Gotham Girls FC
Paid Coach Travel Reimbursement Policy
This policy applies to all travel teams with paid coaches. This policy does not apply to volunteer
coaches.
GGFC coaches are expected to pay for their own travel in the greater New York City area and
surrounding counties (including Westchester, Nassau and Suffolk Counties within a 100-mile
radius of Pier 40, referred to as the “Radius Area”). Otherwise, GGFC travel teams are expected
to certain reimburse reasonable actual expenses for their paid coaches as set forth in this policy.
All families on the team’s roster, including families of scholarship players, must contribute pro
rata to the coach’s expenses.
Personal Vehicle Use for Travel
In the event that a GGFC team plays a game or tournament outside of the Radius Area, the team
will reimburse the coach based on the total miles driven in the coach’s personal vehicle at the
IRS-standard mileage rates used to calculate the deductible costs of operating an automobile for
business miles driven. To find out the current IRS rate please visit www.irs.gov. For reference,
the reimbursement rate is 56.5 cents per mile as of May 1, 2013. The coach is not required to
submit receipts to receive this reimbursement.
Neither GGFC nor any GGFC team is responsible for damages to a coach’s personal vehicle
during such trips.
Road, bridge and tunnel tolls as well as parking fees will be reimbursed to the coach by the team
provided receipts are submitted. Fuel, maintenance and insurance costs will not be reimbursed
when a personal auto is used for these purposes; these costs are included as components of the
standard mileage rate.
When possible GGFC encourages coaches to travel with team families in an effort to reduce the
expenses on the team budget.
Hotel Expenses
In the event that a GGFC team plays a game or tournament outside of the Radius Area and the
team is staying in a hotel, the GGFC paid coach is expected to stay in the same hotel, or a hotel
of equal or lesser cost, as the team. The team will reimburse the coach for the reasonable cost of
the hotel room. The team will not reimburse the coach for miscellaneous room charges such as
in-room movies or mini-bar purchases.
Meal Expenses
In the event that a GGFC team plays a game or tournament outside of the Radius Area, the team
will reimburse the coach for reasonable meal expenses up to a maximum of $50 per day,
including taxes and tips, upon submission of receipts.
The daily meal expense allowance may not be rolled over into the next day or “banked” if
unused. The policy is meant to cover actual expenses.
Airline and/or International Travel
No air travel or international travel for which reimbursement will be sought should be
undertaken by any coach without prior advance written authorization from the Club President or
the Club Treasurer.
Policy is for Expenses of Coach Only
This reimbursement policy applies to the coach only, not to members of the coach’s family or to
the coach’s guests. If a coach has a child playing on the team, the coach is expected to pay for
that child’s meals and travel expenses, in the same fashion as other parents.
Mechanism for Reimbursement
A coach who seeks reimbursement under this policy should submit all receipts to the Team
Manager. The Team Manager shall seek contributions from all team families and promptly
reimburse the coach.
Any questions about this policy should be directed to the Club President or Treasurer.
dated May 10, 2013