Team Management

Effective February 2020, Tiger Boosters has implemented a schedule as to when invoices will be reviewed and paid. 

Please note that we request 14 days advance notice, although we are often able to pay sooner (within a few days). 

The Accounts Payable email address (AP.treasurer@wilsontigerboosters.org) is reviewed several times a week, however requests for payment are processed on Mondays and Thursdays. 

For a complete schedule of Tiger Boosters' bookkeeping practices, see our Bookkeeping Schedule. 

New vendors must be approved prior to receiving payments from Tiger Boosters. Once vendor is approved and we've received the requisite information, no additional information is required except updates by the vendor. 

Parents or coaches who are being reimbursed do not need to fill out a W-9.

W-9 requirement

• All new vendors must complete a W-9. If we do not receive a W-9, we will request one via Track1099, and online system that tracks our W-9s. (This is so we can issue a 1099 to relevant businesses as required by federal law.) No payments will be made to the vendor until we receive a W-9.

• Notable exceptions:

  • Vendors whose bills will not exceed $600 in a calendar year
  • Vendors we pay/paid exclusively by credit card (not debit card)

Bill.com Requirement

• If vendor is not part of our bill.com network (identified by email), they will be invited to set up a FREE bill.com account so that they can accept payments through ACH deposit (aka ePayments). This allows faster payments directly into their bank account. Please let them know to expect this email invite from bill.com.

• Instructions on how to set up a free account can be found here. 

• If vendor already has a bill.com network, they will be invited to accept us as a payor in their network. This will allow us to issue ePayments.

• If the vendor rejects the offer for electronic payments or does not respond in a timely manner, their check will be mailed within two weeks of when you submit for payment (assuming W-9 is completed).

Blacklist/Whitelist Vendors

• Tiger Boosters is maintaining a lists of vendors that we will not support, and a list of preferred vendors. To receive a copy of this list, email AP.treasurer@wilsontigerboosters.org 

These are NEW INSTRUCTIONS as of 2/2020. Please follow instructions carefully to process timely payments. Payments are issued on a weekly basis.

For new vendors, check Vendor Approval Process, outlined above. 

Fill out form, provide documentation

• Fill out the Payment Request (PR) form online. Typed is strongly preferred.

• Fill out PR completely. This includes email address, phone number and mailing address!!

• Scan supporting documentation. If invoices/POs are embedded in an email, please PDF the email and send as an attachment. 

• Provide this information to the team treasurer or team parent/chair. We will only accept PRs from the people identified by the head coach for making financial decisions on behalf of the team/sport.

• Team treasurer/chair or coach will email PR and supporting documentation to AP.treasurer@wilsontigerboosters.org.

Payments processed

• AP Treasurer will determine whether the invoice requires immediate payment (via debit or credit card) or can be paid through bill.com, and will forward accordingly. 

• Payments are processed on Mondays and Thursdays in bill.com.

• If your vendor does not respond to our bill.com invitation immediately, this could delay payment up to a week or two. 

Payment verification

• Payments will be logged into your sports’ Statement of Activity report as soon as they are processed, so if you see it in your weekly financial report, you know it’s been processed by us.

These are NEW INSTRUCTIONS as of 2/2020. Please follow instructions carefully to receive timely payments and reimbursement. Payments are issued on a weekly basis.

Because we want to limit how much parents and coaches are out-of-pocket, Tiger Boosters strongly prefers to pay an invoice directly to the vendor rather than reimburse a parent or coach. However, we do know that sometimes this is necessary, and that is fine.

Fill out form, provide documentation

• Fill out the Payment Request (PR) form online. Typed is strongly preferred.

• Fill out PR completely. This includes email address, phone number and mailing address!!

• Scan supporting documentation. If invoices/POs are embedded in an email, please PDF the email and send as an attachment. 

• Provide this information to the team treasurer or team parent/chair. We will only accept PRs from the people identified by the head coach for making financial decisions on behalf of the team/sport.

• Team treasurer/chair or coach will email PR and supporting documentation to AP.treasurer@wilsontigerboosters.org.

• Payments are processed on Mondays and Thursdays in bill.com.

Parent/Coach: set up bill.com account

• If parent or coach is not part of the our bill.com network already, they will be invited to set up a free bill.com account to receive an ACH deposit (aka ePayment) through bill.com, at no cost to them. This allows faster payments directly into their bank account (think: direct deposit). Please let them know to expect this email from bill.com.

• IMPORTANT: Parents/coaches should register with bill.com as an Independent Contractor (see video here). Use FREE account option. Coaches who’ve previously registered and/or receive stipends through Tiger Boosters do not need to register again.

• If the individual rejects the offer for electronic payments or does not respond in a timely manner, their check may be delayed, as it will be mailed within two weeks of when the PR was submitted.

