WSA Coaches Travel Expenses Schedule for 2009-2010
It is very important for the team to PAY THE COACH BEFORE DEPARTURE of any traveling tournament. The expectation is that the coach should not be out any “out of pocket” expenses for travel, lodging, or food. These monies should be collected per player by the team as part of the team’s tournament “entry fee” expenses (divide total cost among number of players on team). IT IS STRONGLY ENCOURAGED TO COLLECT WELL IN ADVANCE FOR TRAVELING TOURNAMENTS TO SPREAD TRAVEL EXPENSES OUT OVER THE COURSE OF A FEW MONTHS OR THE ENTIRE YEAR. Adding a “travel expense” portion to monthly dues is usually helpful. Please communicate closely with your coach on all tournament schedules and events so that you can “plan” for travel expenses. Collecting in advance is especially recommended for the older and showcase teams who will travel more. Please use the following schedule for determining coach’s travel expenses:
COACHES TRAVEL EXPENSES
1) The team will cover the coach’s entire motel/hotel expense. It is expected that the team will reserve the room, secure payment methods with the motel/hotel on the coach’s behalf before departure, and supply the coach with the confirmation number required at check-in. The expenses should only include “cost of the room” and no extra fees such as phone usage, internet connections, etc…
2) The team will pay the coach 58.5 cents per mile, which is the standard value assigned by the I.R.S. for “mileage”. Miles calculated should include the “round trip”, and traveling distances between the hotel and tournament fields. You should do your best to estimate the traveling that will be required while at the tournament site, understanding this cannot be calculated exactly. If the team chooses to fly, the team is expected to handle the coach’s roundtrip airline ticket and rental car expenses.
3) The coach’s per diem is assigned as $25 per day, or $8 per meal. For each “full day” that the coach is with the team $25 should be allotted. When traveling to areas where prices are more expensive it is expected that the team will consider this for the coach’s per diem.
If you have any questions on the above policy please contact Mrs. Teddie Harmon, WSA Club Treasurer, or Roger Bush, WSA Director of Coaching. WHEN TEAMS TRAVEL TO EVENTS WHERE THE COACH IS COACHING MORE THAN ONE WSA TEAM THEN EXPENSES CAN BE SHARED BETWEEN TEAMS. It is always preferred that coach’s travel expenses be paid in cash. Please consult a WSA Board member if you have any questions.
Make sure your coach plans to drive before you pay his mileage. IF YOUR COACH DOES NOT PLAN TO DRIVE THE TEAM SHOULD NOT PAY THE COACH MILEAGE (it is awkward to ask the coach to repay his mileage when we find out he didn’t drive – sometimes coaches will ride with another coach i.e. w/ Roger).
PLEASE MAKE SURE YOUR COACH HAS TRAVEL EXPENSE MONEY IN HAND BEFORE LEAVING FOR THE TOURNAMENT.
