About Us

Purpose: The purpose of this policy is to reimburse individuals for legitimate expenses incurred on behalf of and for the purpose of Donegal Youth Soccer (DYS) while at the same time maintaining fiscal responsibility and accountability of DYS funds.

Definitions
Reimbursable Expense

• Reimbursable expenses are pre-approved expenses an individual incurs on behalf of DYS and for DYS’s benefit.
• Reimbursable expenses do not typically include payments DYS Board Members (Directors) are authorized to make directly from the appropriate DYS accounts. This would include such things as payments for membership or participation in leagues, tournament fees, payments as per resolution of the DYS Board, etc.

Non-reimbursable Expense

• Non-reimbursable expenses are expenses that were not pre-approved per the DYS Procurement and Reimbursement Policy and/or do not, in the sole judgment of the DYS Board, benefit DYS as a whole.

Policy

1. All expenses an individual incurs related to the operation of DYS will only be reimbursed per the DYS Procurement and Reimbursement Policy.
2. The DYS Procurement and Reimbursement Policy applies to all DYS Members, volunteers, coaches, coordinators, Officers and Directors of DYS.
3. Purchases can be made and reimbursements provided per the following authorizations. All authorizations must be secured prior to purchase.
   1. Directors
      1. Directors are authorized to spend up to and including $500
      2. Directors must receive permission from a second Director for spending between $500 and $2000.
      3. Directors must receive Board majority approval for spending above and including $2000.
   2. Officers and Coordinators
      1. Officers and Coordinators are authorized to spend up to and including $100
      2. Officers and Coordinators must receive permission from the Director for which they report for spending between $100 and $500.
      3. Any spending by Officers and Coordinators above and including $500 must be approved by Directors as per 3(a)(iii) and 3(a)(iv).
   3. Members, Volunteers & Coaches
      1. All requests by any Member, volunteer or Coach of DYS require authorization, prior to purchase, by the Coordinator for which they report, within the authorizations as per 3(b).
   4. Non-Members
      1. Non-members cannot procure items and/or services on behalf of DYS and will not be reimbursed by DYS for any of those purchases

Description: As DYS Select teams elect to create their own team bank accounts, DYS is establishing some policies and procedures to ensure accountability.

Policy:

1. Quarterly Reporting – at the end of each quarter (i.e. March 31st, June 30th, September 30th and December 31st) the Team Manager will forward to the parents of the Select team and the DYS Treasurer the following:
   1. Copy of most recent bank statement
   2. Spreadsheet listing:
      1. Beginning balance
      2. Income (from fundraisers, cash collections, etc.)
      3. Expenses (from tournament or league fees, spirt wear, etc.)
      4. Ending balance
2. Team Checking Accounts – teams with a balance over $200 are strongly encouraged to open a separate team account through the bank. Each account should have the following:
   1. Two parent names on the account, AND
   2. Two signatures required on all checks
3. Fundraisers – for any fundraiser events requiring the team to spend money to purchase goods or gift cards to be sold, the Select team will report to the team parents and the DYS Treasurer:
   1. How much the team raised
   2. How much the team spent – documentation needed to show payment to the fundraising vendor (i.e. copy of check, invoice marked “paid” from the vendor, etc.)