Travel Treasurers

Treasurers – Suggested Budget Items/SAC Club Fees were emailed to treasurers and managers on 8/9/2016.

Please contact sherri@sachc.org if you are a new treasurer.  A welcome email will be sent to you shortly with detailed instructions.

 

 

Thank you for volunteering to be treasurer for your team. Should you have any questions, feel free to contact the SAC Finance Director, Sherri Gates, at sherri@sachc.org or at 410-203-9590, x2050 or Gina Garcia, Office Staff at gina@sachc.org or at 410-203-9590, x2065.

So, you’ve been appointed treasurer for your team, now what do you do?  Notify the Finance Director by email that you are volunteering for the position.  A Welcome email will be sent to you with guidelines.  Please wait for further instructions!

MANDATORY TREASURERS MEETING :

  • Thursday, July 14th at 7:00 pm in the SAC office
  • Tuesday, July 19th at 12:00 pm (noon) in the SAC office
  • September date TBD
Please ensure that someone from your team is in attendance.  If you are not able to attend, please see if your manager can attend in your place.

 

 

INITIAL DUTIES: 

  • Submit an email to the SAC Finance Director indicating that you have volunteered for the position; complete and submit Team Contact Information Sheet (see below under forms).
  • Collect  initial non-refundable commitment fee of $250 from each player upon acceptance of position.  Hold until your team account has been assigned
  • Register on the SAC website as a Treasurer in the Blue Sombrero system; part of your household account registration; see Volunteer tab
  • You will receive a welcome letter from the Finance office with detailed instructions
  • Due to the changes to age groups by the mandate of US Soccer, all team accounts will be renamed, reassigned or new.  The SAC Finance Director will notify you as to which bank and team checking account your team will be using for the upcoming season.

ONGOING DUTIES: 

  • Collect and deposit assessments from players on a scheduled basis.  Parents should be informed that all assessments are non-refundable.
  • Please ensure that parents are aware that by using a check for payment, the following terms are agreed to by the player/parent:  In the event the check is dishonored or returned for any reason, you authorize us to electronically (or by paper draft) re-present the check to your bank account for collection of the amount of the check, plus any applicable fees as permitted by state law.
  • Make disbursements for approved budgeted expenditures; keep receipts/documentation for all expenditures
  • Maintain current checkbook balance; reconcile on a monthly basis with online checking account statements
2003-2009 Teams & 2002 and older Teams with Fall League Play:
  • Prepare and submit your team’s Annual Budget (June 1 to May 31) to SAC by August 31st
  • Prepare and submit your team’s Year-end Financial Report Package (June 1 to May 31) to SAC with documentation for all expenditures greater than $100 by June 15th

Templates to prepare these items can be found below under Excel Templates.  Use of the Excel Template is Mandatory for all treasurers including Budget, Register and Financial Report.  Documentation may be submitted electronically or by paper. Please share the Budget Summary and Budget to Actual reports with your team.

2002 and older Teams with No Fall League Play:
  • Prepare and submit your team’s Annual Budget (June 1 to May 31) to SAC by October 1st
  • Prepare and submit your team’s Year-end Financial Report Package (June 1 to May 31) to SAC with documentation for all expenditures greater than $100 by June 15th

Templates to prepare these items can be found below under Excel Templates.  Use of the Excel Template is Mandatory for all treasurers including Budget, Register and Financial Report.  Documentation may be submitted electronically or by paper. Please share the Budget Summary and Budget to Actual reports with your team.

SAC CLUB FEES      –  Emailed to treasurers on 8/9/2016

  • SAC will issue a statement to each team for Annual SAC Club fees in August once 2016-2017 costs are finalized.
  • These Club fees will include applicable coaching fees, technical training fees, related payroll fees (FICA/Medicare/Unemployment taxes), assistant coach uniform fees, annual MSYSA fees, certain league fees (CMSSL/NCSL/EDP) and administrative fees for the entire year.  These fees are a direct pass through of expenses to teams .
  • SAC will be paying these fees direct to the appropriate individuals or organizations for the benefit of the team.
  • SAC will have a predetermined schedule for automatic ACH Debits to the team checking account for which the team will be notified well in advance (see below).
  • It is the responsibility of the treasurer, manager and coach to have these funds available on the scheduled date.
  •  If a team is selected to participate in a different league then originally assigned and the team will be paying for the league fee direct, the final payment for the SAC Club Fee may be adjusted to deduct league fees for the Spring if the original league fees have been included in the SAC Club fee
  • 2016/2017 Processing Dates for SAC Team Club Fee by ACH Debits:
    • All 2003-2009 & 2002 and older with Fall League Play:
      • September 15th
      • November 1st
      • February 1st
      • April 15th
    • All Other 2002 and older:
      • November 1st
      • February 1st
      • April 15th

FIELD RENTALS 

  • Covenant Park Field Rental Reservations are processed and invoiced by Sharon Finney (sharon@sachc.org)
  • Field rentals are NOT included in SAC Club fees
  • Fall Field Rental Reservation Deposits (50%) will be deducted from the team checking account by ACH Debit on September 1st
  • Spring Field Rental Reservation Deposits (50%) will be deducted from the team checking account by ACH Debit on April 1st
  • Winter Field Rental Usage will be due upon receipt of invoice
  • If funds are not available on the due date for the Reservation Deposits, the team will not be permitted to have field usage

It is the treasurers’ responsibility to ensure that adequate funds are available for the SAC team account to be debited on the scheduled date for SAC Club Fees and for Field Reservation Deposits.

