Travel Treasurers

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 office 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 TRAINING SESSION:  (pick one date to attend)

Treasurer’s Training Session Powerpoint (PDF)

  • Tuesday, July 17th, 2018 12 noon
  • Tursday, July 19th, 2018 7 pm
Please ensure that someone from your team is in attendance.  If you are not able to attend, a coach or manager should attend in your place.  Coaches and managers are always welcome to attend to obtain extra guidance on SAC financial policies.

INITIAL DUTIES: 

  • Submit an email to the SAC Finance office indicating that you have volunteered for the position
  • Collect  initial non-refundable commitment fee of $250 from each player upon acceptance of position.  Hold until your team account has been assigned.  The SAC Finance office will notify you as to which bank and team checking account your team will be using for the upcoming season.
  • 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 with detailed instructions

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 regular basis with online account statements
  • Maintain a team binder with copies of all checks received, payments made, etc.
   GUIDELINES/HANDBOOK:

FORMS (2018/2019):

EXCEL TEMPLATES:  

  • Annual 2018-2019 Financial Reporting Package  (to be emailed to treasurer’s individually)
    • Use for budget preparation
    • Use to record player assessments charged and assessments collected
    • Use to record all bank account activity (cash inflows/outflows)
    • Use to reconcile to bank statement
  • Sample Financial Reporting Package
    • This is a sample reporting package
    • Do not use for your team’s financial activity
    • Feel free to download
    • Includes various scenarios of different situations

FINANCIAL REPORTING: (Excel template to be emailed directly to treasurer)

2004-2011 teams with Fall/Spring 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
2000-2004 Teams with No Fall League Play:
  • Prepare and submit your team’s Annual Budget (June 1 to May 31) to SAC by September 30th
  • 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

Use of the Excel Template is Mandatory for all treasurers including Budget, Assessments Tracking, Register and Financial Report.  Documentation may be submitted electronically or by paper. Please share the Budget Summary (once approved) and Budget to Actual reports (at year end) with your team.

SAC CLUB FEES:

  • SAC will issue a statement to each team for Annual SAC Club fees in early August once 2018-2019 projected costs are finalized.
  • These Club fees will include applicable coaching fees, technical training fees, related payroll fees (FICA/Medicare/Unemployment taxes/processing fees), assistant coach uniform fees, annual MSYSA fees, certain league fees (CMSSL/NCSL) 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 provides a predetermined schedule for automatic bank transfers from the team checking account to teams.
  • It is the responsibility of the treasurer, manager and coach to have these funds available on the scheduled date.
  • If a team participates 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.

2018/2019 Processing Dates for SAC Team Club Fee by ACH Debits:

All 2005-2011 & 2004 (with Fall/Spring League Play):

September 15th

November 1st

February 1st

April 15th

All 2004 and 2000-2004 (no Fall League Play):

November 1st

February 1st

April 15th

FIELD RENTALS:  (Covenant Park and some HCPR/Howard County High Schools – if reserved through Sharon Finney

  • Field Rental Reservations are processed and invoiced by Sharon Finney (sharon@sachc.org)
  • Field rentals are NOT included in SAC Club fees
  • Debit dates may be adjusted to a later date
  • Fall Field Rental Reservation Deposits (50%) will be deducted from the team checking account by ACH Debit on or around September 1st
  • Fall Field Rental Final Payments (balance) will be deducted from the team checking account by ACH Debit on November 15th
  • Late Fall Field Rental Payments will be deducted from the team checking account by ACH Debit on November 30th 
  • Winter Field Rental Reservation Deposits (50%) will be deducted from the team checking account by ACH Debit on or around December 15th
  • Winter Field Rental Final Payments (balance) will be deducted from the team checking account by ACH Debit on or around March 15th
  • Spring Field Rental Reservation Deposits (50%) will be deducted from the team checking account by ACH Debit on or around March 15th
  • Spring Field Rental Reservation will be deducted from the team checking account by ACH Debit on or around May 25th
  • If funds are not available on the due date for the Reservation Deposits, the team will not be permitted to have field usage

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?

Please hold on to all of your commitment fee checks until your team is assigned a bank account for the new season. Once account is established, deposit at your earliest chance.

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Are coaches reimbursed for mileage?

League Games-NCSL, CMSSL, BBSL

  • 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 (i.e. volunteer only)
  • No mileage reimbursement for home games or training sessions
Tournaments and EDP 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 expense reimbursements should be included in the team budget as a separate line item
  • See Expense Reimbursement Guidelines above

Map Quest directions should be submitted with all mileage reimbursements.

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How do I calculate assessments for players?

Project your budgeted expenses on a monthly basis and divide total shared 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 right before year end, 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, Unemployment Taxes and processing fees) applicable to the team trainer or coach assigned to the team.

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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 June 1st?

The SAC Travel Team financial accounting period is June 1st through May 31st. To keep the accounting records for each team auditable, teams should attempt to not pay any expenses for the upcoming year prior to June 1st.  SAC encourages all teams to wait to deposit commitment fees until after June 1st.

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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@sachc.org.

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What bank do the SAC Travel teams use?

Birth Years 2000 and 2001:  Teams use The Columbia Bank. Online banking is available. SAC has representatives that the SAC Finance office works directly with.  Please contact the SAC Finance office for special requests.  Do NOT contact the branch unless directed to by SAC Finance office.

All Other Teams:  Teams will use Revere Bank.  Online and mobile banking are available. SAC has representatives that the SAC Finance office works directly with.  Please contact the SAC Finance office for special requests.  Do NOT contact the branch unless directed by SAC Finance office.

 

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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 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 are REQUIRED to obtain prior approval from the Technical 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 2000 and 2001 : Make sure that you have accessed www.thecolumbiabank.com and have selected Business Online Banking.  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 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.

All Other Teams: Your access information will be sent direct to your home by Revere Bank. Make sure that you have accessed www.reverebank.com and select Business Online Banking. You may reset your password by selecting “Forgot Password/Pin”.

 

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