Guide for Travel Team Treasurers
Arlington Soccer Association (ASA)
Updated June 2013
Roles and responsibilities of the Team Treasurer include: developing and implementing a budget for the Team, managing the
Team’s account and Team Fee’s budget, as well as collecting team funds, assisting in the collection of player club and team
fees and handling reimbursements and payments for team expenses. The Team Treasurer is responsible for reporting Team
and Club financial status at regular Team Parent meetings.
Costs to play travel soccer include items such as: Coaching salaries, field fees, state/league fees, referee expenses, club
administration costs, team equipment (first aid kits, game balls, etc), tournament fees, coach travel expenses, STAR referee
expenses, and uniforms. Currently ASA travel soccer families pay these fees in two ways. One amount is called the “club fee”
(travel program fee) and this money is paid to the club, the remaining expenses are paid to the team account and this is called a
“team fee”. For a breakdown of these fees please see the document titled “Club and Team Fees: What’s Included”
The club has established accounts for each travel team. At one time these accounts were called “Legacy” accounts. At this time
these accounts are now called “team accounts”. In order to comply with IRS regulations ASA travel teams do NOT have to and
should NOT set up their own bank accounts. ALL team money must go into and out of the team’s account (not through
families/team manager’s personal accounts). The ASA Finance Manager can provide a Team account statement at any time for
a team’s review.
Money enters a team’s account by team fees paid by families, team fundraising money, team donations, etc. Money flows out of
team account via check requests and reimbursements.
TEAM FEE’S BUDGET
The club’s senior Technical staff will establish a yearly game plan for each team. A Yearly Plan lists all the tournaments and
other events (i.e. State Cup, Team Camps, Showcases, etc) the team will be participating in during the coming year. Teams are
responsible for applying to these required events. Any additional events must be approved by the team’s Age Group Director
(AGD) BEFORE the team applies for the event. Once the team receives their Yearly Plan they have a starting point for drafting
a team budget.
When establishing a Team Budget keep the following principles in mind:
• Cover expenses upfront- there should be no unexpected need to collect money from families during the year
• Front load budget. If team fee is broken into two payments the first one should be a greater amount.
• Cash flow needs to be sufficient enough to meet team’s commitments.
• Maintain a contingency amount for emergencies/unexpected expenses
It is always easier to include it in the budget up front, rather than ask for additional funds later!
Items to include in a team budget (select those applicable to your team):
• Money to purchase at least one extra uniform Kit (Youth size approx $110 per kit, Adult size approx $120 per kit)
• Team Equipment – Game Balls, Pinnies, Cones, ball pump, first aid kit, tents, chairs, water jugs, etc.
• Team Socials/Team Meals/End of Season Parties
• Team Gifts (team manager, coach, speakers)
• Financial Aid player fees (Club fees, team fees and/or hotel/food/travel expenses for financial aid players – whatever the
team has decided to or needs to pay)
• Tournament Application (and bond) fees
• State Cup Fees (if potential State Cup Champion include Region 1 Regional fees and coach travel expenses to
Regionals)
• Tournament Patch Fees (if team gives out patches at tournaments, usually seen in younger age groups)
• Coach Travel Costs for Tournaments, State Cup Play, Region 1 and/or CCL Events (Hotel, Rental Car, Gas/Tolls and
Meals). Please refer to Club policy on Business Travel to determine what items can be covered.
Additional Fees teams might include in their budget if applicable:
 Indoor Soccer/Futsal League Fees
 Scrimmages – possible field rental fees and referee fees
 Alternative Field Rentals (typically an indoor facility during snowy weather)
 Team Website Fees (above and beyond the ASA team website)
 College Brochures for College Showcases
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Coach Travel Costs for League play (if playing Region 1 league play and traveling to PA, NY, NJ, etc). Mileage
reimbursement for travel within the NCSL/WAGS/ODSL playing area will not be reimbursed.
Teams Playing in the CCL league that decide to play in a Region 1 League, at the same time, will be responsible for all
application, referee and field fees connected to Region 1 play. CCL league is the team’s primary league and these fees
are covered by club fees. Playing in a Region 1 League would be an additional league and all expenses are the
responsibility of the team.
Once year-long team budget is established divide expenses by the number of players on the team (team manager or
treasurer needs to work with each financial aid family on the team to determine if the family can pay some, none or all of
their team fees). The resulting number is the amount each player owes as their Team Fee. Every player pays the same
Team Fee (i.e. if a player cannot attend a tournament, money for the tournament fee is not deducted from the
player’s team fee). All players by committing to the team are committing to all activities of the team. Thus all
families will share in the team expenses equally.
Note about Financial Aid
Players who have been awarded financial aid are responsible for paying part of their travel program fee and
financial aid covers the rest. Players are responsible for the full amount of their team fee. The team manager and/or
treasurer can work with the family with regard to the plan for paying team fees. Some financial aid families can pay
their full team fees, others need an extended payment plan to pay team fees and some families will need assistance
via fundraising or other means to make their team fee payments. If the team plans to assist a family in paying their
team fees then be sure to calculate this into your team fee budget.
