General Policies

General Procedures (GPs) define how things get done in PGSA. Policy Interpretation Memoranda (PIMs) represent interpretations of PGSA policies. The PGSA Constitution addresses the approval of General Procedures and PIMs as follows:
1:08:04 Changes to the Bylaws, General Procedures and PIM shall be adopted at any General Board Meeting by a 2/3 vote of the Board of Directors. Any member in good standing can propose a change(s) to the Bylaws, General Procedures and PIM.
General Procedures and PIMs are to submitted in writing (hand deliver, mail, or email) to the PGSA Parliamentarian. They should include the following information:

Name, address, phone number, & email of the person submitting
Whether the proposal is a General Procedure or a PIM
The title of the General Procedure or PIM
The text of the procedure or policy interpretation which addresses,
What is this about?
Who does this apply to?
When does it apply?
How is the procedure to be followed or policy interpreted?
Why is this important to clarify in a GP or PIM?
Where can the reader get more information?
The Parliamentarian is available to assist the author in preparing the proposed GP or PIM. When the document is ready, the Parliamentarian will send a copy via email to all PGSA Board members as pre-reading for the next scheduled General Board meeting. At each General Board meeting, the Parliamentarian will present to the Board any General Procedures or PIMs that have been submitted for their approval.

Team Treasurers -Thank you for volunteering to fulfill a very important role for your daughter’s Team.  This Handbook is intended to cover the standard duties of the Team Treasurers, as well as guidelines on various topics.

We have recently updated this Handbook to reflect several new procedures for the Club in light of various incidents that have occurred at other sports and nonprofit organizations. The purposes of these changes are twofold: to protect the assets of the Teams and to protect the Team Treasurers from suspicion of the misuse of funds. By being more transparent, hopefully there will be no justification for any accusations by disgruntled or suspicious parties. The new procedures include:

Signing a nondisclosure agreement. You are required to keep all financial information confidential, even details you believe are of little or no consequence. You may not discuss financial affairs of any family with the Team manager or coach, even if you are advised by those parties that they are aware of the situation. Use the Club Treasurer or Division VP as an intermediary. By remaining entirely discreet, there can be no question about the sensitivity of any information, even something seeming trivial.
Team books are “owned” by the Club and are subject to review by the Club.
Checking accounts are to be separate from personal checking accounts. We will assist in establishing team accounts.
Periodically you will supply statements to families. Those can be sent through the mail, or delivered by hand to adults, or via email by copy and pasting each family’s statement individually so as to not reveal any other family’s account. This will maintain the confidentiality of all financial dealings.
Team Treasurer Duties

Set up Team bank account (see below for recommended bank).
Prepare a simple budget (with the assistance of the Coach) to help estimate the cash needs of the Team for tournament application fees, coach’s expenses, team building events, banners, etc…
Collect funds from players as required throughout the season to cover expenses. Do not allow families to have a negative balance in their account which would cause other families to pay their expenses.
Maintain a positive Team account balance at all times.  It is recommended that each player have a minimum account balance at all times to cover any immediate or unforeseen expenses that may arise (this amount is at the discretion of the Team Treasurer but should be discussed and agreed upon by the Team).
Pay Team expenses as needed.
Reconcile bank accounts on a monthly basis.
Maintain the “Account Balances” summary schedule (see “accounting spreadsheets” below).
Distribute a “Statement of Account” and “Cost Summary” to all families on a quarterly basis or as requested (see “accounting spreadsheets” below).
Upon completion of the season, prepare a final accounting for the Team and collect any amounts due or remit any remaining balances on account.  Distribute a final “Statement of Account” to each family and to the Club Treasurer. In addition, provide the final “Cost Summary” to each family. (Note:  see “Setting up Bank Accounts” below for season-to-season maintenance of bank accounts).
If not continuing as Treasurer with the Team in the next season, please transfer the Bank Account to the new Treasurer.
Setting up Bank Accounts

Pleasanton Rage has an affiliation with the First Republic Bank in downtown Pleasanton.  They have generously offered to set up Team accounts free of charge and will include free checks and an endorsement stamp.  (Note: some charges still apply such as overdraft charges, etc.) When establishing the name to be printed on the checks, use “Pleasanton RAGE” followed by the birth year of the players. In order to differentiate the account names within the age group, please add “ECNL,” or “Premier.” If your team is designated by a color, add “Orange,” “Grey,” etc… after the birth year.  Therefore the U15 Orange team would be “Pleasanton RAGE 2004 Orange.” This is to prevent confusion amongst the accounts at the bank. It is also recommended to exclude a printed address on the checks as Team Treasurers may change from season to season.

Maintaining Team Bank Accounts from Season to Season:  The First Republic Bank has requested that the Teams maintain their respective bank accounts from season to season where possible to help reduce their costs of providing this service to Pleasanton RAGE.  A small amount (at least $100) left on deposit will prevent the account from being closed. It is recommended that you do not distribute balances (unless significant) until after placements unless a player will not be returning to the Club.

Accounting Spreadsheets- (can be downloaded at bottom of page)

RAGE has developed accounting spreadsheets that you may use to perform the accounting for your Team.  They are a series of integrated Excel worksheets as follows:

“Account Balances” summary schedule – this allows you to maintain a complete accounting for the Team on one worksheet.  The total should reconcile with the bank statement.
Player Statements – these are worksheet tabs that take the data from the “Account Balances” summary schedule and automatically generate a statement for each player with their applicable receipts/expenses and their remaining account balance or balance due.
“Cost Summary” – this worksheet tab also generates automatically from the “Account Balances” schedule and details the total expenses for the Team and the average cost per player.  It also gives a breakdown of the costs summarized by category (tournament fees, uniforms, travel, and misc.). This worksheet is useful to the families so they can see exactly how their money was spent.
These spreadsheets can be downloaded from the RAGE Website by the Team Treasurers. If you need assistance in setting up your spreadsheets with your individual player information, or if you have any difficulties with the worksheets, you may contact Erik Hofstede at erikhofstede@pleasantonrage.org.  If you do not have Excel or wish to use another form of accounting worksheets you may do so as long as the same basic information is reported. (Note: see attached copies of example Excel spreadsheets at bottom of this document).

