SMART PROGRAM PROVIDER FAQ

Provider Frequently Asked Questions

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SMART PROVIDER FAQ

ACCOUNT INFORMATION

1. I am new to running youth scholarship events. How do I get a SMART account?

Click here and fill out the SMART Provider Agreement form.

Submit the form to:

Email: [email protected]

Fax: 817-385-8260

2. I want to add people to my Provider account. How do I do this?

Click here and fill out the Agreement Form for Additional Users.

Submit the form to:

Email: [email protected]

Fax: 817-385-8260

3. I had someone helping me enter lists, but now I need to remove them from access to my account. How do I do this?

Click here and fill out the Remove Provider form.

Submit the form to:

Email: [email protected]

Fax: 817-385-8260

4. I’m busy and don’t always have time to enter lists. Can I give my username and password to someone to help me?

No. Just like any online account, you should not give out your username and

password.

It is very easy to add someone to your account. By using the Agreement Form

for additional users, each individual will have their own unique login. If you

want to remove a person, you can do so without the need to change your

username/password.

5. Why shouldn’t I give my username/password out?

This account is like a bank account.

It is easy to add or remove a person from an account, so it is better for each

person to have their own access. See FAQ 2 for adding people and FAQ 3 for

removing people from an account.

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6. I do not have a SMART account. If I give a list and $1,000 to a friend to put into his SMART account, do I meet the USBC requirements?

Yes, if your friend enters the lists and funds the scholarships.

No, if your friend does not.

You are responsible to get the funds into the youth’s account. Consequently,

if your friend does not submit the funds, you could be held responsible.

Opening and using a SMART account is easy, SMART staff are only a phone

call/email away if you need help.

The best way to handle this is to open an account (See FAQ #1). If you do not

want to open an account, your options are:

a. Ask your friend to add you as an additional person on their account (See

FAQ #2).

b. Send the list and funds (check) directly to us at SMART, 621 Six Flags Dr.,

Arlington, TX 76011 and let us know your friend’s account number and we

will add your list.

c. If you don’t want to use another account or open one, we will enter the

information into our system for you.

7. I have never logged into SMART. How do I log into my account?

If you have a BOWL.com login, that also will work for SMART. If not, you will

need your USBC ID number and birthdate to create a login on BOWL.com.

Go to BOWL.com, and in the upper right-hand corner click Login, and then

go to “Create USBC Member Login” to create a username and password.

Once created, go to BOWL.com/smart to log into your SMART account.

8. What if I forgot my username?

Email us at [email protected], and we can help you out. We will need:

a. Name

b. Address

c. USBC Member Number

d. SMART account number (if known), or SMART account name

9. What if I forgot my password?

If your username is an email address, you can retrieve your password through

BOWL.com by clicking on “Forgot Password“ in the upper right-hand corner. If

not an email address, email us at [email protected], and we can help. We will

need:

a. Name

b. Address

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c. USBC Member Number

d. SMART account number (if known), or SMART account name

10. What do I need to do when I initially log into my account?

Check your contact information to ensure it is correct. We communicate with

you via email, so please make sure we have a good contact email. You can

update your:

a. Address

b. Phone number (required)

c. Email address (required)

11. Once I have the account set up, can I change my contact information on my own?

Yes, you may update your contact information by clicking the “SMART

Program” tab, then “Update Personal Profile”. This also will update your

BOWL.com account.

12. I have multiple SMART accounts. Do I need more than one Username and Password?

No, you should only have one login, and you can toggle between the

accounts.

If you have multiple logins, please let us know. The USBC ID associated with

your account is displayed on the Update Profile page in your account. Please

email [email protected] with your name, IDs and which login you want to

keep.

Once the accounts are linked, there is a drop-down in SMART Scholarship

Setup page for you to choose an account.

FYI: If you give authorization to others to use an account, that person only will

see the account(s) to which you have given them access, not all your

accounts.

13. I want to keep my four accounts separate and do not want them linked to one USBC ID. Can I do that?

Having multiple USBC IDs causes problems with your data. Everything for you

should be connected through one ID. Consequently, we are in the process of

merging USBC IDs and that will link your accounts. Please see FAQ #12 for

multiple accounts.

14. I manage five SMART accounts and want various people to help me in some of them, but I do not want them to have access to all accounts. Can you do this?

Yes. Accounts are linked upon request and we use USBC ID numbers. People

are only given access the specific account authorized. Please use the

Additional Users from to add people to your account.

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SUBMIT NAMES AND LISTS

15. How do I submit names to SMART for scholarships?

Click here for step-by-step directions on entering scholarship lists.

16. If I make a mistake when entering a recipient list online, can I fix it, or do I have to contact SMART?

You can fix it IF your list is in “Editable Draft” format. Once you submit the list,

you cannot make changes.

Contact SMART at [email protected] with the details of the change and why

the list should be changed.