Payments verification

• Payments will be logged into your sports’ Statement of Activity report as soon as they are processed, so if you see it in your weekly financial report, you know it’s been processed by us.

• Payments will be logged into your sports’ general ledger as soon as it is processed, so if you see it in your GL, you know it’s been processed by us.

These are NEW INSTRUCTIONS as of 2/2020. Please follow instructions carefully to receive timely payments. Coach stipends are issued at the end of the season unless other arrangements are made.

NOTE: Season refers to fall/winter/spring seasons, not individual team seasons. We aim to pay coaches within 45 days of the last game of the season. All coaches are paid at the same time, unless other arrangements are made. 

Coaches who receive stipends through Tiger Boosters must fill out documentation from three different sources. Coaches cannot get paid until all three requirements are satisfied:

Coach requirements

• W-9—You’ll receive an email from Track1099 to fill out your W-9. Please fill this out even if you’ve previously provided us with a paper W-9. Once you do this, you do not need to register again, but please be sure to update your address if you move!

• Direct deposit information—You’ll receive an email invitation from bill.com to sign up as vendor. We are using this service so we can pay our coaches through direct deposit. Please accept this invitation, registering as an Independent Contractor. Instructions on how to register for free account can be found here. If you’ve already registered with bill.com, whether for coaching or reimbursement, you do not need to do this again. Rejecting bill.com will delay your stipend payment.

• Tiger Boosters Contract—You’ll receive a coaching contract from Tiger Boosters through DocuSign. Please sign electronically. You may keep a copy for your records.

To get paid

The Athletic Director usually submits a Coach Stipend Request form at the end of each season. Check with the AD to see if this is already done. If not, or this payment request falls outside the scheduled timeline, follow these instructions:

• Fill out the Payment Request (PR) form online, typed.

• Coach stipends must be approved through the Head Coach or the Athletic Director prior to submitting a PR to Tiger Boosters.

• We will only accept PRs from the people identified by the head coach for making financial decisions on behalf of the team/sport.

• Team treasurer/chair or coach will email CR and supporting documentation (if any) to AP.treasurer@wilsontigerboosters.org.

• Coach stipends will be processed at the end of the season, at the same time as all the other coaches for that season, unless other arrangements are made. This is simply so we can better track who needs to be paid and when.

Payment verification

• Payments will be logged into the sports’ Statement of Activities report as soon as it is processed, so if you see it in your weekly report, you know it’s been processed by us.

Some purchases require immediate or credit card/debit card payments. For those purchases, follow the instructions above (To Pay an Outside Vendor) and note the need for credit card or immediate payment in the email.

Some programs have been authorized and received a credit card to use on behalf of the program.

How/When to use the credit card

• At this point (because of our overall account limit), your intent to use the credit card must be cleared with the AP Treasurer.

• We may provide checks or prepayment for as many expenses as possible, such as airfare and hotel. 

• When traveling, credit cards should be used to pay for meals, tolls, and other expenses to avoid reimbursement. 

• If cleared ahead of time, credit cards may be used for general season expenses. 

• Your card limit may be limited by your balance in the Tiger Boosters account.

Submitting paperwork

• Keep all receipts.

• Scan them (we don't want the originals). Use a free scanner app like Genius Scan. Please send in PDF (not JPG). 

• On the 2nd of the month, you will receive your credit card statement to your program's @wta email address. You may use this to track your expenses. 

• Fill out the Credit Card Receipts Tracking form (to right). Please fill in online (typed is always better).

• Submit the CCRT and supporting documentation by the 8th of the month in which you receive the statement.

• Expense amounts will be deducted from your ledger/account. 

Failure to abide by these rules may result in the loss of privilege of use of a Tiger Boosters credit card. 

Transparency is crucial to building and maintaining trust, and so teams should be tracking their spending and income. However you do this, it is important that you set up a system that can be used year-over-year so you can compare and anticipate expenses.

Consider setting up your chart of accounts to reflect the expenses categories that are listed on the Check Request form. You may also want to track the different types of income (team dues vs donations) so you know where you are getting most of your income.

Resources

• Wave.
  It’s an excellent FREE online accounting software similar to QuickBooks, but simpler. They make their money processing credit card payments (which you will not need), so it’s free to use otherwise.

• Spreadsheet.
  If your accounts aren't complicated, a simple excel spreadsheet might be sufficient for your purposes. 

• Weekly Statement of Activities.
  Each Saturday, Tiger Boosters provides Statement of Activity reports to each team that has a balance (positive or negative) in the Tiger Boosters accounts. Team treasurers are encouraged to monitor this activity closely so we can fix any errors in a timely basis.