Typical Financial Expenses

Although financial commitments vary by age group and Team, the following are typical financial expenses incurred by the Teams:

Uniform Expenses – Uniforms must be ordered through Soccer Pro.  Each Team should choose a Uniform Coordinator and the parents will work with this person to order any necessary uniform items needed by the players on the Team. Upon ordering, payment will be made directly to Soccer Pro by the individual families on each Team.
Tournament/Jamboree Fees – Please coordinate with the Team Manager and Coach to provide payment for any Tournament/Jamboree applications made. These fees are to be paid by all families on a team with exceptions being:
Excused absences approved ONLY by Philippe Blin in consultation with the Coach.
Due to injury for which team dues collection has been suspended.
A doctor, in writing, has ordered a player to withdraw from an event due to illness.
The team is part of a “pool” of players that exceeds a normal team size and the Coach is selecting the appropriate roster size for the event.
Trainer/Coaches Travel Expenses – Trainers travel expenses are to be reimbursed by the Club. Coaches will submit their expenses for tournaments only to the Team Treasurer. In cases where the Trainer’s expenses are to be split between multiple teams, the Club Bookkeeper will determine the percentage of expenses per team and bill the teams accordingly. (See right-hand information bar on this page “Coaches/Trainers Reimbursement Form” to be used by the Coach/Trainer to submit any travel reimbursements.  Also see attached GP 002 — Addendum and PIMs 025 and 026 regarding Pleasanton RAGE policy on authorized travel expenses.) Mileage payment would be based on Federal Travel Guidelines.
Miscellaneous Expenses – These may include items such as TeamSnap account fee, team bench or canopy, team bonding parties, laminating, etc…  These items should be discussed as a Team and determined how they are to be handled.
Note:  Travel costs for the players and their families will be the responsibility of each family.
Delinquent Payments to the Club

Teams are responsible for making timely payments to the Club for any billed costs.  Any Team that becomes delinquent in their payment may incur such penalties as the suspension of training until payment is made, or other such penalty as deemed appropriate by the RAGE Board.

Delinquent Payments to the Team

Occasionally a family may become delinquent in their payments to the Team Treasurer.  The Club does not want the Team Treasurers to feel as though they must act as a collection agency on behalf of the Team and become frustrated with their duties.  If a family is delinquent in their payment to the Team and reasonable efforts have been made to collect such payments, the Club will assist the Team Treasurer in the collection effort.  Please contact the RAGE Treasurer for assistance in these matters. Penalties for the player may include suspension of the player from participating in training, practice, and games until their account balance with the Team is positive.

Roster Changes

From time to time there will be roster changes made after the beginning of the season which may have a financial impact on the Team.

Player Additions – If a player is added to the Team, the added player’s family will be responsible for its share of Team expenses incurred from the date of its addition to the Team.
Player Deletions – The player is responsible for their share of the Team’s expenses at least through the date they leave.  Maintaining a minimum account balance reduces the risk of a player leaving with unpaid expenses.
Guest Players – Guest Players are responsible for their own travel costs and a prorated portion of tournament expenses, such as Coach and Trainer travel reimbursement. See PIM 019.
Injuries/Moving/other – This is subject to the current PIM on refunds for players injured and/or moving out of the area.
Payment Plans/Scholarships

The Club will consider hardships on a case by case basis. There is a small amount of money set aside in the budget for such situations. The Club Treasurer handles requests for scholarships.

Fundraising

Team Fundraising must be approved by the RAGE Board. As a Club, we need to make sure we don’t violate Sponsor contracts. This includes Competing Sponsor uniform emblems or other advertising. The Club strongly encourages fundraising activities to reduce the cost of soccer and also for Team building purposes. See PIM 016.

Communications

Communications from the Club Treasurer and/or Bookkeeper to the Team Treasurers will be done primarily via e-mail.  If you do not have access to e-mail, please let the Club Bookkeeper know so that other arrangements can be made.

Contacts
Spreadsheet Assistance – Erik Hofstede, erikhofstede@pleasantonrage.org
Club Treasurer – Randy Smith, randysmith@pleasantonrage.org
Club Bookkeeper – Carol Sparks, books@pleasantonrage.org
Club President – Jon Asmussen, jonasmussen@pleasantonrage.org
Competitive VP – Martha Brown, marthabrown@pleasantonrage.org
Recreational VP – Mike Stewart, mikestewart@pleasantonrage.org

Related Documents

GP 002 – Accounting Spreadsheet Sample Download – In EXCEL Format
GP 002 – Accounting Spreadsheet Instructions
GP 002 – Addendum: Travel Expense Reimbursement Policy
GP 002 Travel-Expense-Reimbursement-Form 2018(Excel Document)
PIM 025 – Employee Travel Reimbursement Policy – No Overnight Stay
PIM 026 – Employee Travel Reimbursement Policy – Overnight Stay
Adopted 7/21/2003

Previous amendments implemented – dates not recorded

Amended 3/31/2006, 6/27/2007, 5/12/2010; 3/14/16; 2/22/17, 9/13/17; 7/02/18

The Club Treasurer will develop a Recreational and a Competitive program budget with the respective vice presidents. The Recreational program budget will be presented at the Board of Directors meeting in March.  The Competitive program budget will be presented at the Board of Directors meeting in May.

Adopted 7/21/2003 Amended 4/21/2005, 3/23/2006, 5/2/2012, 5/11/17

In order to assure the safekeeping of the funds of the Pleasanton Girls Soccer Association, all funds must be held by an FDIC institution or invested in US Government obligations or obligations of a banking institution. Such investments may be in checking accounts, money market funds, bank certificates of deposit or treasury notes or bills.

The Treasurer will deposit funds and keep receipts of those deposits. The Treasurer will disperse funds using checks whenever possible and keep receipts or invoices of those disbursements. A check must be signed by two (2) of the following club officers: Treasurer, President, Competitive VP, Recreational VP, Secretary, RAGE Showcase Director, or an appointee of the Board. If a check cannot be reasonably used, a receipt must be signed by the Treasurer and the recipient of those cash funds. That receipt will be kept in the files of the Treasurer.

The Treasurer will submit monthly, a consolidated income statement, balance sheet and checking account reconciliation statement to the club President and club Secretary for the club’s permanent records.

At the request of the Board, the club President will appoint a Board member to conduct a surprise review of the accounts. The appointed Board member will not have expensed or received any funds in the usual course of club business during the calendar year that’s being reviewed. The Board member may request a copy of the prior written review summary from the club Secretary. The Board member will notify the Treasurer of a review at which time the Treasurer will promptly supply the Board member with a transactional history (Transaction List by Vendor) since the last review, via e-mail. The Board member may prepare for the review by selecting items from the transactional history for substantiation at the face-to-face meeting. The Board member should not advise the Treasurer of which items will be reviewed. After notice and within a few days, the Treasurer will meet with the Board member with the following information:

Current QuickBooks (record of financial transactions)
PayChex (payroll information)
Banking records (deposit slips, check receipts, account transfers)
The Board member will examine random credits or expenses incurred for each month and will examine expenses submitted by other Board members for compliance with policy. A written report of this review will be made by the Board member and submitted to the club Secretary and to the club President.