NOTE: If the list was funded and a youth requested funds, it will be too late to

reduce the amount. However, if the amount should have been higher, a

new scholarship can be entered to correct any additional funds.

17. My association does not conduct leagues or tournaments, but receives donations for us to give scholarships. Can these funds be submitted to SMART?

Yes, you can submit the funds, and they will be placed in your account under

unassigned funds. Then, when you award the scholarship(s), submit the list

and pay by using unassigned funds. However, you do not have to submit

funds to SMART until a scholarship is awarded.

Keep in mind this account is like a bank account – the higher the funds,

including unassigned, the more allocation you will receive. See FAQ 24 for the

use of unassigned funds.

FUNDS

18. How can I pay?

a. Credit/Debit Card: Use a credit/debit card online to fund a list or add

funds to your unassigned funds.

b. Check/Money order: Made payable to – SMART. Include your account

number on the check/money order and a copy of your scholarship list, so

that we apply it to the correct account. Mail it to:

SMART

621 Six Flags Drive

Arlington, TX 76011

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19. Can I use EFT to pay for my scholarship list?

Not at this time.

20. How do I know when my deposit is received?

Not only will you will see it recorded in your account, but an email will be sent

to the email address on file with the account to confirm the deposit.

21. Do you notify the recipients you have their funds in SMART?

Yes, via email. Consequently, it is important to encourage the youth and/or

parents to log into their account to keep their contact information up to

date.

22. Is it better to put a large sum in my account or to submit each scholarship individually?

You decide, as we do not regulate extra unassigned funds you submit. Funds

can be sent in at any time, and they will be placed in unassigned funds if you

do not specify how to apply them. Please be specific if you wish to apply

funds to a list(s), otherwise they will be added to your unassigned funds.

23. If I have funds in my SMART account, do I still need to submit more funds after my event, or can I just use those?

That depends. If you collected prize/scholarship money from your league or

tournament, you must use those funds, as they specifically were collected for

that league or tournament.

24. What can I use unassigned funds for?

Unassigned funds can be used to enhance your event. Adding funds to your

leagues and tournaments will entice more participants to enter. Available

unassigned funds cannot take the place of a collected prize fund.

Additional unassigned funds can be used to:

a. Enhance a tournament or league

b. Conduct a tournament or league without payment of prize money and

using these funds for scholarships

c. Give an extra scholarship, meritorious service, high game/series, etc.

25. When will I receive expired recipient funds in my account and what can I use them for?

Expired funds are returned to the providers account at the end of each

calendar year (December 31) and put into unassigned funds. See FAQ #24

for ways to use these funds.

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26. Does my SMART account receive interest?

Each May, the SMART Board determines if the financials warrant an income

earnings distribution to Providers, which we call “allocation.” If an allocation is

given, a news release is sent notifying providers the funds were added. For

details on how this distribution is formulated, please see the SMART Policy

Manual.

27. Can we send the funds to SMART prior to the youth requesting them?

USBC Rules 100c and 100d, (league) 301d, (tournament) and Chapters Four,

Seven and Fifteen state:

“Scholarship funds are deposited into USBC’s SMART program within 30

days of completion of the league or tournament, or academic/meritorious

accomplishments.”

Funds must be sent to SMART within 30 days of the end of the event, or from

the date awarded for an academic or meritorious scholarship.

REPORTS

28. What reports do you have?

Transaction Details Pulls by date range

Deposits, check numbers, allocation given, checks sent to schools, lists

funded, funds returned by school when a youth does not attend.

o Award Date--------------------List and date entered

o Payment Received------------Credit Card “CC” or Check #

o Deceased individual----------Name

o Earnings Alloc----------------Year of allocation

o Expired Recipients-----------Recipients who did not use their funds.

Assigned Summary 2018 is 2017-18

Total assigned amount for the year and lists entered and disbursements

taken by a youth.

Expiring Recipients

List of youth who have not taken their funds and will expire at the end of

the year if funds are not used. This report can be used to contact the

youth, encouraging them to use their funds. But, ultimately, if a youth does

not go on to school, you will know what is being given back to your

account.

Recipient Details 2018

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Name, Contact info, USBC ID, Balance in their account, expired recipients

and college disbursements

Scholarship Summary

List of all funded and unfunded scholarships with amount and date we

posted.

Unfunded Amounts

Quick view of unfunded lists.

PDFs

Currently, 2005-2013 Annual Reports. This will be changed to retaining

seven years online – two years live data and the remaining five years as

PDFs. The older PDFs will be removed.

RECIPIENT INFORMATION

Please look at Recipient FAQ for more information.

29. Where can a youth use the funds?

a. Business Schools

b. Technical Schools

c. Trade Schools

d. Vocational Schools

e. Universities

f. Colleges

This includes online schools that accept outside scholarships.

30. Does the youth have to be enrolled as a full-time student?

No, youth can be a part-time student, or just take one class. The class may be

credit or non-credit in nature, or it could be something that will help them in

their job. By using the Recipient Expiration report, you can get a list of those

graduating and encourage them to use the funds.

