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Green & White Club Team Spirit Budgets

EXPENSE REIMBURSEMENT PROCESS & FORM

The goal of the Team Spirit Budget Supplement is to provide financial support for items that are not sport-specific but do help promote team and school spirit:

  • Help promote team spirit and enthusiasm

  • Encourage team parents across all teams to be active in organizing team gifts and events

  • Support the needs of coaches who often incorporate spirit-related items into their program

  • Encourage equity by financially supplementing spirit activity contributions that typically fall on the shoulders of parents

The Process

  1. At the beginning of each sports season, the AD, club President and club Treasurer, will confirm budget amounts per team based on participation. We will then send a formal email to each head coach and relevant parent reps (usually captains’ parents) notifying them of the budget.

  2. To request a reimbursement, coaches or parents will complete and submit the reimbursement form below along with digital copies of any receipts to the email listed on the reimbursement form.

  3. The club Treasurer will respond to the requester confirming receipt and indicating the new budget balance. The coach will be cc’d. Reimbursement requests that go over budget will not be approved.

  4. The club President and club Treasurer will review, sign, and submit the form and receipts to the AD, who will submit them to the Tower Hill School Business Office for payment processing.

Notes and Best Practices

  • All budgets are “use it or lose it.” There is no budget roll over of any kind.

  • It is best to confirm any activities with the coach. This should not be a departure from the current processes. The coaches have should have input into team spirit activities.

  • We encourage team budget planning. Spirit wear, pizza parties, Gatorade, snacks…it can really add up. The Green & White Club is not able to assess and prioritize team spending. Our role is simply to help reduce the overall costs.

  • Obviously, any purchases must be clearly for the sole benefit of the athletes, coaches, or fans (at games).