The club will engage an outside CPA to file Federal and State Income Tax Returns. It is noted that this is not an audit of the books.

Adopted 4/21/2005

Amended 3/31/2006

Amended 5/2/2012

Amended 4/10/2015

View Document Here

Adopted 7/20/2006; Amended 6/27/2007; Amended 2/25/2013

Policy Interpretation Memoranda

The last few years the subject of “where are the team benches on the soccer field” has been discussed at length.  It is the Pleasanton Soccer Referees Association’s (PSRA) opinion, that sideline control is facilitated if the teams and spectators are on opposite sides of the fields.  From a referee’s point of view, it also simplifies the control of substitution procedures.

As a result, PGSA has endorsed the following policy regarding team placement for all age groups:

Competing teams shall locate themselves on the same field side
Spectators enjoy the game from the opposite side
Only coaches and team managers are to be with the teams
Choice of side is with coaches (Sports Park fields 4 and 5 recommend teams between fields)
Coaches or team officials are still responsible for spectator behavior
Both PGSA and PSRA see this is an important step in increasing the safety of the players as well as reducing or eliminating the harassment of players and officials.  PSRA referees will be instructed to enforce this policy.  All affected coaches will be notified of this change and PGSA will announce this on our website, newsletter, and in other communications.

We expect this new procedure to contribute to the enjoyment of the game by all.  We are open to reviewing the reaction to this change at mid-season should any adjustments be required as we experience this change in structure for the teams and their spectators.

Adopted 8/20/01; Amended 2/23/17

The subject of how much playing time players should be given at practices, scrimmages, league games, and tournaments has been discussed and implemented differently throughout the Club. The purpose of this PIM will be to document the policy of the Club regarding this issue.

Excluding ECNL and Premier U-12 and above, every player must play at least 50% of every game (averaged over the entire season). This applies to practices, scrimmages, and league play. One exception is disciplinary discretion available to a coach of any team. Playing time at tournaments is also an exception to this policy.

Adopted February 18, 2002; Amended 3/15/04; Amended 7/19/07; Amended 11/13/13

The subject of the number of “player transfers” (sometimes referred to as open boundaries) has been an issue with the Club. Our Constitution was amended in 2000 to say that “75% of the players in the Club” must be from Pleasanton/Sunol areas. The purpose of this PIM is to document the policy of the Club regarding this issue.

In addition to the limits described below, our philosophy as a Club is to train our local players effectively so that they can compete for and maintain a large number of spots on our competitive teams, especially at our older age groups. In fact, this statistic is one of the criteria upon which the Technical Director’s performance is measured.

The Pleasanton RAGE Girls Soccer Association (PGSA) policy on Inter-Club, Inter-League, or Inter- District player transfers is:

  • Any player wishing to transfer from the PGSA Club to any other club/league/district will be granted the request during the annual tryout Once a player has committed to a team by registering with Pleasanton RAGE, they are expected to honor that commitment through the end of the seasonal year (until the team disbands after their final game). The player will not be permitted to officially transfer or drop from the team. She may choose not to play, in which case she is subject to the PIM 007, “Players Who Quit a Team.” All official Transfers and Drops during the year require Executive Committee approval. Players who have transferred or dropped and wish to be reinstated for the current year also require Executive Committee approval.
  • Any player wishing to transfer to the PGSA Club will be welcomed to play in the Club, subject to the following provisions:
    • Recreational Teams’ rosters must be comprised of at least 75% Pleasanton/Sunol residents
    • The Pleasanton RAGE Competitive VP will work closely with the Technical Director to maintain balanced rosters to accommodate Pleasanton players as well as competitive excellence. There will be NO LIMIT on the number of non-Pleasanton residents that can be rostered on RAGE competitive teams (3rd/4th Level through Level 1).
    • RAGE will maintain with this PIM a table illustrating the actual breakdown by team of Pleasanton and “non-resident” players. The table will be updated for the current soccer year by September

2019-2020 Non-Resident Status by Team (Competitive Division Only) 

3rd/4th Level 2nd Level 1st Level
U8 (2012) 3/10
U9 (2011) 2/13 2/9
U10 (2010) 0/12 3/11 3/10
U11 (2009) 2/13 1/14 4/14
U12 (2008) 1/12 4/13 3/13
U13 (2007) N/A 6/18 7/17 (ECNL)
U14 (2006) 5/18 7/17 7/17 (ECNL)
U15 (2005) 8/16 8/16 10/17 (ECNL)
U16 (2004) 9/34 8/18 13/19 (ECNL)
U17 (2003) 5/18 10/19 9/19 (ECNL)
U18/U19 (2002/2001) N/A N/A 14/23 (ECNL)
U19 N/A N/A N/A

 Totals 154/430 or 35.8% non-resident player

Adopted 3/18/2002; Amended 2/17/03, 3/15/04, 2/17/05, 5/10/06, 7/19/07, 7/9/08, 10/20/09; 9/6/10, 9/14/11, 9/24/12, 9/11/13, 9/10/14, 9/10/15, 10/12/16; 9/13/17; 9/18/18; 9/18/19

PGSA is a soccer club that is committed to the continued development and growth of players within the organization.  While PGSA believes it is in the best interest of all players to participate within their age appropriate grouping, in some instances, medical or skill issues may determine the most appropriate level of play, best suiting a player’s development which will be determined on a case-by-case basis by the Club Technical Staff.

Players interested in playing up in age should be recommended by the Technical Staff to tryout for an older age group based on his/her observation of the player’s development and ability to impact an older team OR in the U-14 age group and above, the player may be selected by the Technical Staff to tryout for an older team in order to maintain a consistency in the actual “school year” grade of the player (i.e., team with ALL freshmen) subject to the player’s skill level.

For players to be selected to play on an “older age group” team, the Technical Staff must determine that they will be able to compete at that level.

Recreational players interested in “playing up” must first submit a written request to the Recreational VP.  They will then be notified of an evaluation process conducted by Technical Staff to make this determination.  In the event that the player is a Freshman in High School every effort will be made to place her with the U15/16 age group.

Exceptions to the above policy must be approved by the Executive Committee on a case-by-case basis.

Adopted 4/1/2002
Amended 9/4/2003
Amended 3/23/2006
Amended 7/19/2007

The purpose of this PIM is to document the policy of the Club regarding how to handle sick or injured players at tryouts who are unable to participate.

