In your dual role as Team Treasurer, you are entrusted with the financial transparency and integrity of your team. The primary objective of this role is to provide full and fair disclosure of each team’s financial transactions and you agree to uphold SSC Shadow’s name by fairly and honestly appropriating team funds. You will work closely with the Coach to ensure that any event or cost the team incurs is communicated accurately to all players, collected/documented and then forwarded to the Club Bookkeeper for processing.
Team Expenses: Once it is decided for the team to attend an event that has fees associated, you will need the calculate the total cost for the event and the amount due from each player who is attending. This information should then be sent to the team by using the Team Expense Tracking Sheet. It is a best practice to send a copy of the tracking sheet to the Club Bookkeeper as well. Since teams rosters can change yearly, the purchase of team equipment, (benches, canopies, etc.) is not allowed.
Receivables: When receiving payments from the team members, please record the payment information on the tracking sheet. All checks should be made out to SSC Shadow for each player. DO NOT accept cash payments!
No Pay, No Play Policy: Each player is required to pay their share of team expenses. These expenses will be divided equally among the rostered players and guest players.
1. At the time of tryouts, if a member is aware of a future tournament or game conflict they must notify the coach and Team Manager in writing or by e-mail within one week of accepting their place on the team roster.
2. If a tournament is added to the schedule after tryouts and a member has a conflict, they must notify the coach and Team Manager in writing or by e-mail within one week of the announcement of the added tournament.
All team expenses are to be paid in full to the Team Manager one week prior to the scheduled tournament or game departure to allow for the payments to be sent to the Club Bookkeeper and for the Club to issue the check for the event. If a player has not paid, then they are not allowed to participate in any team event until the expense is paid in full. If the player refuses to pay and leaves the team, the expense needs to be recalculated and then divided among the remaining participating players. The No Pay, No Play Policy will be activated. The Club Bookkeeper has the final decision in regards to activating this policy.
Coaches Travel and Per Diem:
When traveling, the team is required to cover the travel expenses of the coach. These items and expectations are detailed below. The check written should cover all expenses for the travel weekend.
Airfare: Coaches are to be allotted $225 for flight if they choose to fly and if they save a night of hotel. If they do not save the night of hotel, then $125 will be reimbursed for their flight. Remaining flight costs are to be covered by the coach. In the case of game conflicts that require a flight, the team shall cover the total cost burden. If traveling to coach two different teams, the two teams will share in the total cost burden (flight, car, hotel, per diem.) The coach should still strive to save a night of hotel costs.
Rental Car: Unless for an out of state flight (Portland, OR would count as in state), rental car expense is the responsibility of the coach, unless the coach is coaching two different teams on the travel, then the two teams are to share the burden of the total costs of the rental car, per diem, hotel and flight.
If the coach rents a car from Spokane for travel, the team is responsible for $125. If the coach saves the team the night of hotel costs, the team is to apply those funds to help cover the cost of the rental car. If the coach is traveling for two teams, the two teams are to share in the total costs: car, including gas, hotel and per diem.
Hotel: Please calculate the total amount of the hotel stay (room cost including taxes), and provide that payment in full to the coach prior to departure.
Per Diem: The Club’s calculated rate for per diem is as follows:
$40 per 24 hour period for food
Food per diem must cover a full day for each day on the road with the team, including travel days.
Gas: The majority of our coach’s travel is to the west side of the state. With the price of gas and vehicle maintenance, we want to ensure all expenses for their travel will be covered. Reimbursement for gas is to be as follows:
Western Washington travel:
$125 for a one or two-day trip
Gas receipts if the costs exceeded $125 for the weekend
Eastern Washington travel:
$50 per day
NOTE: If the coach travels with a player’s family then this cost does not need to be paid.
If team is traveling for out of state competition (greater than 300 miles), then all expenses are to be covered and per diem rates to be followed.
Again, please work with the families of your team to make sure that all payments to cover coaching travel expenses are collected and that the coaches are paid in full PRIOR to departure with the team.