end encryption for all transactions and personal information
- Multi-factor authentication to secure account access
- Detailed audit trails for complete transparency and accountability
- Role-based security controls that limit access to sensitive information
Related: Discover more Digital Payment Insights
Real-Life Arbiter Pay Success Stories
Athletic Department Transformation
Prior to implementing Arbiter Pay, the athletic department at Lubbock-Cooper ISD spent approximately two full days each month processing payments for officials. Paper checks were prone to delays and losses in the mail and required constant follow-up.
After transitioning to Arbiter Pay:
- Payment processing time dropped from days to minutes
- Administrative staff reclaimed 8+ hours monthly for student-focused initiatives
- Official satisfaction increased significantly due to faster, more reliable payments
Arbiter Pay is a huge money saver! We don’t have to cut individual checks anymore, and we can pay dozens of 1099 workers district-wide each week electronically, saving on postage and eliminating the hassle of tracking each payment.
— Max Kattwinkel| Athletic Director and Head Football Coach, Lubbock ISD, TX
Administrative Operations Improvement
The business office at Pine Tree Independent School District (PTISD) faced similar challenges, particularly around tax compliance and year-end reporting.
Their transformation with Arbiter Pay included:
- Elimination of manual W-9 collection and verification
- Automated 1099 generation and distribution
- Seamless integration with existing financial systems
- Reduction in payment-related inquiries by over 75%
Before Arbiter Pay, one of my secretaries was spending half of her time working on paperwork for officials. Now her time is freed up to work on more important tasks.
— Jody Berryhill| District Athletic Director, PTISD, TX
Why Arbiter Pay Is the Best Payment Management System
As part of the comprehensive Arbiter platform, Arbiter Pay delivers unique advantages specifically designed for educational institutions:
- Purpose-built for 1099 workers in school and sports environments
- Seamless integration with Arbiter’s scheduling and assignment tools
- Educational-specific workflow design that aligns with school operations
- Proven implementation methodology refined through partnerships with thousands of institutions
The most significant benefit goes beyond calculable ROI. When administrative staff and athletic directors reclaim time from manual payment processes, they can refocus on what matters most: supporting students, coaches, and educational programs.
Take the Next Step: Get Arbiter Pay for Your School
Ready to transform how your school manages 1099 payments? Schedule a personalized demonstration to see how Arbiter Pay can address your specific payment challenges and integrate with your existing Arbiter solutions.