Players who are sick or injured and are unable to participate at tryouts will not be rostered (selected) for a team at the end of that age group tryout session.  These players are required to attend a special tryout with the team at a future date once they have recovered from their sickness or injury. Based on this special tryout, the player will be placed on the appropriate team.  The Technical Director and appropriate Coach(s) will make this decision.

Injured or sick players must notify the Club Administrator, Tamie Shadle at TamieShadle@pleasantonrage.org, prior to the first day of tryouts.

This PIM takes affect on May 20, 2002.

Amended 7/19/07, 2/23/17

Player’s circumstances may change between registration in the Spring and the start of the soccer season in the Fall.  Family moves, or just a change in heart or circumstance are a few of the drivers of change.  Because the Club incurs costs triggered by registration (e.g., administrative, equipment, staff, etc.) that increase over time, refund amounts will be reduced the longer that the player’s family waits to apply for the refund.

The following are the cut-off dates and amount of registration fee returned:

Prior to June 30, 100% less $50.00 administrative fee
Prior to August 1, 100% less $100.00 administrative fee
After August 1, NO refund
Prior to September 15, prorated refund for a season-ending injury with a doctor’s verification less $50.00 administrative fee
Note that in the event that a player moves out of the area (greater than 25 miles), the Club Administrator or Treasurer is authorized by the Board to make refund based on reasonable costs incurred, e.g., uniform, and an administration fee of $25.00.

Refund requests must either be mailed to PGSA, P.O. Box 885, Pleasanton, CA 94566 or entered on the RAGE website www.pleasantonrage.org using the refund form.  Please include your mailing address, original amount paid, and daughter’s name and age group.  Informing your coach or a board member is not an acceptable substitute for submitting a refund request through the mail or online.

Adopted 9/23/2002

Amended 3/15/2004; 3/31/2006; 5/10/2010; 6/24/2014; 8/4/2016

Players who quit a team during the seasonal year must sit out that entire seasonal year.  Returning to their team is not permitted.  Their eligibility to resume play returns at the next season’s tryouts.  However, quitting a team may affect the player’s selection to a team at those tryouts.  This PIM affects all Competitive Teams in PGSA.  Extenuating circumstances can be presented to the Competitive Vice President and Technical Director for consideration.  These situations require Executive Committee approval.

This PIM takes effect on November 18, 2002.
Amended 7/19/07, 2/23/17

Pleasanton Rage Girls Soccer Club will continually monitor teams and coaches for attitudes and behavior consistent with the club philosophy and guidelines.  Any actions including, but not limited to the following, that harm or injure a child or that detract from the reputation of Pleasanton Rage Girls Soccer Club will result in the immediate suspension of a coach or coaches pending a review by the Technical Director and the Executive Committee of Pleasanton Rage Girls Soccer Club:

Physical, verbal or sexual abuse/harassment of a player
Physical or verbal abuse of an opponent (including players and coaches), a parent, a spectator, a referee or any other member of the Pleasanton Rage Girls Soccer Club
Failing to discourage/discipline Pleasanton Rage Girls Soccer Club players who participate in physical or verbal abuse of an opponent (including players and coaches), a parent, a spectator, a referee or any other member of the Pleasanton Rage Girls Soccer Club
Any action that affects the outcome of a game in an unfair or unjust manner
The review process will consist of the notification of a coach or coaches that a complaint has been received.  The complaint will be reviewed by the Division VP, who will investigate the complaint and make the decision to either bring it before the Executive Committee or handle it at the VP level with a warning.  If the complaint is brought before the Executive Committee, the coach or coaches will be given the opportunity to appear before the Executive Committee and respond to the complaint.  After formal review, coaches will be notified of the outcome of the review process.  If a suspension or termination is deemed warranted, a coach will be notified in writing of the disciplinary action and its duration.  After completion of that suspension, a coach may be allowed to return to coaching on a probationary basis with a zero tolerance clause.  If complaints are received at any time during that probationary period, the Division VP will bring the complaint before the Executive Committee, and the Executive Committee will review the matter.  If the complaint is determined to be founded, the coach will be removed and not allowed to coach in any future season for PGSA.

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[/fusion_text]Adopted 8/20/02 – Amended 3/17/09

The PGSA Technical Director finds candidates through such means as resumes that are on file, by making personal contacts, or through notices in the Club newsletter or on specific websites.  Based on established selection criteria and consideration of prior survey input, the Technical Director makes his/her recommendations to the Executive Committee and the Competitive VP who shall then approve the selections or recommendations.

It is important to clarify our Club policy regarding parent coaches in our competitive program.  We define a parent coach as a head coach or an assistant coach with a daughter on the same team that they are coaching.

At all of the competitive levels:

No parent coaches are allowed in any age group

With Executive Committee approval, exceptions to the above policy may be made.

Adopted 4/21/03
Amended 7/19/07
Amended 2/24/17

Under Review

Adopted 1/20/2005
Amended 4/21/2005, 1/19/2006, 3/31/2006, 10/08/2007, 3/18/2014, 8/12/16

The goal of this PIM is to clarify our Club policy regarding teams traveling to tournaments.

When two or more Rage teams are traveling to the same tournament, it is expected that they will stay in the same hotel.

To support this policy, the Rage Club will appoint a volunteer to coordinate obtaining quality accommodations at a reasonable cost.

Each team coach is expected to establish the appropriate behavioral standards for their team while traveling and staying at hotels (this includes following all hotel rules) and should reinforce these standards with both the players and their parents.

There will be a time set by the coach for a curfew (typically no later than 11 PM) and a time set for lights out for each evening that the team stays in a hotel on an age appropriate and situation appropriate basis.

Attendance at team meetings is mandatory.  Coaches should set the time for the initial team meeting at a hotel in time for parents to make travel arrangements that allow the player to get there on time.

Team meals are strongly encouraged to promote team chemistry, team unity, focus, and punctuality.

The coach will set specific meeting times and places for departure to the field for games or training or to travel to team events such as team meals.  Players and coaches are required to wear seat belts when traveling in vehicles to team events.

Players are encouraged to room together with appropriate adult supervision.

Violations of behavioral standards that reflect poorly on the Rage Club are subject to discipline.

This PIM takes effect on March 15, 2004.

All Club Membership and Guests

Youth sports provide an opportunity for players to develop technical, physical, tactical, and social skills.  Pleasanton RAGE supports the tenants of the Positive Coaching Alliance program to help ensure that soccer can be enjoyed in a safe and positive environment.

RAGE members take full responsibility for their words and behavior, and understand that disciplinary action that may be taken as a possible consequence of misconduct.

