Background:

The purpose of this document is to establish a budget for mileage, lodging, and food allowances during club related activities, business, and/or meetings.

Scope:

This is to address any expenses related to travel, lodging, meals and miscellaneous club related expenses.

Policy:

The following policy will address the following:

• 1)Distance and amount for mileage reimbursement.
• 2)Distance and amount for lodging expenses.
• 3)Reimbursement amounts for meals while traveling, or conducting club business.
• 4)Miscellaneous expenses provided during club activity (example coffee provided by the club for volunteers during field set up).

Each area will be further defined under the process section of this policy.

Process:

Distance and amount for mileage reimbursement

The Towamensing Soccer Club Board of Directors establishes a distance of 30 miles or greater to be eligible for reimbursement for mileage. The amount reimbursed is based upon the ongoing travel rate per what is established by the IRS. See link below to determine the rate for the current year.

https://www.irs.gov/Tax-Professionals/Standard-Mileage-Rates

In order to receive reimbursement, the individual must provide the following to the Board of Directors:

Proof of distance traveled. This will be in the form of a map which details the mileage.

Name on document.

Purpose of travel written on document.

Distance and amount for lodging expenses

The Towamensing Soccer Club Board of Directors establishes an amount of ?? per night for lodging when a distance greater than ?? miles is traveled. (To be fleshed out during finalization)

In order to receive reimbursement, the individual must provide the following to the Board of Directors:

A listing of all hotels at the location of lodging.

oSelection must be within reasonable distance from the location and must be within reasonable cost of no greater than beyond the median cost for the area.

Receipt from the hotel and reservation receipt.

Name on document(s).

Purpose of travel written on document(s).

Amount for meals during travel, club activities, or meetings

The Towamensing Soccer Club Board of Directors establishes an amount of $12 for breakfast, $10 for lunch, and $15 for dinner. The board will not cover any alcohol expenses.

In order to receive reimbursement, the individual must provide the following to the Board of Directors:

Receipt showing amount of meal and items purchased.

Name on document.

Purpose of meal expense written on document.

Small snacks provided during club activity

At times, the club provides benefits to volunteers who donate their time in giving our children a solid program.The club on occasion provides benefits including but not limited to snacks, coffee and other miscellaneous small items to their volunteers. In addition, this also includes the snack/meal benefits we provide during player draft. Each year the club will set aside a small budget to accommodate such items; this budget will be made during the club’s strategic planning meeting annually.

Procedure on provisioning these benefits are as follows:

1)During a meeting of the Board of Directors a motion will need to be put in place to provide any benefits

a)Must establish when.

b)Must establish where.

c)Must establish how much to budget.

2)Motion must have a second and must pass by Board vote following the TSC by-Law.

Policy adoption and update process.

Updates to this policy can be made at any time through motion of any Towamensing Soccer Club member and second only by an active board member. If no such change is necessary, this policy is to be reviewed within 90 days of its adoption date annually.

Roles and Responsibilities:

President – Responsible for reviewing the policy and providing changes to ensure it falls within compliance of club’s mission.

Treasurer- Responsible for writing checks for reimbursement, maintaining record of expenses and checks distributed.

Secretary – Responsible for writing second signature for reimbursement, draftee of original policy.Responsible to brining policy up for review annually.

Board Member – Responsible for the decision to ratify policies and assist in the final approval of reimbursement.

Update/Approval History:

Created: 1/21/2016- Bonnie George, Secretary

Updated: 2/2/2016 – William Marks, President