2017 FINANCIAL MANAGEMENT FOR LOCAL PROGRAMS

Transcription

1 2017 FINANCIAL MANAGEMENT FOR LOCAL PROGRAMS 1

2 TABLE OF CONTENTS Financial Management 3-4 Sprt Specific Unifrms (Athlete, Unified Partners) 5-6 Sprt Specific Unifrms (Caches) 8 General Equipment 8 Sprts Specific Equipment January 2016

3 FINANCIAL MANAGEMENT All mnies raised in the name f Special Olympics Massachusetts becme the prperty f SOMA, a Massachusetts Nn-Prfit Organizatin duly rganized under MGL Chapter 180. Belw are the plicies fr expenditures and dcumentatin t insure that Special Olympics Massachusetts funds are used apprpriately. All Lcal Prgrams must submit an annual revenue and expense budget (each fall) t yur Cmmunity Manager. Budgets were required frm all LP as f January 1, In 2016, we will stp charging prgram service fees fr state wide cmpetitins. As a lcal prgram, if yu d what is listed belw then there will be n prgram service fees: Submit an annual budget fr apprval t yur cmmunity develpment manager; Participate in any fundraising activities as listed belw: Supprt the lcal law enfrcement activities (i.e. Tip a Cps r Cp n Tp fundraisers) Participate in the Plunge Participate in any f the runs/jaunts G Over the Edge Sell Calendar raffle tickets Supprt crprate partnerships such as ur annual TD Bank Campaign, Dunkin Dnuts etc. D a fundraiser (must be apprved by Cmmunity Develpment Manager) Ask fr dnatins frm parents, friends etc. If yu d nt d the abve and/r charge athletes t participate then Special Olympics Massachusetts will charge back a service fee per athletes/seasn: $100 fr Winter, Spring & Summer Seasns and $50 fr the Fall Seasn. N athlete is t be barred frm participatin due t their lack f ability t pay. Special Olympics Inc. des nt allw the charging f athletes fr participatin. If yu are a prgram that des charge, yur Cmmunity Develpment Manager will be in cntact with yu t address. Reasnable and Custmary Team Expenses Sprt Venues and Facilities This budget categry includes gym rentals, bwling fees, greens fees, track rentals, swimming pl rentals, etc. Budgets shuld/can include a minimum f 8 and a maximum f 16 practices in ne seasn, with the understanding that the LP will, at a minimum, participate in respective SOMA cmpetitin at the Lcal Cmmunity Level, Reginal Qualifier r Invitatinal. Training csts are nly cvered frm the start date f the seasn (caches meetings) t the cnclusin f the seasn which is the last cmpetitin event scheduled (seasn ending turnament). If a Lcal Prgram requires a strage unit t safely and securely stre the sprt s equipment, unifrms, etc., the unit MUST be rented in the name f Special Olympics Massachusetts and SOMA MUST be prvided the cmbinatin r key lck. 3 January 2016

4 Transprtatin May include rental f schl buses (a cach bus may nly be rented if yu are travelling mre than 75 miles), r vans (15 passenger vans are prhibited t and frm sanctined Special Olympics Massachusetts cmpetitin events). Travel expenditures including gas and tlls will be reimbursed fr the abve vehicles with a detailed receipt. Caches and Vlunteers using their persnal vehicles can deduct mileage and tlls frm their annual taxes (2013 IRS standard is 14 per mile). Unifrms Special Olympics Massachusetts has prvided a list f apprved unifrm items fr Only necessary and required unifrm items will be apprved. Athletes and Unified Sprts partners will retain sme respnsibility fr acquiring unifrm items that are cnsidered persnal in nature, i.e., practice bathing suits, scks, glf clubs, skis, etc. Unifrms fr caches (pl and hded sweatshirt) will nly be prvided n a 3:1 athlete/cach rati. See detailed breakdwn fr all sprts belw. Caches Appreciatin Lcal Prgrams may shw caches appreciatin with an end f the year gift nt t exceed $25 per cach at a 3:1 rati, this may include the cst fr them at an end f the year banquet. Meals Meals may be reimbursed with a detailed receipt fr teams travelling t/frm Seasn Ending Turnament when nt prvided by SOMA and shuld nt exceed $10 per athlete and cach. Meals fr Lcal Cmmunity events, Reginal Qualifiers, and Invitatinals are nt apprved budget items. Team banquets can be held at the end f the seasn nly, limited t 2 per year, and cannt exceed a $10 allwance per registered athlete in that seasn. Fr example, yu have a track and field team that has 10 athletes training and cmpeting within the Special Olympics seasn f Track between April and June. The allwance fr the end f seasn celebratin wuld be $ Team snacks (fr practice r cmpetitin) are nt an apprved budget item. Awards Supplies Awards (i.e. trphies, medals, plaques) are nt an Apprved Expense. SOMA prvides awards fr all sanctined Cmpetitins. Supplies include any ther necessary items t supprt the Lcal Prgram in training and cmpetitin. Sme examples include: phtcpies, mailings, clipbards, tape, cnes, stp watches, whistles, pinnies, water clers and small shade tents. Special Olympics Massachusetts will nt reimburse Lcal Prgrams fr any technlgy expenses such as hsting r creating Websites, cmputers, r fr ink and paper (a cmplete list can be fund under sprt and general equipment). 4 January 2016