RAGE Code of Conduct Requirements

  • Engage courteously and respectfully with all coaches, referees, and other parents, including those of the opposing team
  • Do not verbally address a player on an opposing team except to compliment their play
  • Never use offensive, insulting, or abusive language when engaging with any soccer related person, on or off the field
  • Always show respect for all of the match officials and honor their decisions
  • Spectators must remain outside the field of play within the spectator area unless called onto the field by the referee
  • Spectators must not provide specific instruction to players from the sidelines
  • Consumption of alcohol at or in the immediate vicinity of a RAGE match is forbidden

Positive Coaching Alliance Guidance for Parents / Guardians

  • Acknowledge and applaud genuine effort and good play as well as success
  • Affirm players not just for athletic performance or victory, but whenever good character, healthy sportsmanship, and unselfish behavior are displayed
  • Avoid criticizing a player for making a mistake – mistakes are part of learning
  • Encourage your player to honor the opponent and to show respect for the referees – without people in these roles, there is no game
  • Teach your player the importance of keeping winning and losing in perspective – game outcomes are part of but should never wholly define the overall experience
  • Avoid analyzing your player’s performance following each game – instead let them know you enjoyed watching them play
  • Encourage your player to work directly with the coach to resolve issues, thereby helping her develop a strong sense of self-advocacy
  • Remember that youth players participate primarily for the fun of the experience

1.   Adopted January 27, 2005; amended 2/23/17; 11/23/18 Pleasanton Girls Soccer Association

Policy Interpretation Memoranda

Disciplinary Steps

Failure of a RAGE club member to meet the RAGE Code of Conduct Requirements described above may result in one or more of the following steps:

Disciplinary Step Potential Action
1.   Verbal Warning by a club official or team PCA representative A RAGE club member may be required to leave a match venue
2.   Written Warning from a club official A RAGE club member may be suspended and/or required to

meet with club officials and/or board members

3.   Disciplinary Hearing with a Disciplinary Committee comprised of at least three members of the RAGE Board of Directors as selected by the RAGE club President A RAGE club member may be suspended or required to leave the club permanently along with any dependents

Under extreme circumstances, the Director of Coaching or any Executive Committee member may at her/his discretion temporarily suspend any club member (and their dependent(s) if deemed necessary) from the attendance of RAGE practices and/or games without prior warning.  In this case a Disciplinary Hearing will take place within one week of the suspension.

Disciplinary Action Appeal

Any disciplinary actions listed above may be appealed.  Suspensions will remain in place during the appeal process.

The initial appeal will be made at an in-person meeting with a Disciplinary Committee of at least five members of the RAGE Board of Directors who were not involved in the Disciplinary Action.

If further appeal is desired after the Disciplinary Committee comes to a decision, the matter can be brought before the full Board of Directors who will determine the final, binding outcome of the appeal.

Procedural specifics of each of these appeal levels will be provided as necessary and are available to any RAGE member upon request.

2.  Adopted January 27, 2005; amended 2/23/17; 11/23/18

The Pleasanton RAGE Soccer Club serves our youth through the involvement and dedication of literally hundreds of adult volunteers.  This club operates by your efforts, and our daughters enjoy a rich and rewarding soccer experience thanks to people like you.  With this in mind, we are continually in need of assistance throughout the year.  To fill this need, the club has a Volunteer Program and members are encouraged to donate their time in one of two ways.

  1. Volunteer for a position in the club (usually involves at least 12 hours)
  2. Perform one of the volunteer activities (up to 4 hours)

Not only do club members derive satisfaction from helping our kids, they are refunded their $50.00 volunteer fee upon completion of the approved volunteer activity.

Volunteer Positions:

Club Volunteer Positions
RAGE Board Member Coach
RAGE Board Committee Member Assistant Coach
Age Group Coordinator Special Board Appointment
Referee (4 game minimum)
Individual Volunteer Activities
Registration Opening Day Parade
Field Sweeping RAGE Wear Sales
Kick-a-Thon Back Office Support
Volunteer Activity Coordinator Team Placement Support
Other: contact Volunteer Director:

volunteers@pleasantonrage.org

Sign up for volunteer positions and activities at Registration or contact RAGE Volunteer Director at volunteers@pleasantonrage.org

Reimbursement of the Volunteer Fee:

Once you have completed your volunteer work, submit the volunteer reimbursement form that’s found on the RAGE home page link “Volunteer

Procedure.”

Note: Individual team responsibilities (such as treasurer, snacks, team manager, etc.) do not qualify for reimbursement.

1  Adopted February 17, 2005;

   amended 7/05/07, 2/23/17

The Club Officers and Directors and their Appointees occasionally have need to handle cash, sometimes of considerable sums. It is policy for receipts to be signed in the event that cash change hands from the Treasurer to other Club members or their Appointees. That receipt is to be retained by the Club Treasurer. Quite often, cash will be handled by the vendors of RAGE merchandise. In addition, considerable sums may be handled for payment to referees for tournaments, jamborees or other events. Cash is handled by vendors at snack bars and other concessions throughout the year.

It is recommended by this PIM:

Care be taken in the handling of cash
Utilize checks in the payment to vendors whenever possible
Reduce the amount of cash transferred
Cash be deposited as quickly as reasonable
However, it is likely that there will be instances during the year when cash must be handled by Officers, Directors or their Appointees. It is the purpose of this PIM to make clear that such people will be indemnified by the Club for lost or stolen funds. It is the responsibility of the handler of funds to report lost or stolen funds immediately to the Treasurer and President of the Club. In addition, a police report must be filed promptly and made under oath. If the handler of cash has homeowners insurance or other insurance that covers loss or theft, the handler will file for the maximum permitted recovery from her/his insurance company, recognizing and accepting that an increase in insurance premium may result and will be entirely the responsibility of the handler of cash.  Handlers will be informed of this stipulation before they are asked to take on the responsibility.

There are many instances when merchandise or equipment of considerable value is stored or moved between locations. It is the intent of this PIM to indemnify Officers, Directors and their Appointees against loss, theft and damage beyond the amount recovered through homeowners insurance or other insurance polices as set forth above. Exceptions may be made to indemnification if a signed agreement is executed with the holder of property. For example, a coach may be held responsible for the return of a goal in workable condition after a practice session or season.

No Club Officer or cosigner of Club accounts is authorized to use a debit card linked to Club accounts.

If a criminal act is admitted or determined in a Court of Law, indemnification will be nullified for those who committed the crime.