New in 2013 $100 of travel program fees paid by players awarded financial aid will be turned over to their team to assist in
paying team fees. Payments from the club (to pass on the $100 collected) will take place twice a year (approximately
October and February). The remaining team fees are the responsibility of the player’s family.
Share team budget and Team Fee at Team Meeting. Let your team know that the team budget is available for review at
anytime upon request. You want to be open with the team finances.
• No treasurer should impose a budget/fee schedule on the participating players/parents without first going over the
budget with all interested stakeholders.
• Once your proposed budget is complete, and it has been presented to the team, your team must vote to approve the
projected budget and fee schedule.
DEPOSITS, CHECK REQUESTS, and REIUMBURSEMENTS
All Forms can be found on the ASA website. New in 2013 - They are now presented via excel. Please fill and check the
appropriate boxes. The forms are set to auto calculate the totals to limit errors and the typewritten form is much easier to read.
The form can then be printed and either sent, dropped off or emailed to the Finance Manager.
Deposits – Complete Deposit Slip and submit with checks. While the preference is for teams to make one large deposit (not 18
individual ones) Deposits should NOT be held by teams, please process all deposits in a timely manner (i.e. within two weeks of
receipt). Deposits can be mailed or dropped off at the ASA office.
Check Request Form – Complete Check Request Form and staple back-up material (invoice or event registration form) to the
Check Request form. Check requests can be scanned and emailed, mailed or dropped off at the ASA office. Please allow seven
(7) days for processing. If check request is urgent please be sure to indicate this on the check request form.
Expense Reimbursement Form - Complete Expense Reimbursement Form and staple all receipts (store receipts, hotel bills,
etc) to the form. Reimbursements MUST have all attached documentation in order to be processed. Check requests can be
scanned and emailed, mailed or dropped off at the ASA office. Please allow seven (7) to ten (10) days for processing.
Documentation is required for all requests to transfer money out of a team’s legacy account.
CHECK REQUESTS FOR TOURNAMENTS
A team treasurer, team tournament coordinator or the team manager can complete and submit check requests/reimbursements
forms to pay tournament application fees.
There are two ways to pay for a tournament:
1) Team enters solo (not with club) and the team either submits a check request form or a reimbursement form depending
on how they plan to pay for the tournament
2) Since many of our ASA Travel teams attend the same tournaments the club might forward a “tournament check request”
calendar apprising teams of the date teams need to submit a tournament check request for tournaments ATS is entering
as a club. Once the club receives the tournament check request the club transfers money out of the team’s legacy
account and writes one check to cover all the ATS teams attending that particular tournament. In doing this the club is
not writing 20 different checks to the same tournament and the tournament does not have to deal with 20 different
checks from the same club.
END OF YEAR
At the end of each soccer “year” in June teams need to decide the action plan for their team account. Some options are:
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Refund any money in the account to the current families on the team. Rationale: Player movement among teams is
common in the younger age groups. Thus this approach is often used by a U9 or U10 team. If this is the choice, please
complete a check request form. An attachment with parents names, addresses and total to be paid to each should be
included.
An alternate method to issuing checks to everyone, is to make transfers between the teams and communicate the
information with both the parents and the team managers/treasurers. This is an easy transfer from the ASA accounting
side and requires good communication so everyone is aware of what has been “prepaid” for the upcoming year through
the transfer.
Leave all money in the account for the next year. Rationale: Many expenses for the next soccer year have to be paid in
July and August (for big tickets items such as tournaments) thus teams can’t wait for families to pay the new year team
fee as these items must be paid for in mid-to-late summer. By leaving the money in the team account the team can
move forward in July with writing checks
Take the total amount left in the team account and divide by the number of families. If a family is leaves the team in June
the family is written a check for this calculated amount. If a new player joins the team in June for the new year then the
must write a check for that same calculated amount. That way at the start of the soccer year all families have contributed
equally to the team account.
In addition to the above, there are probably several other methods for dealing with the transition from soccer year to
soccer year.
TIPS
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Record/Track all incoming and outgoing transactions to your team account. You should establish a folder to keep
important information.
Keep all receipts you receive for any transactions you make. For on-line transactions keep/print a copy of the email.
Make a copy for your files of all Financial Paperwork Submitted (Check Requests, Expense Reimbursements).
If others on your team are submitting Check Requests and or reimbursements require that either they send everything to
you to submit, carbon copy you when submitting forms/requests electronically or provide you with a hard copy of
anything they have submitted.
It is recommended that twice a year you send your Team fiscal statement to the team for review
Let your team know that the team budget is available for review at anytime upon request. You want to be open with the
team finances.
FORMS
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Deposit Slip
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Check Request
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Expense Reimbursement Form
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Confirmation of Referee Payment form
(for teams playing in Region 1 leagues ONLY)
REFERENCE MATERIAL
ASA Business Travel Policy (outlines reimbursable coach travel expenses)
QUESTIONS?
Diane Oden, ASA Finance Manager, [email protected], 703-527-0157