Team Travel

Some teams have been able to get a volunteer to act as the team’s travel coordinator and take on all of the duties listed below.  If this is something you feel you will need, or if there is someone else in your group that would like to be involved, please feel free to act on this.


Hotels:  Each team is responsible for booking their own rooms for travel weekends.  It is your responsibility to:

  • Make your coaches hotel reservation
  • Pay coach their per diem and travel expenses prior to departure. 

Remember, if you are participating in a "Play and Stay" tournament, you are required to follow directions of the tournament when booking hotel rooms for your team.

Driving Directions:  When traveling by car or by plane (with rental cars), please be sure to provide addresses for fields and hotels, including zip codes. 

Travel Expectations:  Your coach, NOT the manager, will provide acceptable behavioral expectations of the players when on the road with the club and/or team.  These expectations should include acceptable behavior for hotel conduct, noise, curfew, swimming, including all teammates in group activities, etc.  Please make sure you are familiar with these guidelines and suggest to your team coach that they be in writing and emailed in advance. 

Inclement Weather:  Safety comes first for our players, parents and coaches when it comes to cold weather play and travel.  If parents believe it is unsafe to travel to practice due to road/weather conditions in your area, SSC Shadow asks that they stay home.  If Spokane School District #81 school is cancelled, or after school sports are cancelled, then SSC Shadow practice is cancelled.

Team Managers will be given information to distribute regarding practice cancellations.  But due to vacations, internet provider outages, computer glitches and other factors parents should also check the club website if they have any questions.

Washington Youth Soccer adopted a Travel Policy on February 1, 2011, which offers information about road closures, chains required, reimbursement policy, and unplayable fields.  Please familiarize yourself with this policy for winter/early spring weather that can impact home and away games!

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 writen 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.

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