Adopted 10/20/05, amended 09/13/13

Teams are encouraged to undertake fundraising projects to reduce the cost of soccer, to fund a team activity (party, outing, trip, tournament, etc…), to donate to a local or national charity, to donate to a club activity, and/or to help individual team members fund their soccer costs. There are many other possibilities.  The means of raising funds must conform to the mission of RAGE, represent the values of the Club and the community. In general, if the Pleasanton schools approve a similar fundraising activity, RAGE will most likely encourage a team’s plan.

When a fundraising venture involves the use of the RAGE logo or the RAGE name, the Club reserves the right of prior approval. Please contact the Club Treasurer (treasurer@pleasantonrage.org). One activity that has been successful a few times in the past is to allow a sponsor’s logo on practice or game jerseys. We recommend that teams think in terms of $5,000 per year for that right.  Recreational teams will be less.

Adopted 07/20/06
Amended 6/30/07
Amended 07/08/09
9/26/14 02/12/19

Preservation of capital is the critical criterion for investment by the Pleasanton Girls Soccer Association Club Treasurer. For that reason, only securities with very limited, near term maturity (measured in a few years) should be considered for investment.  Ease of access is another important criterion, which means a local bank(s) should be the primary depository for funds. The Board of Directors of the Pleasanton Girls Soccer Association authorizes the Club Treasurer as the sole party authorized to transact business in the Pleasanton Girls Soccer Association account in accordance with Policy Interpretation Memorandum 018. As needed, the Club Treasurer may appoint an Investment Committee to support and advise his/her efforts in following this PIM.  The Investment Committee reports to the Club Treasurer and is under his/her supervision. The appointees to the Investment Committee should have some scope for investment recommendations depending on their professional experience, but a vote of the Board is required to place investments outside of the following parameters.

Cash: A checking account with a local bank(s) (FDIC-insured) will be maintained to conduct the business of the Club

Money Market Fund or Savings Account: Such an account may be used as a substitute depository for cash, given the modestly higher yield than a checking account.

Bank Certificates of Deposit:  This is the preferred investment vehicle for Club assets. The Club Treasurer will have discretion on the maturity of investments, recognizing that prompt access to funds may be required.

Treasury and Corporate Bonds: The market risk to capital should limit this type of vehicle to less than one-fourth of total capital on the Club’s balance sheet. Corporate bond investment should be limited to AA-rated bonds or bond funds that invest primarily in AA or better corporate or government issues. Maturity of these funds should be less than five years.

Equities, Venture Capital, Private Placement Investments and other Investments: The Club Treasurer will never invest in these types of vehicles without a vote of the Board of Directors, given the risk of loss in nominal capital.

The Club may have a need for debt instruments to fund major capital projects, like lit, all-weather fields. The Club Treasurer is authorized to negotiate a loan from lenders, preferably local banks, but must seek approval of the Board of Directors. Signatures of the Club President and Club Treasurer, among others as determined by the Board of Directors must be obtained to secure the loan

Adopted 11/12/2008; Amended 01/24/11; 01/09/13; 10/10/18

Injuries and absences may affect the ability of a Coach to field a complete team at a tournament. In that event, the Coach may invite a “guest player(s).” The guest player may be from another RAGE team or from a non-RAGE team, but all appropriate paperwork must be presented to the Team Manager in advance of the tournament. The Coach should communicate to the guest and her parents the expectations of the Club in regards to travel and costs. The fact that there might be a guest player(s) at a tournament should be communicated to the team.

The family of the guest player will pay their own travel costs, including any airfare or carfare for the guest. Also, the family will incur a pro rata share of hotel expenses and any other charges calculated by the team Treasurer, including the Coach and Trainer travel reimbursement. The tournament application fee will NOT be included in the shared costs. Functions such as team dinners (apart from orders from a menu, which are allocated individually) will be included in the shared costs. Prior to the tournament, the team Treasurer will be responsible for collecting an estimated amount of these expenses. The Coach may not unilaterally make exceptions to cost sharing as stated in this PIM.

ECNL Specific: Any player (rostered on another RAGE team or otherwise) added to an ECNL roster will incur a pro rata share of ALL costs of an event, as that player is included on the team’s roster for all ECNL play in a given year.  Should this same player who was added not attend a subsequent ECNL event, that player will not incur any costs for subsequent team play, unless that player has accepted a spot and costs, such as airfare, have been incurred. That player is expected to travel with the team, unless the player does not reside in the Bay Area.  Exceptions to a guest player traveling with the team may be made by the Technical Director.

Amended 9/10/10
Adopted 10/08/2009

Background: When this PIM was first written many years ago, there was considerable debate about why we needed such a policy. Before its writing, there was little discussion ever about waiving fees. The answer almost always was “no.” In significant part, requests were from Recreational parents who felt that missing 2-3 games because of a sprain or very minor injury justified return of the registration fees. It often did not suffice to be told about all the costs and time that had been committed to a player who suddenly could not attend the last game or two. As a final gesture, we often would compensate a player for spring soccer, for example. In most instances, the mentality of Comp parents was that injuries happen and that the player would be returning to the team when ready. Besides, play was not just a few fall months. The PIM was written after we had a season with a number of ACL tears and more serious injuries. To differentiate between an ACL tear and a sprained ankle (which could be painful and serious), the Board debated for months whether season-ending was a meaningful phrase or whether we needed to make a list of injuries that would suspend training fee payments. The decision was to leave to doctors the severity of an injury as defined by time off the field. The PIM seemed to work well for about five or six years.

ECNL soccer is so much more expensive that it seems time to limit the financial exposure to a more reasonable metric, not four months, which could translate into a loss of $800 plus. I am not sure $400 ($200 for a non-ECNL team generally) is the right amount, but it does seem to me that setting a two-month limit on an injury will prevent requests for a fee waiver for bad colds and black eyes.

PIM 020: Medical-Related Fee Waiver

This Policy statement will define the circumstances under which the Club will waive training fees and/or refund a portion of registration fees. There will be no fee waiver for minor injuries or other conditions, such as a sprain or minor break, as the duration of suspended participation is minimal. The fees waived will be based on the duration of the medical condition related to the length of the “season.” We have changed this PIM from “Injury-Related Dues Payments” to “Major Medical-Related Dues Suspensions” in recognition that other medical conditions may occur beyond the control of the player, including various illnesses, cancer, amputations, pregnancy, mental or emotional conditions, just to name a few similar considerations. This is a guideline for the Club Treasurer or other Officer.

Recreational Team fees are generally registration fees. The pro rata refund will consider a $60 value of uniforms and our affiliation (CYSA) fees, etc… as non-refundable.

