Excerpts from Soccer Association of Columbia, Howard County, Maryland Administrative Handbook for Travel Team Coaches, Managers, and Treasurers

Transcription

1 Excerpts from Soccer Association of Columbia, Howard County, Maryland Administrative Handbook for Travel Team Coaches, Managers, and Treasurers Section 8 Financial Aid Information Section 10 Policies & Procedures Governing Authorized Payments/Reimbursements to SAC/HC Coaches Appendix II Roles & Responsibilities of Travel Team Treasurer s

2 SECTION 8 CRITERIA FOR FINANCIAL AID REQUESTS FROM PLAYERS IN THE TRAVEL TEAM PROGRAM The following policies and procedures govern the disbursement of SAC/HC funds in our Financial Aid Program for economically disadvantaged players in the Travel Team program. Eligibility Players eligible for financial aid are those who are selected to participate on a SAC/HC travel team who would be unable to participate in the program due to family income limitations. Specifically, a family of three (3) whose gross income on their most recent Federal Tax Return is $46,000 or less, is eligible to receive financial aid. The amount of aid granted to each requestor will be determined by the Club based on data contained in the application and the availability of SAC/HC Scholarship Program funds. Howard County residents will receive priority over out of county players. Application Process Parent or Guardian must submit a fully completed application form (form available on request from the SAC/HC office) to SAC/HC with the following documentation: Proof of residency and school attendance. Letter from the parent/guardian setting out the reason for the request. Copy of itemized team budget, citing individual player assessment, signed by the team treasurer, for the soccer season (Fall or Spring) in which financial assistance is being requested. Letter from coach setting out attendance history of player. Copy of most recent Federal Tax Return. Review Process All requests for Financial Aid are reviewed and accepted/rejected by the SAC/HC Chief Operating Officer and the Financial Aid Committee.

3 Areas in Which Financial Assistance Will be Provided Financial assistance will be provided to help defray the costs to individual players, in the following areas: Assessments for league fees Coaching fees Tournament entry fees Technical Training fees associated with SAC/HC mandated training. Field rental fees. General team costs if assessed against all players on the team during the Fall or Spring season. Any financial aid that is approved by SAC/HC will be paid directly to the team treasurer and not to the individual player. Financial aid funds will not be provided for SAC/HC registration fees, uniform costs, or any fees associated with a winter or summer league. Any financial aid provided to the team on a player s behalf, that is not used to offset that player s team assessment, will be returned to SAC/HC at the conclusion of the Fall or Spring season, depending on when the financial aid was received. Limitations on Financial Aid Up to 85% of the total costs assessed to the player requesting assistance can be approved for financial aid. However, no player can receive financial assistance of more than $750. per season (Fall only/spring only). As stated previously, all aid is subject to fund availability. Applications will be considered on a season by season basis, only. Additional material to support the financial aid request may be requested by SAC/HC between application periods (e.g., Fall and Spring). Players requesting financial aid who are double rostered on two SAC/HC teams may receive such aid only on the SAC/HC team holding their Primary card. Players who are rostered as a secondary player on a SAC/HC team and as a primary player on a non- SAC team are not eligible to receive financial aid from SAC/HC.

