Treasurer and Finance

This page provides links to various documents and forms to use when making club related financial transactions.

The intention is to make the treasurer's life easier, provide traceability for the organization's finances, and even make your life easier.

Reviewing past requests for reimbursement and deposits, a typical request for reimbursement might look like:

I need to be reimbursed for balls I bought for my team. When can I get my check?

The answer is "of course, where is the receipt, who should the check be made out to, for how much, what was this for?" Getting this information typically took four or five iterations, by which time the treasurer probably forgot what the original request was.

So the goal is to standardize on just enough process to improve our financial transactions without creating too much bureaucracy and slowing things down.

The forms included here are intended to simplify the treasurer's job, and hopefully simplify your task of getting paid or getting credit for payments. Sometimes bureaucracy is useful.

Forms are provided in PDF format if you don't have something that can load Excel files (Open Office can, and is free). Acrobat reader is free, so you should be able to download these, print and fill in, then attach receipts (if appropriate) and deliver or mail to the treasurer.

The preferred form of submission is to fill in the Excel form, and print and deliver or Email to the treasurer.

The treasurer can be contact by Email at: .

You can send items to the treasurer by US Mail at:

Salmon Creek Soccer Club
800 NE Tenney Road, Suite 110, #102
Vancouver, Washington 98685

You can also put material in an envelope, address it as above, and bring it to the good folks at the Postal Annex and ask they put it in our mail box. It will save you a stamp if you are in the area.

Postal Annex
800 NE Tenney Road, Suite 110
Vancouver, Washington 98685

Postal Annex is just around the corner from the Fred Meyer on 139th St.

The club treasurer writes checks and tracks expenses at a club and division aggregate level. By that, we mean, the treasurer does not (not currently anyway) keep track of individual player accounts. Money comes in for divisions, recreational registrations for example, and goes out for the club or divisions, field maintenance or recreational equipment for example.

The treasurer will also track aggregate revenue and expenses for premiere level teams, but again not at the player level.

Tracking player fees is the responsibility of the Registrar for the Recreational Division, and of the division treasurer or team treasurer for all other divisions.

What this means is that if you make a deposit, and ask the club treasurer to count it for registration fees for your son, Barny Rubble, the treasurer cannot do that.

So OK, you just bought new balls for the club and you want to get reimbursed, what do you do?

Download the Expense-Report.xls file, or the Expense-Report.pdf file.

Fill in all the header information, things like who the check should get made out to, your contact information, the team (if an advanced level team).

Create a line item for each category of item purchased. If the request is to reimburse for a bunch of different types of equipment, all we need is one line item for "Equipment," not a line item for say balls, another for cones, yet another for ball bag.

DO create a different line item for each category of thing. For example, equipment would be one line item, and uniforms would be another.

The Excel for has pull-down lists for the category.

If you will be attaching the receipt, put an "X" or a "Y" in the receipt attached column.

If you don't have receipts, you will need to explain in the Notes section. Generally, you need a pretty good reason for asking for money without a receipt.

When you are done, either:

• Save and print, then attach receipts and send to the treasurer. (See contact the treasurer),
• If you can scan your receipts, save the Excel form and attach, along with all receipts to and Email to the treasurer.

The treasurer typically checks the mail box once a week, and maybe Email two or three times a week. Expect reimbursements to take two to three weeks. If it is an emergency and you really cannot wait, contact the treasurer) with an urgent plea, and arrangements can usually be made.

(Note that reasonable bribes, things like buying the treasurer a cup of coffee now and the, or even better, buying her/him a beer, have been known to help expedite things.)

OK, let's say you haven't paid anyone anything yet, but you have scheduled something, like say a tournament, and you need a check sent to the tournament organizer. What do you do?

See Getting Reimbursed. The only difference here is that you should mention that the check needs to go to the organizer, not to you.

In this case, you won't be attaching a receipt, but you should be attaching a registration form. Yes, you still need that pesky documentation.

Salmon Creek Soccer Club is primarily a volunteer run organization. The Club does not currently have any employees. We do however provide payment for some services.

There are two categories of services, incidental services described here and independent contractor services described below. Incidental services are services which will generally accumulate less than $500 per person during the period of one full year. These generally consist of payment for things like referee services, field layout and lining, and infrequent maintenance activities.

Independent Contractor services are generally more involved and pay more than $500 over the course of a year. Salmon Creek contracts for things like training, coaching and administrative work. Such work requires the signing of an Independent Contractor Agreement as discussed below.

Referees

The bulk of Referee pay is invoiced automatically as part of the referee scheduling system. Paychecks are normally issues the first week of each month for games refereed the previous month.

The referee scheduling system is primarily for recreational level games. If you referee for games that are not scheduled through that system, or if there was a late change that is not reflected in the on-line schedule, or if you referee for select or premier level games, you should submit the Salmon Creek United Supplemental Referee Pay Spreadsheet or PDF file.

Fill the form out completely, then submit to the Referee Coordinator. The Referee Coordinator ( ) will Sign, or forward with approval by Email to the treasurer.