  MANUAL/GUIDELINES:

FORMS:

EXCEL TEMPLATES:  –  

FREQUENTLY ASKED QUESTIONS:
(click question to jump to answer)

I am a  treasurer on a new team – what do I do with all of these deposits from players?

For 2016/2017, due to the mandates from US Soccer with the new age groups, there will be changes to all team accounts.  At this time, please hold on to all of your commitment fee checks until your team is assigned a bank account. 

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Are coaches reimbursed for mileage?

League Games-WAGS, NCSL, CMSSL, BBSL,CMSA

  • Mileage reimbursement to/from league games played outside of a 25 mile radius (50 mile round trip) will be paid to coaches who are NOT currently being paid as a coach
  • No mileage reimbursement for home games or training sessions
  • Mileage rate will be calculated based on the current GSA rate
Tournaments and EDP/Region One League Games
  • All coaches (paid and volunteer) are eligible for mileage reimbursement for away regional games and away tournaments due to the distance traveled
  • Mileage reimbursement is permitted to/from games played outside of a 25 mile radius (50 mile round trip)
  • SAC -sponsored tournaments are NOT eligible for mileage reimbursements
  • EDP, Region 1 and Colonial league reimbursements should be included in the team budget as a separate line item
  • Mileage reimbursement will be calculated based on the current GSA rate

The current GSA mileage rate for reimbursement is $0.575 per mile. Mapquest directions should be submitted with all reimbursements. Calculation for reimbursement is the Total Round trip Miles less 50 miles with result multiplied by the reimbursement rate.

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How do I calculate assessments for players?

Project your budgeted expenses on a monthly basis and divide total costs by # of players. Project to request funds from team parents at least two weeks in advance. You should have all Fall assessments received early in the season (i.e. by October 15th).  You should have all Spring assessments received early in the season (i.e. by March 15th).  Remember that the budgets are estimates so if you need to do an additional assessment to cover non-budgeted items or under-budgeted items, that is okay.

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What is the Travel surcharge added on to the technical trainer and coach fees?

The Travel surcharge is a fee charged to teams for payment of the related payroll expenses (FICA, Medicare, and Unemployment Taxes) that are directly applicable to the team trainer or coach.

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Can the team carry a balance forward at the end of the year?

See the Excerpts for Travel Team Treasurers link above; go to Appendix II; Section 3Q. Special requests can be submitted to SAC Finance Director.

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Can the team reimburse players for unspent funds?

See the Excerpts for Travel Team Treasurers link above; go to Appendix II; Section 3P. If a budgeted event has been cancelled or does not occur and the team has material excess funds, the treasurer should submit a request to SAC Finance Director for authorization to refund parents. No refunds may be issued without approval from the SAC Finance Director.

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Can the team pay for coach gifts from team funds?

Gifts to team coaches or volunteers should be collected outside of assessed team funds. Assessments are NOT to be used for gifts.

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What about collection of fees and payment of expenses for the upcoming season-prior to July 1st?

The SAC Travel Team financial accounting period is July 1st through June 30th. To keep the accounting records for each team auditable, teams should attempt to not pay any expenses for the upcoming year .  If you must do so, please track these costs as Prepaid Expenses-Paid Before this Season for budget and financial reporting purposes.  SAC will permit player deposits to be deposited to the team account in June.  Please maintain records of the amount deposited that relate to the following year and include as Player Deposits – Received Before this Season on your budget and year-end financial report.

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Who do I contact regarding field rental billings?

Field rentals are scheduled and billed through Sharon Finney at the SAC office. Field Request Forms  can be found under FORMS above.  All questions regarding scheduling, cancellations and payments should be made direct to her at sharon@sac-hc.org.

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What bank do the SAC Travel teams use?

Birth Years 2003 through 2009:  Teams will use Revere Bank.  SAC has representatives that the SAC Finance Director works directly with.  Please contact the SAC Finance Director for special requests.  Do NOT contact the branch unless directed by SAC Finance Director.

Birth Years 2002 and older:  Teams use The Columbia Bank. SAC has representatives that the SAC Finance Director works directly with.  Please contact the SAC Finance Director for special requests.  Do NOT contact the branch unless directed to by SAC Finance Director.

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How do I obtain more checks or deposit slips for my team account?

If a team needs to order checks/deposit slips, please contact the SAC Finance Director at the SAC office and she will place an order with the correct bank representative.

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Our team plans to have additional technical or goalkeeper training, how do we pay the trainers?

Teams must obtain prior approval from the Travel director using the Supplemental Training Form. Teams will be invoiced by SAC  and the trainer will be compensated once the team has submitted payment to SAC and training is complete.

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Can I reimburse myself for expenses?

There are three signatories on each Travel team checking account (treasurer, manager and the CFO of SAC). Checks must be signed by someone other than the payee. Only one signature is required for each check.

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How do I access my team account online?

Birth Years 2003 through 2009: Your access information will be sent direct to your home by Revere Bank.

Birth years 2002 and older : Make sure that you have accessed www.thecolumbiabank.com and have selected Cashlink-Business.  If you select Online Banking, you will NOT be able to access your account. If you have forgotten your username or password, please contact the SAC Finance Director at the SAC office by email and your username will be sent to you and/or your password will be reset.  Do NOT contact The Columbia Bank, they are not able to help you with this process.

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