4 SECTION 10 POLICIES AND PROCEDURES GOVERNING AUTHORIZED PAYMENTS/REIMBURSEMENTS TO SAC/HC COACHES How are salaried coaches selected and the compensation amount determined? A committee consisting of the Technical Director, Travel Team Program Director(s), and the Chief Operating Officer, decides prior to each soccer season (Fall/Spring) (1) which coaches will receive a salary for their services, and (2) what the salary of each of these coaches will be. This information is presented to the Vice President Travel for review and comment. It should be noted that as a matter of practice SAC/HC s Travel coaching staff at the Classic Team level is primarily volunteer based and the salaried coaching staff are concentrated on the Premier teams. SAC/HC s salary structure is based on reasonableness and not what the traffic will bear. Reasonableness is defined exclusively by the aforementioned committee, with input from the Vice President-Travel. It is based on what these individuals believe is best for the Club, its Travel Team Program, and the specific team that the salaried personnel will coach. Salaries paid to approved coaches are negotiated on an individual basis. There is no set amount that is paid to all. The salary paid to a coach is based on his/her experience, technical education (licensing/training), record of coaching success, proven ability to work efficiently and effectively with boys and/or girls, ability to work within a defined structure (e.g., follow the Club s program and not their own agenda), ability to deal with parents and administrators, proven ability to motivate and retain players, and the needs of the team to which the coach will be assigned. Expectations of a Salaried Coach Every coach is required to provide the Technical Director with a Seasonal Plan (Fall/Spring) for his/her team. This plan will be tailored to the needs of the team to which coaching services are being provided, and will include such items as the number, scope, and content of training sessions to be provided; tournaments that will be attended; leagues that will be participated in; and any exceptional items planned such as the usage of guest trainers or trips out of the country. Contractual Relationship of a Salaried Coach with SAC/HC All SAC/HC travel team coaches who are authorized by the SAC/HC Technical Director to receive payment for their coaching services will perform under a standard contract with SAC/HC on a per season basis. These coaches are employees of SAC/HC and NOT the individual teams. ALL coaches in the Club are directly responsible to the Technical Director or his assignees, generally the Travel Team Program Directors. Payment of Salaries

5 Salary payments are made in accordance with the following payment schedule: 50% of contract amount due on completion of the first half of the league season; 50% of contract amount due on conclusion of the league season. However, if a team is playing in post-season tournaments, the end of the season is considered to be the last day of the tournament played. Travel team treasurer s whose teams have paid coaches will provide appropriate funds to the SAC/HC Chief Financial Officer, or his/her designee, who will make all payments to those coaches. All salaried coaches will receive an IRS Form W-2 in January of each year covering the amount paid to them in the preceding year. However, if an individual or organization is providing coaching services to SAC/HC as a part of their business, a tax ID number must be provided to the Club and an IRS Form 1099 will be issued to the business entity at the conclusion of the tax year. Reimbursement of Travel Expenses All travel team coaches are authorized to receive reimbursement from their respective teams for transportation, lodging, food, and reasonable miscellaneous costs incurred when traveling to a Tournament with his/her team. The rate of reimbursement will be in accordance with the current U.S. General Service Administration (GSA) rate schedules for U.S. Government employees on travel status. The current GSA rates are available on the GSA website. Reimbursement for such expenses is made by the team s treasurer out of the team accounts. Monetary Gifts to Volunteer Coaches Travel teams may give monetary gifts to their volunteer coaches up to $600. per calendar year. Any amount above $600. requires that an IRS Form 1099 be provided. Such gifts are strictly voluntary and are neither expected nor considered a condition for service by our volunteer coaches. Tuition Reimbursement for Coaches Training SAC/HC will reimburse its coaches for the full tuition of the USSF National A, B, or C license course, or the NSCAA national coaching program, if it is successfully completed and a license or diploma is received. Reimbursement will be made over a three year period as follows: (1) 1/3 of the cost of the course will be paid after the coach completes his/her first year of coaching in the Club after receipt of the license; (2) 1/3 of the cost of the course will be paid after the coach completes his/her second year of coaching in the Club after receipt of the license; and the remaining 1/3 of the cost of the course will be paid to the coach after he/she completes a third year of coaching in the Club after receipt of the license. SAC/HC will pay SAC/HC coaches (1) the full licensing fee for successfully completing the MSYSA D or E course while they are coaching with SAC/HC, and (2) $100. towards MSYSA sponsored clinics. Coaches must agree to coach for one (1) year in SAC/HC (sign agreement) or else reimburse SAC/HC.

6 In order to receive reimbursement for any of the aforementioned licensing courses, the coach must have been approved by the Technical Director to take the course; provide proof that he/she has successfully completed and passed the course; and provide a copy of a cancelled check or other receipt signifying payment for the course.

