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Sleepy Hollow Football Club

Coach Expense Reimbursement

Coach/Team Expense Reimbursement Guidelines
as of 9/26/22

SHFC anticipates that from time to time it may provide reimbursement to appropriate/approved expenses incurred for the benefit of our club teams.

The following guidelines generally outline appropriate and inappropriate expenses, but the Board reserves the right to deny reimbursement for any expense it believes, at its sole discretion, is inappropriate or otherwise could reflect poorly upon SHFC and not in accordance with its mission and/or purpose.

If you have any questions or concerns with respect to expenses or their eligibility for reimbursement, please contact the SHFC President, Vice President and/or Treasurer to discuss or use email address [email protected], which will route to the SHFC Executive Committee for assistance. 

1.    Training & Skills Development for

            i.        Players (Team activities only, not individual training)

            ii.        Approved Coaches

            iii.        Trainer - Provided through pre-approved program or otherwise approved, in advance, by SHFC Board for specifically vetted and approved Trainers

            iv.        Related facility expenses/Winter indoor training and or leagues

2.    Tournament Entry Fees (including National Games)

            i.        Requires SHFC President’s pre-approval

            ii.        Checks will be cut by SHFC Treasurer upon approval by President unless Tournament requires credit card payment.  If Coach or President personal credit card is used, reimbursement will be provided upon request with submission of required documentation, including confirmation of paid team registration for the tournament.

3.    Items NOT Reimbursed

            i.        Coach Yellow and/or Red Card penalty fee’s will NOT be reimbursed by SHFC and remain their personal expense

            ii.        Alcohol

            iii.        Other personal expenses that are not for the full team

            iv.        Team parties, food etc.

4.    Other important information

            i.        Reimbursement request submission requires a fully itemized invoice and receipt showing payment along with a fully completed reimbursement request form.  Any incomplete or unsubstantiated request will be returned unprocessed.

            ii.        Please submit PDF request, with all supporting documentation, to SHFC Treasurer at [email protected]  This email will automatically route to the appropriate members of the SHFC Executive Committee for review and approval.. Any incomplete or unsubstantiated request, will be returned unprocessed.

            iii.        If a Coach has a question or concern, about a possible expense for reimbursement, you are strongly encouraged to contact the SHFC President, Vice President and/or Treasurer, in advance, to make sure it is an eligible expense before you incur the expense.

            iv.        Please note that for purposes of expediency and documentation purposes, the Treasurer will accept an email, from the SHFC President and/or Vice President, stating the expense has been reviewed and approved.

            v.        Please note that checks are cut and mailed once a week (on Sunday’s), so please plan accordingly.  If there is an urgent or immediate need, outside this schedule, please contact the Treasurer for assistance.


Reimbursement Request Form