5 Lcal Prgram Accunting Plicies Any funds raised under the name f Special Olympics must be depsited in the SOMA bank accunt. N Lcal Prgram may have a separate Special Olympics bank accunt. A designated SOMA emplyee will make all depsits. N cash shuld be sent thrugh the U.S. Mail service. Any cash shuld first be cnverted t a bank check r mney rder. Apprval t purchase frm fr items that are nt in yur annual budget are t be sent t yur cmmunity manager fr apprval. All vendrs shuld send invices directly t the Special Olympics Office. Checks will be mailed ut within fur (4) weeks f receiving the request with prper dcumentatin, invices and/r receipts. Bills and invices must be in the name f Special Olympics Massachusetts and submitted within 90 days f the date f the receipt. All backup dcumentatin (riginal invices, check requests) will be kept n file at the SOMA State Office.. Sprt Specific Unifrms (Athletes, Unified Partners) The fllwing unifrm items are apprved purchases fr Athletes and Unified Partners accrding t the Prgram s apprved budget. All unifrms and warm ups that are purchased by the Lcal Prgram must fllw the Special Olympics Branding Guidelines as f Only ne warm up suit per athlete/partner per prgram. If an athlete/partner participates in multiple sprts thrughut the year with a prgram, they are t receive nly ne warm up utfit per year nt ne per sprt. Unifrms purchased with LP mnies are the prperty f LP and SOMA. We strngly recmmend that the LP cllect all unifrms at the end f each seasn. All unifrms shuld be used fr 3 years. General Wear Hat ( wl r baseball) Warm up (hded sweatshirt r windbreaker, sweatpants) Small duffle bag r cinch bag Aquatics Team Swimsuit Swim Cap Twel T-Shirt maximum 2 Gym Shrts maximum 2 Basketball Light & Dark Numbered Jersey r T-Shirt Matching Shrts (n pckets) maximum 2 Bcce Cllared Shirt maximum 2 Gym Shrts maximum 2 If prgram cmpetes in khakis then athlete must prvide Bwling 5 January 2016

6 Cllared Shirt maximum 2 Cheer Leading Cheer Outfit 1 Skirt Tp T shirts 1 Cycling Cycling Shirt maximum 2 T-Shirt maximum 2 Gym Shrts maximum 2 Helmet 1 Equestrian English Style Cllared White Shirt 1 Sprt r Riding cat 1 Western Style Cwby Hat -1 Riding Chaps - 1 Figure Skating Skating Cstume 1 Fishing Cllared Shirt maximum 2 Flag Ftball Light & Dark numbered Jersey r T-Shirt Matching Shrts r Pants (n pckets) 1 Flr Hckey Light & Dark Numbered Jersey Matching Pants (n pckets) maximum 2 Glf Cllared Shirt maximum 2 Glf Hat Gymnastics Letard T-Shirt 1 Gym Shrt 1 Pwer Lifting Singlet 1 6 January 2016

7 T-shirt maximum 2 Gym Shrts 1 Rller Skating Racing Shirt 1 T-Shirt 1 Gym Shrts 1 Dance cstume 1 Sailing Cllared Shirt 1 Skiing (Alpine & Nrdic) & Snwbarding Ski Jacket 1 Ski pants 1 Wl hat 1 Glves 1 Helmet-1 (nt t exceed $100 each) Sftball Light & Dark Numbered Jersey r T-Shirt Matching Shrts r Pants (n pckets) maximum 2 Team Hat Sccer Light & Dark Numbered Jersey r T-Shirt Matching Shrts r Pants (n pckets) maximum 2 Speed Skating Racing Shirt 1 T-Shirt 1 Tennis Cllared Shirt 2 Gym Shrts 2 If team plays in Khakis athlete must prvide Track & Field Jersey r T-Shirt maximum 2 Gym Shrts 2 Vlleyball Light & Dark Numbered Jersey r T-Shirt Matching Shrts 2 7 January 2016