7 APPENDIX II ROLES AND RESPONSIBILITIES OF TRAVEL TEAM TREASURER S BACKGROUND Every travel team in SAC/HC must have a treasurer. This individual is usually the parent of a player on the team who is selected by the team coach to be his/her main liaison with the other parents of players on the team with respect to financial matters. The team treasurer is responsible for preparing the team budget (with coach input), collection and disbursement of funds, maintenance of team financial records, and coordination of financial policies with the SAC/HC Chief Financial Officer, or his/her designee. The team treasurer has signatory power on the team checking account. It is important that a team treasurer understands, and communicates to the parents of players on the team, the Club policies and procedures with respect to team finances. For example, treasurers need to understand that: (1) Parents finance their son/daughter playing on the team; (2) All equipment bought by the team remains with the team: (3) Any money remaining at the end of the season remains with the team in its account or reverts to SAC/HC; (4) Some coaches are authorized to receive reimbursement from team funds for technical training and team coaching; and (5) All coaches are authorized to receive reimbursement from team funds for certain expenditures made with respect to out of town tournaments. The team treasurer serves for a one year term and can be removed by either the coach or the Club s Chief Financial Officer if, at any time, the team treasurer (1) does not perform his/her duties and responsibilities to the team, and/or (2) fails to follow SAC/HC s financial policies and procedures. The team treasurer is expected to maintain constant communication with the players, team coach, and Club representatives, with respect to financial matters involving the team. Team meetings, newsletters, messages are essential communication techniques to ensure that everyone receives important financial information on a timely basis. Within any team, financial problems can arise resulting in late or non-payment of team assessments or Club registration fees by one or more parents. The team treasurer, as the financial administrator of the team, is normally the first person called upon to address these issues. Treasurers are expected to follow a chain of command in problem resolution: First, take any identified financial problem to the coach. If satisfactory results are not obtained, the problem should then be taken to SAC/HC s men s or women s program director. If resolution is still not attained, the issue should then be taken to the Club s Technical Director and finally to the Club s Chief Operating Officer. It is imperative that timely action is taken on any such issue.

8 Responsibilities of a Team Treasurer 1. Maintain Team Checking Account & Budget The SAC/HC Chief Financial Officer, or his/her designee, will work with the team treasurer to establish a team checking account, on which the team treasurer will become a signatory. As part of this process the team treasurer is expected to: a. Work with the coach and manager to prepare final team budget for each soccer season (Fall and Spring). This budget should contain all expenses that the team will incur during the season and must be given to the team parents. b. Assess each family their share of the team expenses as contained in the budget, and ensure that this amount is collected in a timely manner. c. Promptly deposit all assessments collected from parents in the team checking account. d. Write team checks in a timely manner based on proper documentation of expenses incurred. e. Maintain the financial records of the team in accordance with SAC/HC policies and procedures. f. Reconcile the team check book on a monthly basis. g. Make semi-annual reports, in required format, to the SAC/HC Chief Financial Officer or his/her designee. h. Coordinate team financial aid requests for economically disadvantaged players with SAC/HC office staff. i. Provide copies of final Fall and Spring team budgets to the SAC/HC Chief Financial Officer, or his/her designee, August 1 and March 1 respectively. 2. Training and Meetings Every new team treasurer is expected to attend an initial training session on the financial requirements of the Club and the accounting procedures to be followed in handling team funds. The SAC/HC Chief Financial Officer, or his/her designee, provides this training in late June after the team treasurers are selected. Additional support and/or meetings are scheduled as needed.

