Coach Reimbursement Policy

Coach Reimbursement:

Ø  Coaches must be current USAG certified and on the meet registration form in order to receive any reimbursement.

Ø  There is a minimum ratio of seven gymnasts to one coach during each competitive meet session. The coaches’ fee per session is $70.00

Ø  Coaches are responsible for paying for all expenses out of their own pocket. Expenses will be reimbursed in accordance with the guidelines included in the policy herein.

Ground Transportation:	Mileage Reimbursement Ø  If coaches drive to the meet, the cost of driving in their personal vehicle (calculated at $0.565 per mile), tolls and parking are reimbursable.                       Ø  The treasurer will compute the mileage with the beginning point of CE Gym to the hotel and meet site then back to CE Gym. Car Rental Ø  Coaches will be reimbursed for car rental when transportation is required by airfare. Ø  Coaches will be reimbursed for a compact car. Ø  A larger vehicle will be reimbursed if necessary to transport 4 or more gymnasts. Ø  Coaches are responsible for any upgrade expenses on rental cars. Ø  Keep all receipts for gas purchases if you want to be reimbursed for gas.  You will not receive the mileage reimbursement as listed above for travel when using a rental car Ø  Actual transfers from the airport to the hotel will be reimbursed. Ø  Actual costs for round-trip transfers between office/home and the airport or airport parking in the city from which your flight originates are also reimbursable
Hotel:	Lodging will not be reimbursed unless receipts are submitted to the CE Booster Club treasurer. Lodging will be reimbursed at up to $125 per room per night. (Special consideration/approval by CE Booster Club for high cost regions for specific meets/events.) The criteria for reimbursement for lodging is as follows: Ø  The meet must be more than 100 miles from CE Gym in Winchester VA. Ø  The time of departure to arrive for the meet session (in which the gymnasts for which a coach is responsible are competing) is prior to 8:00 AM. Ø  The time of arrival at home if leaving the meet immediately following the meet session (in which the gymnasts for which a coach is responsible are competing), and allowing an hour for dinner, is after 11:00 PM. Ø  Coaches will assume their own lodging expenses if they wish to “arrive early” or “depart late.”  That is, if they wish to arrive earlier than is necessary to take care of their coaching obligations or extend their stay after their obligations are fulfilled.

Meals:	With submission of appropriate receipts, the cost of meals will be reimbursed as follows: Ø  Coaches shall be reimbursed up to $50 per day for meals for meets that require a full day of travel. Ø  Coaches shall be reimbursed up to $25 per day for meals for meets that require a half-day of travel.
Airfare:	Coaches will be reimbursed for airfare when required to attend an event that requires travel by air. Airfare will not be reimbursed unless receipts are submitted to the CE Booster Club. Ø  Only economy class airfare, purchased in advance within 5 days of meet registration completion, will be reimbursed. First class or business class airfares will not be reimbursed. Ø  Airfare is reimbursable (up to $500 for domestic / & $750 for foreign). Ø  Please document the cost of airfare and include that with your completed reimbursement voucher after the conclusion of the meeting. Ø  After a ticket has been issued, the holder is responsible for the cost of changes to the ticket. Ø  You may use the airline and/or agent of your choice provided these guidelines are followed.
Incidentals:	Any incidental charges not covered in this policy are not reimbursable.
VERY IMPORTANT	All requests for reimbursement must be itemized and submitted along with all receipt documentation to Competitive Edge Booster Club prior to two weeks after attending a meet. Approved reimbursements will be sent approximately one week after the form is submitted. Any reimbursement requests that miss this deadline will not be paid.

NOTE: All receipts must accompany the Competitive Edge Booster Club Request for Reimbursement Form.