GYPSY BOOSTER CLUB
COACH REIMBURSEMENT POLICY
Revised 09/01/2007

It is the policy of Gleason’s Gymnastics School (not the Booster Club) that all team members will share the travel expenses of coaches for out-of-town meets equally.

The Booster Club has developed an Expenses Reimbursement Policy for coaches’ travel expenses. At the coaches’ discretion, a team will probably travel to a minimum of one out-of-state meet. Travel expenses for an out-of-state meet is the responsibility of each team member, regardless if he/she has chosen to participate or not. The Booster Club, if funds allow, will pay coaches’ eligible travel expenses. In order for a coach’s expenses to be reimbursed, all gymnasts in that coach’s level must be current in their booster dues. If the funds have been exhausted, the individual team members will be billed, upon approval by the Board, for their share of the expenses. In addition to the selected travel meets, expenses for Regionals, Westerns, Nationals and Worlds meets will be shared by all team members. It is a privilege to attend these meets and by participating, Gleason’s Gymnastics School, will continue to improve and provide the highest level of competition for our children.

On an annual basis The Booster Club approves a budget after review and direct input from the coaching staff. All decisions on anticipated expenses are outlined and discussed during this process. Coaches are expected to provide the details for each travel meet (location, lodging, rental cars, # of coaches attending, rooms required, etc), in addition to the number of athletes, competition level, etc. Coach's expenses are budgeted at the beginning of the season and are agreed upon by the coaching staff and the booster club. If during the season there are any discussions regarding travel expenses the budgeted amount will prevail. Budget should be completed prior to the beginning of the fall season.

ELIGIBLE COACHES EXPENSES

The following serve as a guideline established by the Booster Club as proper and reasonable expenses that are subject to reimbursement. Each individual team shall pay coaches’ travel expenses for its own coaches as follows:

COACHES RATIO: Expenses will be reimbursed for one coach per five gymnasts per level. If combined levels (e.g. L8-10) are coached by the same person(s), only one coach’s expenses per five gymnasts for the combined group will be reimbursed. Exceptions to this policy must be presented prior to budget approval.

DOCUMENTATION: Expenses that are incurred and expected to be reimbursed, must be documented in sufficient detail in order to provide ease for the Treasurer to review. Such documentation must include all receipts and other documents that help support the reimbursement request. All expense reimbursement requests must be submitted within 14 business days following the date that the expenses are incurred. If no receipt is available, written explanation should be attached to the expense report. This documentation and receipts will then be submitted to the Treasurer for review for validity in accordance with the budget. Checks will be issued within two to five days following the submission of documentation. Expenses submitted after 60 days following the date that the expenses are incurred will not be reimbursed without board approval.

FOOD: Actual meal expenses for food and non-alcoholic beverages only, with receipts, will be paid with a maximum daily amount of $40. The number of meals per day will be based on reasonable time based on the beginning and ending travel time to the meet destination. The $40 is not a per diem. Only actual expenses will be paid with receipts. If meals exceed this amount they can be approved on an exception basis.

HOTEL: At the discretion and approval of the coaches and the board, each coach will be entitled to have his/her own room for each night. The Booster Club will pay a “reasonable” hotel rate. (No check-in upgrades will be approved unless there is no additional charges to the booster club). In the event that the coach shares a room with a team member or a coach from another club, it is presumed that the parties’ intent is to share hotel expenses. Hotel expenses are intended for the coaches only. If additional expenses are incurred due to a spouse or guest that stays in the coach's room, this will be at his or her own expense. Additionally, the Booster Club will not cover incidentals including laundry, servi-bar items, long distance telephone charges, internet access, etc. These charges will be at the coach’s own expense or should be paid by Gleason's Gymnastics School.

TRANSPORTATION: For driving distances of approximately 250 miles or less, coaches must submit a travel and expense report for the miles driven. Mileage will be paid at the current Federal Rate at the creation of the budget. In the event that a coach rides with or provides a ride for another party, only one coach will submit for mileage reimbursement. The Booster Club, at board and coaches discretion, will provide air travel for distances greater than 250 miles.

CAR RENTAL: If the coach flies to a meet and a car is necessary, the Booster Club will pay to rent a suitable vehicle. Coach renting the vehicle must meet minimum age requirements and have a major credit card in order to rent a vehicle. Rental vehicle should be driven only by authorized licensed drivers (coach or designated chaperone) If team members or other parties, other than coaches, as well as the coach, use that vehicle, then the cost of the rental will be divided among the parties using it. Fuel should be added to the vehicle prior to return, avoid fuel option from rental carrier if possible. Car Rental Liability insurance should be taken out at the time of rental. Fuel costs should be submitted with receipt as a travel expense.

MISCELLANEOUS REASONABLE EXPENSES: The Booster Club shall reimburse all miscellaneous expenses, such as parking, bus fare, and taxi fare, etc. It is understood that these expenses cannot be predicted before they occur. The coach is trusted to use his/her best judgment and frugality where the Booster Club funds are concerned. Receipts or written documentation is required for all miscellaneous expenses.

COACH CASH ADVANCES: The Gleason's Booster Club Advance Form should be used to account for any money given to a coach in advance of a travel meet. A final travel expense report should be completed at the end of a trip and submitted to the Booster club Treasurer within 10 days. Any out of pocket expenses will be reimbursed to the coach and any extra advanced funds unaccounted for shall be returned to the Booster Club Treasurer.