HEAD COACHES
This policy applies to coaches that are not coaching their own child on a team.
Where possible the JSC encourages coaches to travel with the team in an effort to reduce the expenses on the team budget.
Jamestown Soccer Club Teams [team] shall be responsible to reimburse their coach’s out of area travel expenses as follows;
- Regular Season League Games: League games in excess of 60 miles (120 mile round trip) from the Jamestown Athletic Complex shall be covered by the team. Distances inside of 60 miles (120 mile round trip) are considered part of the coaches’ agreement with the club and expenses will not be permitted.
- Tournaments: All tournament travel mileage will be covered by the team regardless of the distance traveled.
Mileage Allowance:
- The team shall reimburse the coach as per the regular season and tournament guidelines at the current IRS rate. At no time shall a team pay in excess of the current IRS rate. To find out the current IRS rate please visit www.irs.gov.
Meals:
The per diem for meals can only be claimed for overnight trips. Meals shall be paid on a per diem basis of $30.
- Breakfast = $8
- Lunch = $10
- Diner = $12
IIn the event that the coach does not leave until after breakfast or lunch he/she can’t charge the team for a full day’s per diem. In an effort to minimize the tea expenditure we request that coaches only claim charges that are incurred rather than the full allowance.
The daily per diem allowance can’t be rolled over into the next day.
Lodging
- The per diem rate for lodging shall be whatever lodging arrangements are made at the “team hotel.” With team approval, other arrangements may be made but the coach shall not be reimbursed in excess of the “team hotel” rate. Only the costs of overnight accommodation are covered. The coach is responsible for any miscellaneous expenses.
Transportation
- For long distance travel, the team shall pay for the coach’s airfare and necessary car rental fees and gasoline. For long distances traveled by car coaches are encouraged to travel with a family or look into renting an economy vehicle and charge the team for gas as this can be cheaper than the expenses associated with personal mileage.
Receipts
Receipts are required for all expenditures in excess of $30.00.
Payment Schedule
Coaches are expected to book all costs via their own credit/debit card. At no time should a team member be expected to place a “coaches charges” on their credit card without a clear agreement between the parties. If an “advance” is required the coach is to submit a written request to the Executive Director copying the respective technical director and team manager. In order for an advanced to be considered the team account must have sufficient funds available to meet the request.
The coach will submit their expenses after the “event” to the clubs treasurer/administrator using the club expense reimbursement form. In order for expenses to be refunded the team must have sufficient funds in their team account to meet the request. In the event insufficient funds are available the request will be placed on hold.
ASSISTANT COACH
In general JSC does not reimburse assistant coaches expenses while traveling with the team. In the event an assistant coach requests reimbursement this must be approved by the Executive Director and the team should be informed. In the event that an assistant coach is acting as a head coach at a tournament or game then the assistant coach will treated as head coach and expenses can be requested (the parent head coach policy will be applied).
EXECUTIVE/TECHNICAL DIRECTORS
- The Executive/Technical director’s (including, Girls TD, Boys TD and Assistant Program Director) expenses will be covered via this policy with the following exceptions;
- When a director is traveling for the club specifically in their role as the executive/technical director the club shall be responsible for the expenses as per this policy. In the event that the executive/technical director is “covering” other teams as well as their own then the expenses will be split between team and club.
JSC EXECUTIVE COMMITTEE
- All BOD travel and reimbursement requests need be submitted in writing to the President and Treasurer. In the event the President or Treasurer is seeking permission for expenses then it must be approved by at least two other board members in writing.
