When traveling, the team is required to cover the travel expenses of the coach. These items and expectations are detailed below. The check written should cover ALL expenses for the travel weekend and immediately be added to the Team Tracking Sheet. Please do not issue individual checks for each expense.
Airfare: If purchased on the credit card of a parent, or on the credit card of the coach, please reimburse as soon as possible and no later than the day prior to departure. Coaches will work to save hotel room nights if they need to fly.
Rental Car: If reserving in advance, the coach should be able to provide the total estimate for the car charges, as well as the gas needed for the course of the travel weekend. Please obtain this dollar amount and reimburse the coach prior to travel. If the charges are not available until after the trip, please make sure reimbursement occurs as soon as possible after arrival home.
Hotel: Please calculate the total amount of the hotel stay (room cost including taxes), and provide that payment in full to the coach prior to departure.
Per Diem: The Club’s calculated rate for per diem is as follows:
$40 per day for food ($10 – breakfast, $12 -- lunch, $18 – dinner)
Food per diem must cover a full day for each day on the road with the team, including travel days.
Gas*: The majority of our coach’s travel is to the west side of the state. With the price of gas and vehicle maintenance, we want to ensure all expenses for their travel will be covered. Reimbursement for gas is to be as follows:
Western Washington travel:
$125 for a one or two-day trip
$25 for each additional day
Eastern Washington travel:
$50 per day
NOTE: If it works for the coach to travel with a player’s family that is great, not required by any means, but greatly appreciated. If they do share a ride, please make sure that is announced to the team so they know how the coach is helping to control expenses as this cost does not need to be paid.
*With gas prices escalating please always apply the rule of “Fair and Equitable.” For example: If the game schedule has you in Everett on Saturday and Olympia on Sunday, use your best judgement, being “fair and equitable” to both the coach and parents. Under Club policy, a two day trip would dictate $125 for gas –depending on game times. However, we think almost everyone would be hard pressed to travel that distance for only $125. An extra $25 could make it work. Another option is to ask the coach to submit receipts and you can reimburse him the difference if he/she went over the $125.
Again, please work with the families of your team to make sure that all payments to cover coaching travel expenses are collected and that the coaches are paid in full PRIOR to departure with the team.