9 3. Adherence to Policies and Procedures The team treasurer must be familiar with all SAC/HC policies and procedures involving the handling of team funds. The following are some of the key areas which continually arise: A. Fundraising All fundraising projects must be approved by the Finance Committee, in advance of the planned event. No youth team member can be involved in any fund raising activity that involves any form of gambling or the sale of liquor or tobacco products. Further, no liquor or tobacco products can be awarded as a prize for any drawings. Finally, the Howard County Government requires that a permit be received before any type of raffle can be conducted. B. Mileage Reimbursements League Games - WAGS, NCSL. CMSSL, BBSL Mileage reimbursement to and from league games played outside of Howard County will be paid to coaches who are NOT currently being paid as a coach; No mileage reimbursement will be made for home games or training sessions; Mileage reimbursement will be calculated based on the current GSA rate; The mileage reimbursement is limited to $35 per event and in no case shall the per season budget line item for mileage exceed $500. (Five hundred dollars). Region One/Colonial League and Tournaments All coaches, are eligible for a mileage reimbursement for away regional games and tournaments; Home tournaments and league activities are NOT eligible for mileage reimbursements; Region I and Colonial league reimbursement should be included in the team budget as a line item; Mileage reimbursement will be calculated based on the current GSA rate. Mileage calculations will be based on the MapQuest data showing miles from coach s residence to location of away game, and return. MapQuest data will be provided by the Coach to the Team Treasurer. C. Other Coaching Reimbursements Coaches can be reimbursed for transportation, meals, and hotel expenses when accompanying the team to out-of town tournaments. In order to be reimbursed, however, actual receipts must be presented to the team treasurer for expenses incurred. If the coach is the parent of a player on the team, out

10 of town hotel expenses are not reimbursable. Costs of commuting to and from practices and home games are not reimbursable. D. Field Rental Teams may rent a full or half field at Covenant Park with lights. Rentals are arranged by the coach or manager with a member of the SAC/HC Administrative Staff. Current rental fees for SAC/HC teams is posted on the SAC/HC website ( under Fields. Teams may rent either a full field or a half field. Additional fees are charged if lighting is utilized during the rental. Payment is due to the SAC/HC administrator on the night of rental or in accordance with a SAC/HC approved payment plan. If a team rents a field, or portion thereof, and either fails to show or leaves early, the full rental fees are still due and payable to SAC/HC. All cancellations must be received in the SAC/HC office by 4 PM on the day of the rental. If SAC/HC closes the fields, for whatever reason, no rental fee will be charged. E. Technical Training Teams are invoiced by the SAC/HC Chief Financial Officer, or his/her designee, for the cost of any technical training provided to that team by the Club. Upon receipt of the invoice from SAC/HC, the team treasurer will cut a check for the invoiced amount to SAC/HC who, in turn, will pay the technical trainer that provided the training. Most of these trainers are considered employees of SAC/HC. Some teams may hire additional trainers who are not a part of the Club s technical training program. If the trainer is an individual, the amount to be paid must be reported to the SAC/HC office manager in a timely manner with the trainer s name, address and social security number. This is needed so that an IRS Form 1099 can be issued by the Club in January. In all cases, the team treasurer must obtain a signed agreement from the trainer, approved by SAC/HC s Technical Director, stating the terms of the training regimen and the costs that will be incurred by the team for these services. F. Tournament Costs All costs associated with an application to participate in a soccer tournament, MSYSA fees (permission to travel if needed), and team patches are considered to be team costs. These are budgeted items and are usually paid directly by team treasurer. Documentation must be obtained for all such expenditures. G. Coaching Fees Travel team coaches salaries are determined by a committee consisting of the Technical Director, Travel Team Program Directors, and the Chief Operating Officer. Teams are invoiced by SAC/HC for 50% of the contract amount due on completion of the first half of the league season. The remaining 50% is invoiced at the conclusion of the league season. The team