Competitive Team training fees cover the training period from July 5th through State Cup (or Regional/National play) for most teams. Training for the ECNL/EGSL Teams (U12-U18) spans twelve months except for a break during the high school soccer season. Fees from the date of the injury or other, as determined by a doctor, will be waived if a player incurs a season-ending injury or other, which prevents game and training participation for a minimum of two months. Judgment about a player’s fitness is based on a doctor’s statement.

Season-ending injuries or other, and the related fee waiver, would be conditions that cause a player to be unable to participate in any way in practice. For example, if a player sustains an ACL tear and cannot engage in any field activity for six months, but then can begin the rehab program with some field work, the waiving of fees will be based on the six months period. The player would be responsible for payment whenever she can take the field in any capacity, as permitted by a doctor.

The procedure will be for the parent of the player to mail a dated doctor’s note to the Club Treasurer. The date of the note will start the clock for the waiver. The Treasurer may ask for periodic updates. No waiver or refund will be provided unless the family is current with any other debts to the Club or Team.

It must be clear to all that the Club may choose to replace a player who cannot play for an extended period of time. There is no obligation to return an injured or otherwise impacted player to team status when cleared by her doctor

There is a benefit to a player coming to practice, helping the coach, supporting the team at games, and fully participating in non-field activities.

Adopted 12/01/2009, Amended: 09/12/12, 05/13/14

On January 1, 2017, California Assembly Bill 2007 took effect statewide. The link for Assembly Bill No. 2007 follows.  Please read.

http://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=201520160AB20 07

Pleasanton Girls Soccer Association (PGSA) has had a Concussion Policy in place since 2013 (see below). With the passing of Assembly Bill 2007, it is now REQUIRED to provide parents and players with information from the Center for Disease Control (CDC) in regards to concussions.  You can find that information by following the links below, and the supplemental information at the end of this PIM.

ALL players currently participating in soccer related activities, AND their parents (if the player is 17 years of age or younger), must review the information above, sign the CDC document, and return the signed form to the Club.  This will be done on a yearly basis before the athlete begins practice or competition. 

Note: Each PGSA coach and administrator is REQUIRED to successfully complete the concussion education at least once, either online or in person, before stepping on to the field to coach.

Heads Up online training video:

http://www.cdc.gov/concussion/HeadsUp/Training/HeadsUpConcussion.html

We as a Club ensure compliance with the requirements for providing education, and with the athlete removal provisions and the return-to-play protocol.

PIM 021 – Concussion Policy

The Pleasanton Girls Soccer Association (RAGE) recognizes the need for increased awareness regarding concussions. RAGE has created the following Policy to provide Competitive and Recreational coaches, officials, parents, and players with guidelines for recognizing signs of a concussion, procedures to follow when a concussion is suspected, as well as policy concerning the return to play for an affected player.

DEFINITION

Concussion is well known to be a common injury in soccer. Concussions range from mild to severe and can occur at any age, and under varying circumstances.

A concussion is an alteration of brain function that can typically come from a blow to the head, but can also occur when sudden forces are applied elsewhere on the body and the forces are transferred to the head. For instance, a blow to the chest can cause a concussion. Loss of consciousness is a key, but NOT a required factor in the diagnosis of concussion. An individual may be concussed without a loss of consciousness.  A player showing signs of a concussion must be removed from the field and kept out of the training session or game.

RECOGNITION

Recognizable signs of concussion include:

  • Short-term memory loss. The player doesn’t remember the immediate past: the injury, the action that preceded it, the score of the game, or who last scored.
  • Poor physical coordination. The player seems “out of sync” physically or verbally with teammates, or appears to be having difficulty moving with ease around the field.
  • Slurring or incoherent speech. The player’s words are slurred, or the player says or repeats phrases or sentences that make no sense.
  • A blank stare or display of disproportionate emotions.

Simple questions can be asked to further assess the player.  “Simple” means exactly that. The questions should elicit easy and obvious answers.  For example, “What’s your name?” “Where are you?” “Why are you here?” Alternatively, the player could be asked to follow simple directions, such as “put your gear down” or “stand next to me.”

RESPONSE

A player showing any of the aforementioned signs of a concussion must be removed from the field and kept out of the training session or game.  

Additionally, the player must be observed carefully for at least the next 30 minutes for any additional signs of concussion. Nausea and vomiting, disorientation, dizziness, momentary loss of consciousness, amnesia or persistent confusion can indicate a more serious concussion requiring medical attention.

SPECIAL CONSIDERATION

In addition to the standard response for suspected concussion, if any of the following is observed by any coach, player, official, or spectator following physical impact, immediate, qualified emergency medical assistance should be obtained. It is important to choose to err on the (recommended) side of caution.

  • The athlete goes limp, even for an instant.
  • The player’s eyes are closed and the player does not or apparently cannot open them.
  • The player is unresponsive to voice commands, questions or statements.
  • The player is unresponsive to tactile stimulus, such as a sharp hand or finger squeeze.

RETURN TO PLAY

A player who has sustained a concussion or has lost consciousness at any time during a game or practice should not play, practice, or take part in physical activity until she has written clearance from a qualified healthcare provider who has administered a neurological examination. A graded return-to-play protocol must be followed prior to resumption of full sporting activity. An athlete must be symptom-free at rest and with exercise prior to return-to-play.

An accurate diagnosis is the purview of qualified medical personnel.

 If in doubt, sit the player out.

 SUPPLEMENTAL INFORMATION

The links below are for information provided by the Centers for Disease Control and Prevention (CDC).  Their “Heads Up: Concussion in Youth Sports” initiative gives coaches, parents, and players facts about concussions, signs and symptoms, and suggestions for prevention and treatment.

Heads Up online training video:

http://www.cdc.gov/concussion/HeadsUp/Training/HeadsUpConcussion.html

Coaches Information Fact Sheet:

https://www.cdc.gov/headsup/pdfs/youthsports/coaches_engl.pdf

Parents Information Fact Sheet:

https://www.cdc.gov/headsup/pdfs/youthsports/parents_eng.pdf

Players Information Fact Sheet:

https://www.cdc.gov/headsup/pdfs/youthsports/factsheet_athletes_ages1113a.pdf

https://www.cdc.gov/headsup/pdfs/youthsports/factsheet_athletes_ages1418a.pdf

Adopted January 24, 2013
amended 2/27/17

f a RAGE player is asked to be a “Guest Player” for a team from another soccer club, that request will be taken into consideration if, and only if, the coach of that other soccer club directly contacts the RAGE age group coach, or the Director of Coaching, at least two (2) weeks prior to the event.  Final approval will be made by the Director of Coaching.

