Information for Coaches
Overview of Financial Rules
Overview of Financial Rules![]()
Overview of Financial Rules
Budget
All head coaches must submit a budget prior to any expenditures. Please contact Trisa Kent (tkent@srvusd.net) to submit a budget. All budgets must be approved by Trisa and the Athletic Director.
Fundraising
All fundraisers need prior approval from Athletic Director and Financial Analyst. Coaches must submit a fundraising request form (see link on right).
Purchases: Important Rules to Remember
Coaches must obtain pre-approval for all purchases. Complete the highlighted items on the purchase requisition form (see link on right).
All purchases are centralized in the SRVUSD Purchasing Department
All team expenditures (tournament entry fees, block of hotel rooms, end-of-season banquet, uniforms, etc) require a purchase requisition form (see link on right).
Reimbursement for small or routine purchases (less than $100) may be allowed in rare cicumstances and requires a reimbursement form (see link on right)
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- All reimbursement requests must be accompanied by complete and appropriate backup including itemized receipts. Receipts must indicate the vendor name, total amount paid and method of payment.
- Receipts cannot include personal expenses
- Proof of payment must be visible on receipt (e.g. "paid in full" or "$0 balance"). If receipt does not show this, proof of payment on a credit card statement may be necessary.
- Internet receipts must be accompanied by proof of delivery/shipping and method of payment.
- If there are no funds available in the team account, reimbursement may be delayed or denied.
Awards to student athletes:
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- End of Season: limited amount of awards in the form of plaque, trophy, or certificate; 3 award plaques per team will be paid by Athletic Department funds. Letters/sport patches provided and paid for by AD.
- Senior Night: award for achievement to seniors for dedication to Cal High, can consist of a gift but must be less than $100 each (i.e. picture frame, t-shirt, etc); paid with team funds. Reimbursement requests must include proof that senior night was held (e.g., an email to parents, Instagram post, flyer, etc.)
Items that are ineligible for reimbursement:
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- Gifts to coaches (parent/parent groups must purchase on own)
- Gifts to players (excluding senior night gifts) or gift cards
- Loans to students
- Alcohol
- Flowers
- Payments to employees for services rendered
- Charitable donations
- Chemicals or hazardous materials
- Website hosting fees for non-district approved web platforms
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