These are funds specific to your team. Think of it as your own bank account for your sport. This is where your team ask, fundraising proceeds, gear sold, etc. are deposited. While these are your funds to use as you see fit, there are a few restrictions/requirements:

NEVER, EVER, EVER have payments for anything made to you personally. If you do, you are not covered by Booster’s or the District’s liability insurance were something to happen. It is a HUGE risk to you and there is no reason to do it.

BUDGET – no funds may be deposited or withdrawn until your budget for the school year has been submitted and approved by Boosters. You must use the Team-Budget-Template. Your budget always starts with your sub-account balance as of 7/1 of that school year and should reflect all projected receipts and expenses.

TEAM ASK – this is the amount you choose to ask for from each of your athletes to help fund the projected expenses for the year. You may ask for a maximum of $200 per athlete for the season and must include all items that are required for participation (ex – swimsuits, sneakers, equipment, etc.) It does not have to include optional swag. Funds should be spent in that same season on the athletes who have made the contributions. These donations are voluntary and no athlete may be excluded from play for not donating.

DEPOSITS – any deposit must include a deposit request form. No more than $500 in cash can be deposited. If you have more than that you will need to get a cashiers check or money order to submit for deposit. The bank no longer accepts coins for deposits, so neither do we.

EXPENSES – any request for payment must be submitted online via the vendor payment/reimbursement form. We can either pay the vendor directly or reimburse an individual for the expense paid personally. If we pay the vendor directly we must have a W-9 on file before making payment. PayPal is the preferred method of payment/reimbursement and is processed typically within 24 hours. Checks take about 10 days and are only processed through the bank’s bill pay system. Expenses/reimbursements may only be requested by the head coach or team parent.

TRAVEL RELATED EXPENSES – any expense related to travel (hotel, transportation, etc.) must be handled through the District for liability reasons so you must coordinate with them and follow their rules for travel – Boosters can not help with this. We also can not pay directly nor reimburse anyone for any travel related expenses. We can, however, send the District funds from your team-subaccount to cover the expense. Just submit the same vendor payment/reimbursement form as normal and list the District as who to pay.

END OF YEAR – Since funds collected in any given year are supposed to be used in that year on the athletes who contributed it, the maximum carryover Booster’s will allow per team is $5,000. Everything over $5,000 is transferred to your District account. If you are saving for a future capitol expense, we understand, but those expenses would have to paid for and approved by the District when they are made anyway, so the money will end up there one way or another.

Your sub-account balance is available on the website in the monthly financial reports. You may request a detailed accounting of your account occasionally from the Booster Treasurer.

Booster memberships are requested from each athlete on each team. These funds are for Booster’s use to support AHS Athletics. They are not part of your team sub-account and should not be accounted for in your budget.

The cost is $75 per athlete per sport. For example, if you have two children who each play two sports, you are asked to purchase four total Booster memberships for that school year – one per sport each child participates in.

These funds are very important as they are the primary funding for Boosters to continue operating and supporting AHS Athletics. Your support in encouraging families to contribute is vital.

The value to your team, besides the expenses Boosters covers for the athletic department, is that if you request an award from Boosters (see more detail in the next tab) you are eligible for 100% of the award to be covered if you reach 90% participation in Booster memberships for your team for that school year. If you are below 90% participation in Booster memberships for your team you are only eligible for 50% of the award to be covered.

Even if you are not requesting a reward for that school year, it is still important to encourage participation from your team’s families as without it there may not be any funds available in the future when your team does need to request an award.

An award is a request made by a team to Boosters for a specific expense to be covered by Boosters. There are limitations on what can be requested, details of which can be found on the Awards Process and Criteria.

Your award may be approved for either 100% or 50% coverage by Boosters.

• All awards must be submitted PRIOR to incurring the expense or they are automatically only eligible for 50% coverage.
• For an award to be covered 100% a team must reach 90% participation in Booster memberships for that school year.
• If a team does not reach 90% participation the award is only eligible for 50% coverage. If the expense has already been paid by Boosters at 100% the 50% that is no longer covered must be reimbursed to Boosters from the team sub-account by 5/31 of that school year.

An award may only be requested by the head coach of a team via the Award Request Form.

Any fundraising by a team that will generate funds to be deposited into your team sub-account must first be approved by Boosters. You can submit the request and details via the Fundraising Approval Form.

Before making a request for fundraising approval, you must first submit your budget for the school year which must reflect the funds the fundraiser is expected to generate.

Learn more about fundraising procedures and requirements here.

If you are considering a straight donation fundraiser such as via SnapRaise, you may use the Boosters website to conduct the fundraiser. The benefit is this way you retain 100% of the amount collected as opposed to the fee deducted from the total via other services. See the Football Friends & Family fundraiser for an example.

TEAM PARENT – Every team should have at least one team parent to assist the coach with the organizational side of managing the team. This person can help with communication, event planning, tracking donations and memberships, etc. Please update Boosters with this information once your team parent has been designated so we are able to keep them informed as well. More information about team parent’s role and responsibilities can be found here.

WEBSITE – Every team has a page on the Boosters website (see Sports tab). This is a very easy way for you to disseminate information, post schedules, make announcements, or share exciting news. But it is only as valuable as the information you provide us. It’s very easy to do – just contact us with the information and we will take care of the rest. See the Cross Country page as an example.

SELLING GEAR/REGISTRATIONS – If you are going to make gear available for sale for your team or need to charge for things like event registrations, you may use the Booster website to handle it. Again, just send us the information (including an image of what you are selling if applicable) and we will take care of the rest. We can send you a report at the end showing everything that was purchased. If you are going to create your own gear for your team, you can use the online store which has tons of very cool already created designs specific to individual sports. You will also receive 10% back on the order that will go directly to your team sub-account. If you choose to use a different vendor, please use the correct Hornet logo, do NOT create your own or use an old version.

ONLINE PAYMENTS – Online payments for Booster memberships, team asks, etc. are all but required to conduct online. PLEASE DISCOURAGE YOUR TEAM FROM SENDING CHECKS. We have made the online webstore very easy to use and it makes it a much more streamlined process for Boosters. We process over 2,500 transactions each year. It takes about 5x as long to process checks than online transactions, and there is a much greater chance for human error. Please encourage your families to use the website exclusively.

SCHOLARSHIPS – Boosters awards four $500 scholarships each year. All senior athletes are eligible if they meet the criteria. Head coaches are STRONGLY ENCOURAGED to nominate one senior from your team per scholarship. It is an easy process and a real disservice to your seniors to not make the effort.

BOOSTER MEETINGS – Monthly Booster meetings are held the last Wednesday of each month (except November/December) at 6:30pm. All coaches and team parents are requested to attend. There is a lot of important and valuable information shared and discussed at these meetings. They are limited to one hour, so it is not a huge commitment. Please make every effort to attend.