31. How long does a Recipient have to use the scholarship once the award is placed with SMART?

a. Earned prior to high school graduation, eight years from the awarded

date.

b. Earned after high school graduation, eight years from the date earned.

c. Military - the number of years in the first enlistment is added to eight years

from high school graduation/award date. Request MUST be made prior to

expiration of scholarship.

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32. What happens to the scholarship funds if an individual doesn’t use them?

The scholarship amount is returned to the awarding organization’s account as

unassigned funds at the end of each calendar year (December 31). See FAQ

#24 for use of these funds.

MANAGING OWN PROGRAM

33. My association is managing their own program, and I heard that is against the rules. Is that true?

Yes. In 2008, USBC required all former awarded (assigned to a person)

scholarships issued through an association, including those issued for

academic or meritorious accomplishments, to be deposited with SMART.

34. I run USBC youth leagues (tournaments) and manage my own scholarships. Is that legal?

No. As of 2008, all USBC leagues and tournaments were required to submit

funds to SMART within 30 days of the end of the event.

35. Why can’t I run my own program?

It is illegal, and years after it is earned, a youth often cannot find self-

managed programs. The youth has moved out of the area, can’t remember

the name, or the youth has outdated contact information for the person

holding the funds.

SMART receives complaints each year when a youth, or their parent (legal

guardian) cannot find (or remember) a person managing scholarships

separately from SMART. We do our best to track down the scholarship, but

sometimes we cannot find it. This can be a hardship for the youth when funds

can’t be found.

See FAQ #42 for details on the benefits of using SMART.

36. Can I transfer my program to SMART now?

Yes, we can assist you when moving the program to SMART. We can be

contacted at [email protected] or 817-385-8968.

NOTE: DO NOT enter old lists until you have called us for the “code”. The

expiration date will not calculate correctly and we want to ensure

expired funds are promptly returned to your account.

37. When transferring my program, who enters the lists?

This is a service SMART provides; however, if you would like to enter the lists

yourself, you can contact us at [email protected] or 817-385-8968, and we

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can provide you with the code to ensure proper expiration of a recipient’s

funds.

38. When I transfer my program to SMART, will the recipients be able to use their funds immediately?

Yes, once the list is created and funded, the scholarships are available to the

recipients, and we send them an email notification.

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39. When I transfer my program to SMART, will the recipients age out correctly?

Yes, as long as you contacted us and we gave you the code or we input the

list for you. For direction, contact us first at [email protected] or 817-385-8968

before entering an older list.

40. What format does SMART need to transfer the program?

While we can work with anything, it is best to use Microsoft Excel, so we can

sort the document.

41. What information does SMART need to transfer the program?

Youth may have multiple USBC IDs, or have been merged into another ID, so

any information you can give us to identify the youth is appreciated. We want

to ensure we have the correct individual, so while we will enter the

information, we will work with you to ensure we have the correct youth.

For the individual, we will need:

Name * Address

USBC ID Number * Birth Date

Phone Number * Graduation Date

For the program, we need:

SMART Account Number

Name of the event

Year of the event

42. Why use SMART?

a. SMART is the only bowling scholarship management company recognized

by amateur organizations such as NCAA and NAIA. By managing your

own program, you jeopardize all your youth’s eligibility to compete at the

collegiate level in any sport, not just bowling.

b. USBC Association Policy Manual mandates SMART manage the program.

Please see FAQ #33.

c. USBC Rules 100c, 100d and 301d requires scholarship funds be sent to

SMART.

d. The more funds assigned and unassigned in your account determines your

allocation. Just like a bank account, the higher the amount, the greater

the allocation.

e. Dedicated SMART staff available to answer not only your questions, but

questions from youth, parents, and colleges, as well.

f. We have an online system in place to enter lists and request funds, with

easy access 24/7.

g. We are transparent; our financials are online. Click here to review them.

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h. Youth request their school funds online and a check is sent within 1-3

business days, directly to the educational institution. The recipient is

notified via email when the check has been sent.

i. Regardless of where a youth lives or goes to school, he or she has easy

access online, and only one place to request scholarships.

MISCELLEANOUS

43. Where can I find a certificate to present my youth?

Click SMART Scholarship Certificate

The certificate has all the sections you will need, including a signature and

date field. This certificate can be edited directly on your computer, and

printed with ease.

44. Do I need a SMART account to certify my league or tournament with USBC?

Yes. The league application and online tournament certification asks for your

SMART account number.

45. Where can I find more information on SMART?

Visit BOWL.com/smart, where we have information on the program, entering

lists, parent responsibilities, SMART Policy Manual, etc.

46. How can I reach SMART?

Email: [email protected] Phone: 800-514-2695, ext. 8968

Address: SMART

621 Six Flags Drive

Arlington, TX 76011