8 Sprt Specific Unifrms (Caches) Prgrams may purchase the fllwing gear fr caches at a 3:1 (athlete t cach) rati fr caches & assistant caches. All unifrms and warm ups must fllw the Special Olympics Branding Guidelines as f Only ne warm up per cach per prgram. If a cach participates in multiple sprts thrughut the year with a prgram, he/she is t receive nly ne warm up utfit per year nt ne per sprt. Cllared Shirts (pl r buttn dwn) 2 Warm Ups 1 Hded Sweatshirt r Windbreaker, Sweatpants General Equipment Prgrams may budget fr and purchase the fllwing general equipment t use fr practices. This equipment is intended t be used year rund and fr multiple sprts. Befre purchasing check with Special Olympics Massachusetts, as we may have extra n hand in ur current inventry which we can prvide t lcal prgrams. Equipment with an asterisk (*) dentes that Special Olympics Massachusetts has an abundance f it in inventry and can supply t Lcal Prgrams (until inventry is depleted). All equipment listed belw which is purchased by Lcal Prgram is prperty f said Lcal Prgram and Special Olympics Massachusetts. This equipment must be returned t Lcal Prgram at the end f the sprts seasn and is nt fr the cach, athlete r partner t keep. Bug Spray Clipbards Cnes r Disc Cnes (8 inches 1 ft) First Aid Kits Hand Air Pump LP banner ( 4x4) Marking Paint Marking Tape Pens & Pencils Phtcpy Reimbursement Pinnies Plastic Bins t Prperly Stre Equipment Pp up tent Stpwatches* Sunscreen Tape Measures Water Clers Whistles 8 January 2016

9 Sprt Specific Equipment The fllwing equipment items are apprved purchases fr lcal prgrams. Befre purchasing check with Special Olympics Massachusetts as we may have extra n hand in ur current inventry which can be prvided t lcal prgrams. Equipment with an asterisk (*) dentes that Special Olympics Massachusetts has an abundance f it in inventry and can supply t Lcal Prgrams (until inventry is depleted). All equipment (fr sprts listed belw) that is purchased by Lcal Prgram is prperty f the Lcal Prgram and Special Olympics Massachusetts. This equipment must be returned t Lcal Prgram at the end f the sprts seasn and is nt fr the cach, athlete r partner t keep. Aquatics Kickbards (as needed) Fltatin devices (as needed) Basketball 1 basketball fr every tw athletes/partners Ball carrying bag Bcce 1 bcce set fr every fur athletes/partners Bwling Ramps (as needed) Cheer Leading Pm Pms 1 set per athlete Flag Ftball Tri Flag belt (belts can be purchased thrugh Tri cn sprts) Ftballs- ne ball per 2 athletes/partners Flr Hckey Equipment can be purchased thrugh Mylec. 2 sets f Galie Equipment (every 5 years as needed) Helmet Shin Guards Blcker Glve Galie Stick Sticks (as needed) Pucks 1 fr every tw athletes Glves Helmet (as needed) Equipment bags (as needed) Shin Guards 9 January 2016

10 Gals 2 per prgram Glf Glf tees 1 dzen per year fr each team (Level II & III) r athlete (Level I, IV, V) Glf Balls* 1 dzen per year fr each team (Level II & III) r athlete (Level I, IV, V) Sftball Batting Helmets Bat Bag Equipment Bag Screbks T-Ball Stands 1 per team Sftballs Irn Rake Brm Catchers Equipment 1 set per team Helmet & Masks Chest Prtectr Shin Guards Wden bats (purchased thrugh Dream Bat) Sccer Sccer Balls 1 ball per every 2 athletes/partners Ball carrying Bag Galie Glves 2 sets Galie Shirt 2 Shin Guards 1 set per athlete (as needed) Tennis Tennis Balls 1 case Ball Hpper Track & Field Sht Put Sftballs Tennis Balls Turb Javelin Relay Batns* Irn Rake Brm Starting Pistl 1 per prgram Vlleyball Vlleyballs 1 per every tw athlete/partner Ball carrying bag 10 January 2016