The Annual Green & White Club Team Spirit Budget Supplement
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
At the beginning of each sports season, the AD, club President and club Treasurer, will confirm budget amounts per team based on headcount. We will then send a formal email to each coach and relevant parent reps (usually captain’s parents)notifying them of the budget.
Team parents will download the reimbursement form (PDF below). They will fill it out as needed and submit the form, along with digital copies of any receipts to the club President via email (see address on form).
The Treasurer will respond with an 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.
The Treasurer and President will review, sign, and submit the form and receipts to the AD, who will submit them to the Tower Hill School Business Office for processing and reimbursement.
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, flowers, 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).