Vacaville United Soccer Club Team Treasurer Packet

Objectives/Topics of Interest Responsibilities of Team Treasurer Banking Info/Accounts Creating a Budget Approving a Budget Year-Round Budget Management Sponsorships/fundraisers Scholarships Bingo Collection Problems 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 Thunderbirds 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 me 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.

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 2015 Winter league fees are still to be determined Fall ( one season only) Club Registration fees are $ 370.00 for U9-U14 and $380.00 for U15- U19 due no later than Sept 30th before your first game( no exceptions) Spring or Summer fees ( playing Fall) are $125.00 U9-U14 and $130 U15-U19 a player due by May 15th Winter league fees are still to be determined Uniforms new in 2015 $ 150.00 est for 2 uniforms Tournaments Cost for US Club est $700 each Cost for Division 3 est $500 each Overnight stays VUSC Shootout $475.00 U9-U12 and $575.00 U13-U16 State cup or extra field rentals Team equipment – balls/flag/ bench ect… 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 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. Quarterly the club requires a copy of the most current bank statement and budget to reflect how your teams doing financially

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.

Sponsorships/Donations If you receive a sponsorship or donation to your team the check must be made out to VYSL/VUSC and given to the Club Treasurer . You must let her know what team the money should go to and contact information for pickup 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

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 registration fees. Requirements will be imposed by the acceptance of a scholarship. Application acceptance is March 1, 2015-June 15, 2015. Acceptance will be determined by need. 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. A form will be provided by the club treasurer. 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 In January you are required to submit your final statement of the year along with your December Bank Statement. For teams that operate during the calendar year only this the ending balance should not be more than $450.00 Teams operating across calendar years will need to determine which portion of your cash deposits and cash expenditures apply to the current calendar year. An email providing deadlines and instructions will be sent out to teams in December.

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.

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 May 15- Spring league fees due August 31- Fall league fees due Quarterly statements to Club due 1st quarter by March 31st- Spring league 2nd quarter by June 30th- Spring and Fall leagues 3rd quarter by Sept 30th- Fall league 4th quarter by Jan 31st ( end of year reports)

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.

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