Vacaville United Soccer Club Team Treasurer Packet

Objectives/Topics of Interest Responsibilities of Team Treasurer Banking Info/Accounts Creating a Budget-pricing 2017 Approving a Budget GotSoccer Year-Round Budget Management Collection Problems Sponsorships/fundraisers Scholarships Bingo Year End Reporting to Club Important dates to remember Contact Information

Responsibilities Prepares team budget. Establishes and maintains team bank account. Collects fees from families and pays team expenses. Maintains accurate financial accounting. Distributes account reports to team. Complies with VUSC tax and financial reporting requirements. GotSoccer administration

Bank Account Info Mandatory: Club account is at West America Bank. New accounts requires a letter from the club giving permission to open an account please contact me at dayalasoccer@hotmail.com. Bank Account names need to cleared through our Treasurer and should be same as your team’s name such as Vacaville United 03 and team signers need to be current. All documents that pertain to your team name must be the same. Existing teams that have new managers/treasurers will need to get a letter from club treasurer to make these changes to your team account. Each account should have a minimum of two people authorized to sign checks (e.g. Manager and Treasurer) no blood relationship per bylaws.

Bank Account info cont. Per change in the 2016 VUSC bylaws teams age U9-U14 will now have the team name as follows: Year of birth example- players born in 2003 would be Vacaville United 03-( Girls or boys) if more than one team in age group you will add Red for first team and Black for second team to end of year. Teams U16-U19 have option of retaining their current team name( prior year) or changing to Year of Birth. No new individual teams names can be formed if at any time your team decides to change name the new bylaw will apply

Creating a Budget Budget Principles Cash flow is sufficient enough to meet teams monthly commitments. Maintain a contingency for emergencies. Factors impacting budget Number of players League fees Number of tournaments Travel expenses Coach /Trainer fee- contact VUSC treasurer for additional instructions U. S. Club Fees Team equipment Uniforms Misc such a drinks and food

Budget Pricing for 2017 Club Fee new for 2017 is one all exclusive fee for each player of $850.00 for team(U9-U14) and $650.00 for team(U15-U19) playing year ( tryout date). No per season fee or additional fees from VYSL Uniforms new in 2017 $ 150.00 Est for 2 uniforms Tournaments Cost for US Club Est $700 ( Spring/Fall/State Cup) Cost for Division 3 Est $500 each ( Spring/Fall) Overnight stays VUSC Shootout see VYSL.org for pricing ( vusc teams get $50 disc) Team equipment – balls/flag/ bench etc.… Teams can also budget for team parties, team gifts, team meals

Approving a Budget Once your proposed budget is complete, and it has been presented to the team, your team can approve the projected budget and fee schedule. Once your team approves the budget, you must submit your budget to VUSC for approval. U9-U14 must submit by March 15th U15-U19 must submit by June 15th Email to dayalasoccer@hotmail.com. Any donations to team will not be released until VUSC has your approved budget.

Budget Planning Once you have determined the total amount your team is estimated to spend for your season, you must create a Fee Schedule for each player on your team.

Budget Management Similar as one would do with their check book you should record/track all incoming and outgoing transactions to your team account. Spreadsheet is available on vysl.org under documents if needed Spreadsheet available on vysl.org under documents

Budget Management Every transaction your team makes should be recorded in the appropriate section of your Team statement.

Budget Management You should establish a folder to keep important information. It is recommended that you keep all receipts you receive for any transactions you make. For on-line transactions keep/print a copy of the email. Any banking statements received from West America should also be kept. It is recommended that twice a year you send your Team statement out for review. People will appreciate knowing what there money is being spent on. However, do not send your Fee Schedule Tracking document to the team, as that may contain privileged information regarding scholarship players. 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.

Budget Management It is recommended that you send out an email to your team at the beginning of each month reminding the parents of the amount due for that month. Monthly payments to Team should be submitted to the team no later than the 15th of the month. Mid year the club requires a copy of the most current bank statement and budget to reflect how your teams doing financially

N GotSoccer Registration All player registration fees will now be paid through GotSoccer Parents/ manager can login and pay the players fees with either a credit card or regular check. Instructions will be sent out to each Manager regarding process for registration through GotSoccer. I would ask that you be patient as we are still learning and developing the best practices for our club using GotSoccer.

Collection Problems If any player falls behind (two months in arrears) on their financial commitment to the team or club you should notify your team manager who will work with the club treasurer and president to address the situation. There is very little recourse, other than playing time, should a player not live up to their financial commitment. As such, it is imperative you notify the appropriate individuals when a player falls behind. It is not the treasurer’s responsibility to act as a collection agency. You should not have to constantly harass people for payments. Ultimately, each team is responsible for all financial commitments regardless if any individual hasn’t paid their fair share.

Team Sponsorships/Fundraising If you team receives a sponsorship or donation to your team the check must be made out to VYSL/VUSC and given to the Club Treasurer . Cash Money from fundraising( such as bake- sale) can go directly to team account but if from a vendor ( Round table) must go through team account. When receiving a check you should provide the sponsor a thank you letter. If you need one the club can provide a generic version. Funds received through sponsorships, fundraising or donations on behalf of the team or individual must follow the VYSL/VUSC Donation policy at VYSL.org

VUSC Scholarships VUSC offers player scholarships to help with team cost. Application and instructions are available on the Club website. The amount available will be the amount only to cover VUSC registration fees. Requirements will be imposed by the acceptance of a scholarship. Application acceptance is March 1, 2017-June 15, 2017. Acceptance will be determined by need and available funds. Teams may also offer Scholarships to players using general fund team money which must be agreed upon by team.

Pace or Scarlet Brigade Bingo Bingo is a great way to help earn money for your team which can be used to fund scholarships and offset team expenses. If your players are interested in volunteering their time they will need to track their time and at the end of the month they must send their hours to the VUSC Treasurer so the funds can be distributed properly. If the volunteer does not give the correct information or not timely the money will be forfeited to the VUSC general fund. All funds solicited on behalf of the organization must follow the VUSC donation policy at VYSL.org

Year End Reporting At the end of your season you are required to submit your final statement of all expenses for the year along with your final Bank Statement. For teams that operate during the calendar year only ending balance in December can’t be more more than $450.00 held over to new season per VUSC bylaws. Teams operating across calendar years will need to contact treasurer and provide expense information. An email providing deadlines and instructions will be sent out to teams .

Year End Reporting No individual player/family can be reimbursed funds at end of season if funds are raised through sponsorships, fundraising or donations. Individuals cannot make a profit nor benefit financially from these sources as we are a non-profit organization. The only time any sort of fees can be reimbursed back to a single player is if the player was released from the team and the team agrees. If this happens the VUSC DOC, Registrar and Treasurer must be notified.

Dates to Remember March 15- Budget due for U9-U14 teams June 15-Budget due for U4-U19 teams March 1-June 15 Scholarship applications accepted April 15th first VUSC reg. payment due ( U9-U14) June 15th first VUSC reg. payment due ( U15-U19) Reports to Team/Club due Mid- Year report due to team/club Year- End report due to team/club

Contact Info If you have questions regarding building your team’s budget or any other Treasurer related questions about the Club please contact: Doris Ayala Cell Phone: 707-689-3540 or Email: dayalasoccer@hotmail.com All documents and other contact information for VUSC can be found at vysl.org