Policy #10 - Non-Parent Coach - Effective 2026-05-01

PURPOSE

This policy outlines clear guidelines for reimbursing reasonable travel expenses incurred by a non-parent or non-guardian coach representing the Timmins Ringette Association at approved tournaments and out of town events.   It ensures transparency, accountability and responsible financial management

PROCEDURE

1. Eligibility

·       This policy applies only to a non-parent / non-guardian coach on a TRF

·       All expenses must be:

§  Pre-approved by any two of the Head Coach, Team Manager and TRA

§  Fall within the approved team budgets

§  Relate directly to an approved team event

§  In the case of competitive teams, expenses under this policy must be sourced from team revenues approved in accordance with Timmins Ringette Association Policy #6 – Competitive Team Operations

§  In the case of House League teams, expenses under this policy will be sourced from the TRA

2. Eligible Event

·       Reimbursement may be provided for travel costs associated with

§  Sanctioned tournaments

§  Approved team events

3. Accommodations

·       Accommodation expenses may be reimbursed when overnight travel is required, typically, the night before the first day of the event, the night(s) of the event and possibly the last night of the event when returning immediately after the event would be unreasonable.

·       Accommodations must be sourced from the block of accommodations established for the team if available.   Alternate accommodations will be reimbursed to a maximum of the block accommodations rate.

·       Team managers are authorized to pay for accommodations on behalf of non-parent / non-guardian coaches

·       The following expenses are not eligible for accommodation expenses:

§  Room service

§  Movies and other entertainment charges

§  Mini-bar purchases

§  Personal incidentals

4. Meal Allowances

·       Meal expenses are reimbursed at a flat rate of $100 per day ($25 Breakfast / $25 Lunch / $50 Dinner).

·       Alcoholic beverages are not eligible

·       Receipts are not required

5. Transportation

·       Personal Vehicles are preferred

§  Carpooling is encouraged

§  Fuel receipts are required

§  Only the driver may claim vehicle related expenses

·       Other than Personal Vehicles

§  Travel by other modes of transportation must be pre-approved by either the Head Coach or the TRA

6. Other Expenses

·       Eligible expenses include but are not limited to:

§  Accommodations

§  Meals

§  Transportation

§  Parking fees

·       Ineligible Expenses include but are not limited to:

§  Alcoholic beverages

§  Fines

§  Personal purchases such as clothing or equipment

§  Spa or recreation services

§  Any expenses relating to spouses, children or guests

§  Personal entertainment expenses

7. Reimbursement

·       Reimbursement Requests for competitive teams must be submitted to the Team Manager while reimbursement requests from House League teams must be submitted to the TRA Treasurer.

·       Documentation

§  All reimbursement requests must include:

¨     Completed expense form

¨     Original receipts for accommodations

¨     Original receipts for transportation

¨     Original receipts for other expenses

·       Submission Deadline

§  Reimbursement requests must be submitted to the Team Manager / Treasurer within 14 days of the end of the event

§  Reimbursement requests submitted later than this may be declined

·       Approval

§  All reimbursement requests must be approved by the Head Coach and TRA Treasurer

·       Multiple Teams

§  If a non-parent / non-guardian coaching staff is participating with more than one team at the same event, then reimbursable expenses shall be shared proportionately between the teams.

·       Maximum

§  The maximum reimbursement to a non-parent / non-guardian coaching staff for a single event under this policy is $1,500

§  TRA Board of Directors may approve expenses in excess of this amount in extenuating circumstances

APPENDICIES     

 Non-Parent Coaching Staff Reimbursement Request

NON-PARENT COACHING STAFF REIMBURSEMENT REQUEST