Basic Intake Form

ACES has been using a third-party product called EZregister, since 2016, for creating online registrations for events (workshops, fundraisers, conferences, etc.) where participants can pay with a credit card to attend the event. NMSU PCards are allowed, too! If there is a charge for attending an event, then it is required to use EZregister. Other options include: pay with check (see check payments below), at-the-door, or FREE. Please see below for the FREE option.*

The service we provide in creating the online registration is Free to all ACES Departments, Counties, and Science Centers. Review for accuracy and sign-off is required from the host and/or person who submitted the form.

Service Fees: There is $1 service fee, per charge, for everyone using their system to register online (whether they pay with a credit card, check, or at-the-door). The service fee can be paid by the host (your dept.) or by the registrant. Please note that service fees will add up if you have several charges. For example, if you charge for registration and materials separately, that is $2 in service fees. Typical charges are: certificate, lunch, early and late registration, etc. It is recommended that charges be bundled, if possible; i.e. $250 Registration (includes fee, materials, and lunch).

Check Payments: All check payments must be made out to NMSU and sent to the ACES host of the event. Per Tim Nesbitt and the Anti-Donation Clause, this is a requirement of all events that accept check payments. The funds collected check must also be sent to the ACES host. Furthermore, for partnerships with non-NMSU entities, an NMSU representative is required to be the primary contact for all: correspondence with the ACES Web Support Team, payments, accommodations, notifications, reports, and general questions.

* FREE Option: If participants can attend your event for free, then there is no service fee to be paid. The FREE option will be created with a zero charge and the host will not incur the $1 service fee charge.

Credit Card Fees: If you allow participants to pay with a credit card, there are credit card fees. These fees are 2.9% + $.30 of the amount. For example, if the registration fee is $100, then the credit card fees would be $3.20. This is the formula: ($100 * 2.9% + $.30). If the host will be paying the service fee, then this would be the formula: [($100 * 2.9% + $.30) + $1)] and the amount would be $4.20. Please note that the credit card fees will always be the responsibility of the host.

Advancement of Funds: EZregister will be happy to assist with your needs by allowing an advancement of funds (once funds have been collected from participants). Send me an email with the amount needed. They won't send the entire amount, but a portion of it, in case you need it for items such as food or materials.

Refunds: If you need a refund processed for a participant who paid with a credit card, send me an email and I will request it from EZregister. Refunds are usually reimbursed within a day or two. An email is sent to the participant notifying them that the registration has been cancelled and a refund has been requested. Refunds to be processed within EZregister must be received before the start of the event.

Funds Collected: Once the event is over, the funds collected will be sent to the host (your dept.) via a paper check. The check amount is the remaining balance after the service and credit card fees are subtracted. There is no need to provide index or account numbers. Normally, check processing takes from 5 to 8 days and arrival time takes about 8 to 10 days. If you haven't received the check within that time frame, please send me an email and I will work with EZregister to locate the check.

Requestor's Responsibility: It is the requestor's responsibility to provide the necessary information for the online registration or website. This may include links, documents, verbiage, logos, charge amounts, contact information, etc.

Requests: Please allow at least 2 weeks prior to the Go-Live date for the creation of the online registration and/or website. As a courtesy, please do not request an online registration too far in advance and leave it in a pending state for months. Thank You!

To obtain a printed copy of the information above, please visit our ACES Web Support page.