11 treasurer submits the invoiced amount to the SAC/HC Chief Financial Officer, or his/her designee, who, in turn, pays the coach. No team is allowed to pay a coach directly for any coaching or training fees. H. League Fees and MSYSA Fees NCSL and WAGS league fees are paid by SAC/HC prior to the start of the season (Fall or Spring). The fees paid by SAC/HC are then billed to the individual teams participating in these leagues. The team treasurer, upon receipt of the SAC/HC invoice, will reimburse the Club for the amount paid. Teams participating in BBSL, CMSSL, Colonial or Region 1 leagues pay their fees directly to the league. In all of the aforementioned leagues, fees are paid in both the Fall and Spring seasons. MSYSA fees are paid only once per year: In the Fall if the team plays in both the fall/spring; in Spring if the team plays only in the Spring. Participation in indoor winter leagues is not required by SAC/HC. Thus, any fees associated with such an endeavor are to be paid only by the parents of players participating in such a league and are not considered to be team expenses that are applicable to all members of the team. I. Miscellaneous Fees A line item for miscellaneous expenditures should be included in the team budget. These expenses generally include postage paid by manager/treasurer for team matters (need receipts), medical supplies such as tape and bandages, ice or any of a variety of miscellaneous items that a team might need. Gifts to coaches, assistant coaches, managers, and or treasurers are voluntary items that cannot be assessed to all parents as a part of the budget process. J. Financial Aid Players eligible for financial aid are those who are selected to participate on a SAC/HC travel team who would be unable to participate in the program due family income limitations. Specifically, a family of three (3) whose gross income on their most recent Federal Tax Return is $46,000 or less, is eligible to receive financial aid. The amount of aid granted to each requestor will be determined by the Club based on data contained in the application and the availability of SAC/HC Scholarship Program funds. All requests for financial aid should be directed to the SAC/HC administrative staff. Any financial aid that is approved by SAC/HC will be paid directly to the team treasurer and not to the individual player. Financial aid funds will not be provided for SAC/HC registration fees or any fees associated with a winter or summer league. Any financial aid provided to the team on a player s behalf, that is not used to offset that player s expenses, will be returned to SAC/HC at

12 the conclusion of the Fall or Spring season, depending on when the financial aid was received. Up to 85% of the total costs assessed to the player requesting assistance can be approved for financial aid. However, no player can receive financial assistance of more than $750. per season (Fall only/spring only). As stated previously, all aid is subject to fund availability. Applications will be considered on a season by season basis, only. Additional support may be requested between application periods (eg., Fall and Spring). Players requesting financial aid who are double rostered on two SAC/HC teams may receive such aid only on the SAC/HC team holding their Primary card. Players who are rostered as a secondary player on a SAC/HC team and as a primary player on a non-sac team are not eligible to receive financial aid from SAC/HC. K. Multiple Rostered Players All players who are primary carded to a team are responsible for all team assessments imposed by the team treasurer. However, it is the responsibility of each team to determine, on a player by player basis, what a secondary carded player on the team will be assessed for team fees. The general guideline is that a secondary carded player will be responsible for paying all assessments relating to the event(s) he/she will be participating in with the team. However, if the secondary carded player is helping out a team that is short of players, the team parents may decide to waive any team assessments or fees. L. Team Equipment Equipment can be purchased by the team. However, all members of the team must understand that this equipment is the property of the team and NOT the coach or individual parents. Once a team dissolves, the equipment can be either donated to the Club or sold. If sold, the funds should be used in such a manner that it benefits all members of the current team. M. Referee Fees Some leagues such as BBSL and CMSSL require that referees and assistant referees be paid on the field prior to the game. The team treasurer can either provide the team manager -- who normally pays the referee -- with the needed funds prior to the game, immediately thereafter, or on some other basis. Whatever system is used, the reimbursement arrangements should be established between the team treasurer and manager prior to the opening game of the season. N. Receipts

13 All payments made by the team treasurer out of team funds requires supporting documentation. Documentation should include the following information: person or organization to whom cash/fee was paid, date of payment, amount and purpose. Expenditures not included in the team s approved budget that are more than $ may be made; however, a modified budget must be submitted to the Chief Financial Officer, or his/her designee, within ten days of such unbudgeted expenditures and a member of that committee shall be notified verbally as soon as possible. O. Parties or Social Events Expenditures for meals and meetings in the furtherance of team unity, morale and objective setting, are acceptable for inclusion in a team budget. P. Refunds to Parents All funds deposited to the team checking account become the responsibility and property of SAC/HC and are not refundable. The only exception is when funds are collected from team members and parents of team members, for a specific purpose or event, and that event does not occur. Players transferring to another SAC/HC travel team may have their funds for future activities transferred to the new SAC/HC travel team. Q. Carryover to New Seasonal Year A team may carryover funds from one year to the next. The funds carried over from year to the next year may not exceed $100 without the approval of the SAC/HC Chief Financial Officer, or his/her designee. Any remaining funds not identified for carryover to the following year shall be forwarded to the SAC/HC Chief Financial Officer, or his/her designee, for deposit in the SAC/HC general account. R. Budgets All SAC/HC travel teams must create and maintain a financial budget for both the Fall and Spring seasons. Once the budget is established for the season being played, every parent of a player on the team must receive a copy. A copy must also be provided to the SAC/HC Chief Financial Officer, or his/her designee, prior to the start of each season (August 1 for Fall season/march 1 for Spring season). The team treasurer is responsible for overseeing the collection and disbursement of funds against the budget. Parents are responsible for their share of said budget and shall be required to pay any assessed amounts on a schedule approved by the team treasurer. A template (done in Excel) is

