Club Reimbursement Policy
For tournaments that are out of town (Flagstaff, Tucson, California, etc), the team covers the following:
1) Coaches hotel - note that some hotels will allow the coach to stay for free if enough rooms are booked by the team. You need to ask the hotel upfront if they will do this, otherwise they won't. Often the Team Manager or other team volunteer ends up reserving the coaches room. It should be a standard room like the rest of the families are staying in. Receipts must be provided and it is also recommended that the Team uses their credit card to pay for the room. (Some have Debit cards with the Visa option).
2) Meals - $25 max per day. Coaches can give the team treasurer receipts for reimbursement or request the $25/day upfront. Keep in mind travel time, so if a Coach is going up Friday afternoon and coming back Sunday afternoon, that would be 3 days.
3) Gas - receipts should be given by coach and then the coach should be reimbursed. If airfare is required (very rare), team would cover that cost as well. Some coaches do like to car pool with teams.
If Coaches take more than 1 team out of town, it’s advisable for Team Managers to get together to share the cost. This can cut the team cost for the Coaches travel in half or even more if they have 3 teams going.