POLICY SCA coaches and paid employees shall be reimbursed for club travel expenses incurred in the course of performing club duties. Expenses must be reasonable; coaches and employees are expected to use their discretion in spending, since expense reimbursements are not to be considered “perks.” These expenses include but are not limited to: lodging, meals, transportation and associated costs.
Events inside of CYSA District V boundaries are not considered a travel expense
UNLESS the event requires overnight accommodations, See CYSA District V web site regarding definition of boundaries. Exceptions to this policy may be granted by the applicable authority when it is in the best interest of the Club/ Team.
Note: It is expected that most travel expenses can be budgeted as part of the club or team proposal.
PROCEDURE
Submission All travel expenses must use the SCA Travel Expense Report.
The SCA Travel Expense Report must include the date, signature, details, attached receipts and invoices.
All SCA Travel Expense Reports with itemized receipts shall be submitted to the responsible treasurer (e.g. Team expenses will use their team treasurer; Club expenses use the club treasurer). Credit card receipts will be accepted only if the items purchased are itemized.
The expense report should be submitted to the treasurer or the appropriate person responsible for approval within thirty (30) days of the event.
Receipts: For reimbursement, receipts must be attached for all expenditures in excess of $5.00.
The SCA Board Treasurer will provide the Director of Coaching copies of all submitted coaches expense reports.
Extraordinary Expenses:
In order to receive reimbursement, all expenses other than those listed in this policy must be pre-authorized by the Club Board of Directors.
Approval Coaches’ expense reports shall be approved by the team treasurer and the SCA Board treasurer with right of the person submitting to appeal the signatories decision to the Board of Directors.
Director of Coaching and Employee travel expenses shall be approved by club
coordinator and the club treasurer with right of the person submitting to appeal the signatories decision to the Board of Directors.
Penalty for Failure to Submit Timely. Any reports not submitted within thirty (30) days of the reimbursable activity year shall not be reimbursed, unless specifically approved by the Board of Directors.
Rebates or Adjustments. Any rebate or adjustment received by a person submitting an SCA Travel Expense Report should be deducted from expenses claimed. Funds received after expense report reimbursement should be returned to the Treasurer along with a corrected copy of the original expense reimbursement form.
Travel
Meals
Meal reimbursements are to be submitted as a per diem on the SCA Travel Expense Report. Club policy provides for reimbursement of actual meal expenses, including tips not to exceed per diem allowances. Meal per diems are set at $12 for breakfast, $18 for lunch and $28 for dinner. Per diems will not be approved if the coach or employee did not have an expense for that meal. The per diem allowances will be provided by the club treasurer before the annual formation of SCA teams. Exceptions to this policy may be granted by the applicable authority when it is in the best interest of the Club/team.
Mileage
The mileage reimbursement shall be for the actual mileage driven at the current IRS reimbursement rate ($.485 per mile). The mileage rate will be provided by the Club Treasurer before the annual formation of SCA teams. This rate includes the cost of gas, insurance, use, maintenance, and depreciation. Coaches, Directors, employees, and volunteers shall not be reimbursed for local mileage incurred on otherwise routine business and meetings. Actual mileage includes round trip to destination and travel between visiting site and hotel. Exceptions to this policy may be granted by the applicable authority when it is in the best interest of the Club / Team.
If the mileage cannot be obtained from odometer readings then mileage may be claimed according to the online mapping service, http://maps.yahoo.com.
Miscellaneous Expenses
While traveling, ordinary and necessary expenses are reimbursable. Such expenses may include baggage handling, tolls, parking, tips, postage, express mail charges, etc.
Lodging
Receipts for lodging must be submitted with SCA Travel Expense Reports. The itemized lodging bill is required to be submitted. Lodging selection must be approved by the applicable authority (e.g. team/B.O.D.).
Teams are strongly encouraged to get complimentary rooms for their coaches.
Air Fare
Receipts for air fare must be submitted with SCA Travel Expense Reports. Air Fare selection must be approved by the applicable authority (e.g. team/B.O.D.).
Team Vans / Rental Cars / Group Transportation
Receipts for team van or similar vehicles including tips must be submitted with SCA Travel Expense Reports. Selection must be approved by the applicable authority (e.g. team/B.O.D.).
Telephone Calls
SCA will only reimburse for essential team travel related telephone calls. In order to be reimbursed for telephone calls, the person seeking reimbursement must submit a copy of the phone bill with the relevant phone numbers highlighted along with a sufficient description of the purpose of the call and the name of the person called.
As a general rule, telephone calls made while traveling will not be reimbursed. Short calls made to family members to confirm safe arrival at the destination will be reimbursed.
Travelers should ordinarily not use a hotel room phone to make Association related phone calls since many hotels assess surcharges on those calls.
Incidentals
Receipts must accompany all claims for incidental expenses. A maximum of $3.00 a day will be allowed for incidentals, i.e..laundry. Coaches and employees are expected to use incidental services only for emergencies.
Expenses Not Reimbursed
Expenses that will not be reimbursed are those that are not in line with rules, guidelines or spirit of a youth sports organization, as well as, those against the law. These types of expenses may be, but are not limited to:
• alcohol, smoking, or drugs materials
• travel insurance, drinks, or in-flight expenses
• traffic or travel violations or fines
• frequent flier miles, hotel points or other such frequent retail user programs
• donations
• spouse or other guest expenses (unless also on similar league business approved by the applicable authority)
• personal expenses
• in-room expenses (such as in-room pay-per-view movies or video games)
• Personal Travel in conjunction with club/team travel.
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