14 provided by SAC/HC to each team treasurer to facilitate the tracking of all team financial information. S. T. Reporting Twice yearly the team treasurer shall make a report to the SAC/HC Chief Financial Officer, or his/her designee, using the travel team reporting form found on the SAC/HC website ( Due dates are January 15 for the period July 1 to December 31 and July 15 for the period January 1 to June 30. The form shall be completed and sent in with the period s receipts and supporting detail. Authorizations The team treasurer and team manager are signatories on the team checking account as is the SAC/HC Chief Financial Officer. All accounts are maintained in The Columbia Bank. A copy of each month s statement is sent to the name on record (team treasurer) and also to the SAC/HC Chief Financial Officer, or his/her designee. Communication with the bank should be handled through the SAC/HC Chief Financial Officer, or his/her designee. Team treasurers must ensure that sufficient funds are in their team checking account at all times (i.e., no overdrafts).

15 APPENDIX III FINANCIAL POLICIES AND PROCEDURES OF THE TRAVEL TEAM PROGRAM The following financial policies and procedures are applicable to all SAC/HC Travel Teams. 1. All SAC/HC Travel Teams shall nominate a treasurer who, upon approval by the SAC/HC Chief Financial Officer, will be responsible for administering the financial affairs of that team in accordance with SAC/HC policies and procedures. 2. All monies collected by the team must be deposited in designated checking accounts, approved by SAC/HC, that are established and maintained only for the purpose of conducting the financial affairs of the team. No other accounts may be used without prior approval of the Finance Committee. The SAC/HC President and Chief Financial Officer are authorized signatories to these accounts and have access to all aspects of any account activity. 3. No funds may be deposited to an account that are collected for any purpose other than conducting the financial affairs of the team. 4. All disbursements of team funds shall be supported by documentation, specifically cash receipts or canceled checks. 5. The treasurer for each team will provide the SAC/HC Chief Financial Officer, or his/her designee, a semi-annual budget (Fall and Spring) and financial statements in accordance with the schedule established by the Finance Committee. 6. All financial reporting shall be submitted to the Chief Financial Officer, or his/her designee, on the standard SAC/HC forms approved by the Finance Committee. 7. Expenditures not included in the team s approved budget that are more than $ may be made; however, a modified budget must be submitted to the Finance Committee, or to an individual authorized by the Finance Committee, within ten days of such unbudgeted expenditures

16 and a member of that committee shall be notified verbally as soon as possible. 8. All funds deposited to a team checking account become the responsibility and property of SAC/HC, Inc., and are not refundable. Funds collected from members (and parents of members), for a specific purpose, and the expenditure of such funds is conditional on tentative future events, may, with the approval of the Finance Committee, be deposited in a separate escrow account and are refundable if not subsequently used for their intended purpose. In all other cases, Team Treasurers shall notify members at the time of each collection of moneys that the funds are not refundable. 9. At the conclusion of the effort for which each team was formed, any remaining funds not identified for carryover to the following year shall be forwarded to the SAC/HC Chief Financial Officer for deposit in the SAC/HC general account. 10. A team may carry over funds from one year to the next. The funds to be carried over from one year to the next may not exceed $ without the approval of the SAC/HC Chief Financial Officer, or his/her designee. 11. No team may use its funds for: Traveling expenses of anyone other than: team members, coaches and chaperones (limit of four chaperones) of a travel team. Parties or social events. This restriction does not preclude expenditures for meals and meetings in the furtherance of team unity, morale and objectives. Any purpose other than those for which SAC/HC was formed; (i.e., for purposes other than soccer education and instruction.) Any purpose which provides benefits to any person not a member of the entity; (e.g. entity funds may not be used to pay for traveling expenses of youth travel team members' families unless they are acting as the coach or chaperone.) 12. Under no circumstance may any team treasurer, team member, or relative obligate the team for expenses in excess of that team's unencumbered available funds without approval from the SAC/HC Chief Financial Officer and Finance Committee. Any team treasurer or other member or relative who accepts such an obligation will be held personally responsible for any funds necessary to meet that obligation.