Field Lining

Filed Lining should be pre-arranged with the The Field Coordinator ( ).

Complete a Field Lining Pay Spreadsheet or PDF file.

Fill the form out completely, then submit to the Field Coordinator ( ). They will sign or forward with approval by Email to the treasurer.

Contact the club Business Manager ( ) for more information on contracts, employees or other payment or compensation questions.

OK, now you know how to get money out of the club, but what about when you have a stack of checks from your players, or a fund raiser, or sponsors? What do you do with them?

Preferred Method

Download the Deposit-Report.xls file, or the Deposit-Report.pdf file.

Fill in all the header information, things like the deposit date, and your contact information.

Create a line item for each check being deposited. Include a description, like from whom this is coming from, give it a category (which allows us to add to the proper budget account), the player this is for (if applicable), the team name (again if applicable), the check number (the number in the upper left hand corner), and the amount.

When you are done, put it in an envelope and either Mail to:

Salmon Creek Soccer Club
800 NE Tenney Road, Suite 110, #102
Vancouver, Washington 98685

OR

Put it in an envelope, address it as above, and bring it to the good folks at the Postal Annex and ask that they put it in Salmon Creek Soccer's mail box.

Postal Annex
800 NE Tenney Road, Suite 110
Vancouver, Washington 98685

Postal Annex is around the corner from the 139th St. Fred Meyer.

Please don't use this method if you have cash. If you need to deposit cash, please use the "Less Preferred Method" below, or contact the treasurer directly.

Less Preferred Method

This method is almost identical to the preferred method, but you deposit the checks (or cash) yourself.

Download the Deposit-Report.xls file, or the Deposit-Report.pdf file.

Yes, even though you are depositing checks, you still need to document what you are depositing.

Fill in all the header information, things like the deposit date, and your contact information.

Create a line item for each check being deposited. Include a description, like from whom this is coming from, give it a category (which allows us to add to the proper budget account), the player this is for (if applicable), the team name (again if applicable), the check number (the number in the upper left hand corner), and the amount.

When you are done, head over to your local Chase bank branch and make a deposit into account # 0526-0000-305-1618.

If you are in advanced level play, you may note that this isn't the FC account. When we reorganized the club structure in 2009, we merged financial accounting. Everything goes into one bank account, and everything is written on one checking account. If this process is followed, it will be accounted for correctly.

Put the deposit report in an envelope and either Mail to:

Salmon Creek Soccer Club
800 NE Tenney Road, Suite 110, #102
Vancouver, Washington 98685

OR

Put it in an envelope, address it as above, and bring it to the good folks at the Postal Annex,

Postal Annex
800 NE Tenney Road, Suite 110
Vancouver, Washington 98685

Postal Annex is around the corner from the 139th St. Fred Meyer.

OR

Save the spreadsheet and Email to the treasurer.

While Salmon Creek Soccer Club is primarily a volunteer run organization, we do provide stipend payments for some services. This section describes the procedures that need to be completed for professional services, or services in which someone may recieve compensation in excess of $500 in one calendar year.

Before providing such services, it is important to work with the club official who has budget authority to develop and sigh an independent contractor agreement before providing those services.

If you have budget authority, for example, if you are a board member or division chair, you can establish payment contracts for services provided. Note however: You may not make commitments to pay any individual without a written contract before services are provided.

In order to provide services, you need to complete the following:

• Contact the club Business Manager ( ) .
• The business manager will verify you have a budget item with which to enter into an agreement.
• The business manager will assign a contract ID number.
• The business manager may issue the contract, or provide you with a template to use in creating a contract.
• This template includes specific scope of work and joint responsibilities for a coaching contract.  See Director of Coaching duties for more on that role.  Whatever contract you are writing, the level of detail should be similar.
• Two copies of the contract need to be signed, one stays with the contractor, and the other is returned to the business manager.
• In addition to the independent contractor agreement, the contractor must have a valid W9 form on file. No payment will be issued from the club until the business manager has a complete W9 form for the person receiving payment.
• The Business Manager will make copies of the contract and W9, and provide to the Treasurer. Only after the treasure has these documents in hand will he/she issue any payments.

Contact the club Business Manager ( ) for more information on contracts, employees or other payment or compensation questions.

Beginning in Calendar year 2010, the club transitioned to Quickbooks On-line.  Pretty slick actually, no need to pass the club laptop around or nag the treasurer when you need some information.  Team, division and club treasurers will have access to the tool, though with differing levels of access control.

You can get to the login page at: https://qbo.intuit.com/qbo28/login

Contact the club treasurer or business manager for additional information.

Before gaining access to the accounting system, please complete the confidentality agreement and return to the treasurer or business manager.

A Financial Operations Manual is available to describe how to use the conbination of Bonzi on-line and Quickbooks on-line to manage division and team financial transactions.

As a 501(c)3 non-profit corporation, the Salmon Creek Soccer Club is required to make financial records available on request.  Those records are found in this section.

 2009 Audit results and cover letter

2008 Tax Return

2007 Tax Return

2006 Tax Return