Adopted 08/28/13

Pleasanton RAGE recognizes that a player’s decision to participate in High School soccer is an important, personal decision. With that in mind, Pleasanton RAGE would like to assure our Membership that we will support a player’s decision regarding their participation in High School soccer.

Adopted 05/13/14

Overview

The Pleasanton RAGE Girls Soccer Association’s Social Media Policy defines the Club’s standards for social media use. This policy applies to the use of social media (including but not limited to Facebook, Twitter, and Instagram) by anyone within the RAGE community (players, coaches, family members, staff, and Board members).

RAGE utilizes social media channels to enable open communication between members of the RAGE community and those who interact with RAGE. The primary purpose of these channels is to provide accurate, timely, relevant information about the Club and its members. Social media topics include items such as RAGE success stories, Club announcements, opportunities for the RAGE community, and comments and constructive feedback from within the community.

Rules for Social Media Use

SOCIAL ENGAGEMENT

The value of respect applies to all of our interactions – in person and online. When posting on social media, be positive and respectful, and always take the high road when engaging with others. When disagreeing with others’ opinions, remain appropriate and polite. If a RAGE community member finds themselves in an online situation that is becoming contentious, they should disengage from the dialogue in a polite and respectful manner that reflects well on RAGE.
CONTENT RESTRICTIONS

Comments that are obscene, potentially offensive, violate any RAGE Codes of Conduct, or bring harm to an individual or to our RAGE community should never be posted.
Personal information about a RAGE community member (such as a name, date of birth, or street address which, when taken together, can identify a particular individual) should never be disclosed on a social media channel without the approval of a RAGE Staff or Board of Directors member.
Content that would potentially harm an individual or damage RAGE’s reputation should never be posted. Remember that even while on personal time, RAGE community members are representatives of RAGE, and their postings on social media sites may be interpreted as though they were official RAGE statements.
General Guidelines

Use good judgment when posting comments on social media. Bear in mind that content posted by RAGE community members can create liability for RAGE. If there is any uncertainty about the appropriateness of a post, a member of Staff or the Board of Directors should be consulted. Remember, once something is posted, it exists online forever. It is prudent to ask, “Would I want to see this published in the newspaper or posted on a billboard tomorrow or ten years from now?” If the answer is “probably not,” do not post.

Encourage others to engage in positive interactions on social media. Any concerns about any RAGE community member’s use of social media should be brought to the attention of a member of the RAGE Staff or Board of Directors.

Violations

RAGE expects players, coaches, spectators, and family members to use social media channels in a responsible manner relative to their RAGE participation. RAGE will hold all users responsible for their published words if they adversely affect others, including but not limited to fellow RAGE community members, teams, schools, leagues, or sports officials. Those affiliated with RAGE who use social media in ways that are contrary to this policy will face disciplinary action, up to and including suspension/dismissal.

Adopted 02/26/2015

This policy applies to all PGSA employees, both Full-Time and Part-Time

The purpose of this PIM is to outline reimbursable expenses associated with attending events/games/tournaments/training that do not require an overnight stay.

The PGSA local service area is defined as all events located within a 35-mile radius of the RAGE office located at 173 Spring St., Pleasanton.  The area includes Alameda County, Contra Costa County, the South Bay, Peninsula, and San Francisco.

Employees will be reimbursed for the following:

Mileage in excess of 35 miles from the RAGE office. Only the amount in excess of 35 will be reimbursed.  Mileage reimbursement is calculated based on the Federal reimbursement rate.
Bridge tolls will be reimbursed only if the trip qualifies for mileage reimbursement.
Meals are allowed only if the coach/trainer is on the field for a continuous six hour shift or per government regulation.  Actual expenses will be reimbursed, not to exceed $15. One meal maximum. Game times are to be documented.
Reimbursement requests must be submitted within 30 days of the expense on the PGSA expense report form indicating the date, location, and team.  All receipts must be attached.

For full-time employees and part-time ECNL coaches, expense reports must be approved and signed by the Director of Coaching (DOC) and then submitted to the Club Bookkeeper for processing.

For part-time employees, expense reports must be submitted to your Team Treasurer for processing.

Requests for exception to the policy must be discussed and approved in writing by the Club Treasurer, prior to submitting expenses.  Intentional falsification of expenses may lead to dismissal.

Adopted 08/12/16

This policy applies to all PGSA employees, both Full-Time and Part-Time

The purpose of this policy is to outline reimbursable expenses associated with attending events/games/tournaments/training that require an overnight stay.

The PGSA local service area is defined as all events located within a 35-mile radius of the PGSA office located at 173 Spring St. Pleasanton.  The area includes Alameda County, Contra Costa County, the South Bay, Peninsula, and San Francisco.

Expenses may be incurred and reimbursed for travel to and from league games and tournaments, (including State Cup) that due to distance require an overnight stay.

Typical overnight stay expenses are as follows:

Transportation- Reimbursement is allowed for either airfare or mileage reimbursement.  Mileage will only be reimbursed up to a total of 800 miles, inclusive of all driving. Miles in excess of the 35 mile (PGSA service area) will be reimbursed at the Federal mileage reimbursement rate.
Rental car – Rental car expenses are reimbursable including SLI – supplemental liability insurance and CDW- Collision Damage Waiver.  The prepaid fuel option is not eligible for reimbursement, but other fuel costs will be reimbursed.
Airport mileage in excess of 35 miles will be reimbursed. Parking expenses are reimbursable.  Effort should be made to find parking at a reasonable cost. No short-term parking. UBER or other transportation are reimbursable in lieu of the parking expense.
Per Diem – Employees will be reimbursed up to $50 per game day requiring an overnight stay.  Receipts are required. Partial travel days without games, are eligible for $25/day, receipts required.  Alcohol expenses are not eligible for reimbursement.
Hotel – Reimbursement of hotel costs, preferably the same hotel as the team.  Costs for mini-bar, movies or other incidentals are not eligible unless they are included in the per diem expenses.
Expenses associated with extending the stay for personal reasons, are not eligible for reimbursement.

Teams will be responsible for expenses associated with the attendance of Technical Staff.

Reimbursement requests must be submitted within 30 days of the expense on the PGSA expense report form indicating the date, location, and team.  All receipts must be attached.

For full-time employees and part-time ECNL coaches, expense reports must be approved and signed by the Director of Coaching (DOC) and then submitted to the Club Bookkeeper for processing.

For part-time employees, expense reports must be submitted to your Team Treasurer for processing.

Requests for exception to the policy must be discussed and approved in writing by the Club Treasurer prior to submitting expenses.  Intentional falsification of expenses may lead to dismissal.

This PIM is effective July 1, 2018