17 13. While the various SAC/HC teams may have programs and activities that do not terminate on SAC/HC's fiscal year-end, August 31, any reports required by the Finance Committee shall be made on a cash basis as of the dates requested. 14. The following policies shall apply to all fundraising undertaken by SAC/HC travel teams: a. All fund raising projects must be approved by the Finance Committee in advance of the event. b. No youth team member shall undertake fund raising activities which involve the sale or awarding of liquor or tobacco products, or which involve any form of gambling. c. Raffles shall be approved (each and every time) and supervised by the SAC/HC Finance Committee to ensure that proper permitting and related procedures have been followed. All raffles held in Howard County require a raffle permit. If the event is approved by the Club, team treasurers shall provide a copy of the raffle permit to the SAC/HC Chief Financial Officer prior to the sale of any raffle tickets. d. All raffles shall utilize tickets that are individually numbered, identify the team and its association with SAC/HC, and identify the prizes to be awarded. A complete accounting of all tickets shall be made to the Finance Committee prior to holding the drawing. 15. Receipts for donations in excess of $250. to SAC/HC, Inc. and its individual teams must be provided by the SAC/HC Chief Financial Officer, or his/her designee. This responsibility cannot be delegated to any team treasurer. When SAC/HC accepts a donation of any item of purported value and the donor wishes a receipt, the SAC/HC Chief Financial Officer, or his/her designee, will issue a receipt describing the item. The SAC/HC Chief Financial Officer, or his/her designee, will not provide an appraisal value of any item. Neither SAC/HC nor any SAC/HC team may accept donations with any caveats associated with their intended use. It is the general policy of SAC/HC that donations solicited by a particular SAC/HC team will be allocated to that team during its current fiscal year. Grants will be applied to their designated purpose.

18 GUIDELINES FOR THE PREPARATION AND SUBMISSION OF FINANCIAL STATEMENTS BY SAC/HC TRAVEL TEAM TREASURERS Purpose: 1. To transmit team financial information to the SAC/HC Chief Financial Officer and /or Finance Committee for use in the preparation of budgets and tax reports. 2. To allow the SAC/HC Chief Financial Officer and/or Finance Committee to review the financial activities of each team. 3. To receive from each team the information required by the Internal Revenue Service. Records and Reporting: 1. Teams shall operate on the SAC/HC fiscal year, September 1 to August Team treasurers will maintain adequate supporting documentation for all receipts and disbursements in a format as prescribed by the SAC/HC Finance Committee. Team checking accounts are to be reconciled monthly. 3. Team treasurers will submit financial reports in a format prescribed by the SAC/HC Finance Committee at least twice per fiscal year. All bank statements, canceled checks, ledger books (or copies of), paid invoices will be submitted with financial reports. Reports are required to be submitted on January 15 for activity from July 1 through December 31, and on July 15 for activity from January 1 through June 30. The July 15 report shall include the totals for the teams fiscal year ended June Teams shall operate in compliance with SAC/HC by-laws, policies and procedures, and will conduct financial dealings in compliance with Federal and State regulations regarding non-profit corporations. Team treasurers are encouraged to contact the SAC/HC Chief Financial Officer, or his/her designee, if they have any problems or questions. Attention to these details will greatly aid in consolidating the individual statements into our IRS tax filing.

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