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, x 2050 or Gina Garcia, Office Staff at gina@sachc.org or at 410-203-9590, x 2065.

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 Sessions

Treasurer’s Training Session (select one date to attend)

  • Wednesday, July 17th, 2019 7 pm
  • Monday, July 22nd, 2019 12 noon
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
  • Register on the SAC website as a Treasurer in the Blue Sombrero system; part of your household account registration; see Volunteer tab
  • After obtaining training (and access) for Ground.work, verify that all players have registered in Ground.work and submitted their commitment fee payments.
  • You will receive a welcome letter with detailed instructions

Ongoing Duties

  • Request and track payments from players on a scheduled basis using Ground.work.  Parents should be informed that all assessments are non-refundable.
  • Please ensure that parents are aware that if they use an electronic/written 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 (2019/2020)

Forms

New in 2019/2020 – coaches will receive these forms electronically from Gina (gina@sachc.org) via SignNow.  Approved forms will be shared with coaches, treasurers and managers.

  • Tournament Selection Form (due 8/1)
  • Supplemental Trainer Form (due 8/1)

Ground.work

  • New in 2019/2020 – mandatory for teams to participate in program
  • All Commitment Fees and Team Fees will be collected using an online payment collection system (no cost to team)
  • No cost to parents for payments via checking account
  • Ability to pay funds to team using a debit or credit card; with a fee paid by parent
  • Funds available by team within 3 business days

Groundwork for Team Payments    

The Soccer Association of Columbia has partnered with Groundwork for paperless, secure and automatic payments this season. Groundwork provides parents with an easy way to set up automatic payments, view their payment history and receive upcoming payment reminder emails.

For Parents:

You will receive an e-mail from SAC with instructions on how to sign up and what team to choose. After signing up, you can login to your account anytime to view your payment history and change your settings. Visit our help center for more information.

SAC is requiring all teams to participate in this payment collection process.

Here are links to Groundwork’s Terms of Service and Privacy Policy.

Groundwork partners with Paystand, a certified PCI Level 1 compliant service provider, to ensure all payment data is transmitted, processed, and stored securely.

 The ACH payments that are processed use the account and routing number printed on the front of every check that would otherwise be handed out. When paper checks are deposited at a bank or using mobile deposit, the account and routing numbers are digitized and the check is converted to an ACH payment. Groundwork skips this step and removes the need for passing around this information on paper.  Once a payment method is no longer in use (not assigned for auto pay), it may be removed by going to the settings.

For Team Treasurers:

For an easier collections process, SAC is requiring all team treasurers to track and collect team payments using Groundwork. Here are some additional resources for team treasurers:

SAC Groundwork Guidelines:  Click here

Team Treasurer Webinar Recording: Click here

Tracking Payments and Deposits: Click here

Help Center: Click here

If you need help with the program, use the chat widget on the Groundwork website or email them at support@ground.work.

If you need help with SAC’s use of Groundwork, please reach out to either Sherri or Gina.

Excel Templates

  • Annual 2019-2020 Financial Reporting Package  (to be emailed to treasurer’s individually in late July)
    • Use for budget preparation
    • Use to record all bank account activity (cash inflows/outflows)
    • Use to reconcile to bank statement
  • Sample Financial Reporting Package (to be uploaded in late July)
    • 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 mailed directly to treasurer)

2005-2012 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

2001-2005 Teams with No Fall League Play:

  • Prepare and submit your team’s Annual Budget (June 1 to May 31) to SAC by October 15th
  • 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, Check 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 by early August once 2019-2020 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), indoor field rental for U8-U13, and other administrative fees for the entire year.
  • 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.

2019/2020 Processing Dates for SAC Team Club Fee by ACH Debits:

All 2006-2012 & 2005 (with Fall/Spring League Play):
September 16th
November 1st
February 3rd
April 15th

All  2001-2004 & 2005 (with no Fall League Play):
November 1st
February 3rd
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 accountby 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

Contents

  • Are coaches reimbursed for mileage?
  • How do I calculate assessments for players?
  • What is the Travel surcharge on the technical trainer and coach fees?
  • Can the team carry a balance forward at the end of the year?
  • Can the team reimburse players for unspent funds?
  • Can the team pay for coach gifts from team funds?
  • What about team expenses and deposits for the upcoming season to be made prior to July 1st?
  • Who do I contact regarding field rental billings?
  • What bank do the SAC Travel teams use?
  • How do I obtain more checks or deposit slips for my team account?
  • Our team plans to have additional technical or goalkeeper training, how do we pay the trainers?
  • Can I reimburse myself for expenses?
  • How do I access my team account online?

Are coaches reimbursed for mileage?

  • Coach is eligible for mileage reimbursement to and from “out of state” league games or tournaments
  • No mileage or parking reimbursement for home games or training sessions
  • SAC Sponsorsored/Hosted Tournaments are NOT eligible
  • Mileage reimbursement will be calculated based on the current GSA rate from Covenant Park to the destination using MapQuest data
  • Mileage reimbursements are processed using team funds by the treasurer

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.

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.

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.

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.

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.

What about  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.

Whom 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.

What bank do the SAC Travel teams use?
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.

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 an order will be placed with the bank representative.

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. Once form has been approved, the Finance Office will indicate on the form the method of payment.

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.

How do I access my team account online?
A team signer’s access information will be mailed directly to your home by Revere Bank. Make sure that you have accessed www.reverebank.com and selected Online Banking – Business. You may reset your password by selecting “Forgot Password/Pin”.