Reimbursement Policy | Sin City Fire

Tournament Payment and Reimbursement Policy - Sin City Fire Department Sports

This policy establishes fair, transparent, and fiscally responsible guidelines for tournament participation sponsorship, payment methods, reimbursement procedures, and prize money allocation. All members requesting tournament sponsorship must acknowledge receipt and understanding of this policy.

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TOURNAMENT PAYMENT AND REIMBURSEMENT POLICY

Sin City Fire Department Sports

Policy Version: 1.0 | Effective Date: January 1, 2026

IMPORTANT: Tournament sponsorship is NOT guaranteed. All sponsorships are subject to board discretion and current budget availability, regardless of prior approvals or historical participation.

1. PURPOSE AND SCOPE

Key Principle: Tournament sponsorship is NOT guaranteed. All sponsorships are subject to board discretion and current budget availability, regardless of prior approvals or historical participation.

SECTION 1: PARTICIPANT INFORMATION

Full Name*

Fire Department*

Phone Number*

Email Address*

2. TOURNAMENT PARTICIPATION LIMITS

2.1 Sport Category Limits (Per Calendar Year)

Large Team Sports (6+ players): Maximum 2 tournaments per year per sport
Small Team Sports (2-5 players): Maximum 6 tournaments per year per sport
Individual Events: Require individual board approval for each event

2.2 Individual Participation Caps

Large Team Sports: Maximum 2 tournaments per person per year
Small Team Sports: Maximum 3 tournaments per person per year
Individual Events: Maximum 2 tournaments per person per year

Team Roster Rule: Teams with 75% or more of the same roster count as the same team and are collectively capped at 3 tournaments per year.

Priority System:

New teams (less than 50% roster overlap) receive priority
First-time participants receive priority over repeat participants
Multi-department teams receive priority consideration

2.3 Exemptions to Individual Limits

The board may grant exemptions to individual participation caps at its discretion for:

Team Necessity: Cannot field a competitive team without specific player
Elite Opportunity: National championship or prestigious invitational event
Multi-Department Representation: Event promotes cross-department collaboration
Exceptional Circumstances: Unique situations requiring board judgment

Exemption Process: Requires majority board approval and documentation in meeting minutes.

2.4 National Championship Exemption

National championship events per sport are exempt from participation caps for elite-level teams that have qualified through competitive performance.

3. APPLICATION AND APPROVAL PROCESS

3.1 Application Windows

Annual Window: Applications accepted through February 28
Mid-Year Window: Applications accepted through July 15

3.2 Selection Criteria (Priority Order)

Budget Availability (primary criterion)
Elite/competitive level of tournament
Mission alignment (mental health and wellness promotion)
Multi-department participation
Participant history (fewer tournaments = higher priority)
Cost efficiency
Team performance and conduct history

3.3 Board Decision Options

Approved: Full sponsorship granted
Approved (Modified): Partial sponsorship or reduced amount
Waitlisted: Pending budget availability
Denied: Request rejected

All decisions require documentation and applicant notification within 15 days.

4. PAYMENT METHODS

4.1 Direct Payment (PREFERRED)

The organization strongly prefers to pay vendors directly for:

Tournament registration fees
Hotel accommodations
Airfare
Ground transportation
Approved equipment

Benefits: Reduces administrative burden, prevents reimbursement delays, ensures budget compliance.

4.2 Reimbursement (Exception Only)

Reimbursement is permitted only when:

Direct payment is not possible or practical
Preapproval has been obtained in writing
Participant has valid justification for out-of-pocket payment

Reimbursement requests require:

Pre-approval letter from President, Treasurer, or authorized board member
Itemized receipts
Proof of payment
Proof of participant contribution payment
Submission within 14 days of expense date

5. PARTICIPANT CONTRIBUTION REQUIREMENTS

5.1 Minimum Contribution

For tournaments with total costs exceeding $500 per participant:

Participants must contribute a minimum of 20% of total tournament costs

For tournaments with total costs of $500 or less per participant:

No minimum participant contribution required
Board may still require contribution at its discretion

5.2 Board Discretion

The board may increase the required participant contribution above 20% based on:

Budget constraints
Tournament cost
Number of participants
Competitive level
Overall organizational budget status

5.3 Payment Deadline

Participant contributions must be paid 30 days before tournament departure. Failure to pay results in forfeiture of tournament spot.

5.4 Contribution Calculation

Participant contribution is calculated based on total tournament cost per participant, including:

Registration fees
Hotel accommodations
Airfare
Ground transportation
Team meals
Approved equipment

Example: Tournament costs $2,000 per participant. Minimum contribution = $400 (20% of $2,000).

6. COVERED AND NON-COVERED EXPENSES

6.1 Covered Expenses (Subject to Approval)

Tournament registration fees
Hotel accommodations (reasonable rates)
Airfare (economy class)
Ground transportation (rental car, gas, parking)
Team meals (maximum $30 per person per day)
Required tournament equipment (case-by-case approval)

6.2 NON-Covered Expenses

The following are NEVER reimbursable:

Personal meals and snacks
Alcohol or entertainment
Souvenirs or personal items
Baggage fees or travel upgrades
Team jerseys or uniforms (participant responsibility unless otherwise specified)
Expenses for non-participants (family, guests)
Late fees or penalties due to participant error

7. CASH PRIZE ALLOCATION POLICY

7.1 Prize Money Split

If Sin City Fire Department Sports sponsors a team or individual participant and that team/individual wins a cash prize:

50% of the cash prize must be returned to Sin City Fire Department Sports
50% may be retained by the participant(s)

7.2 Prize Money Requirements

Prize money must be reported to the Treasurer within 7 days of receipt
Payment to the organization must be made within 30 days of prize receipt
Failure to report or return prize money may result in:
- Suspension from future tournament sponsorships
- Requirement to repay full sponsorship amount
- Termination of membership (per bylaws)

7.3 Prize Distribution for Teams

For team prizes, the 50% participant share shall be divided equally among all sponsored team members unless the team agrees to an alternative distribution in writing prior to the tournament.

7.4 Non-Cash Prizes

Non-cash prizes (trophies, medals, merchandise) are not subject to this policy and may be retained by participants.

7.5 Exemptions

The board may waive the 50% return requirement for:

Prizes under $100 total value
Tournaments where the organization provided minimal sponsorship (less than 20% of costs)
Exceptional circumstances requiring majority board vote

8. BUDGET ALLOCATION AND FLEXIBILITY

8.1 Annual Budget Allocation

The board shall establish annual budget allocations for:

Large team sports
Small team sports
Individual events

8.2 Budget Adjustments

The board reserves the right to:

Adjust budget allocations mid-year
Increase participant contribution requirements
Reduce or cancel approved sponsorships if budget is depleted
Reallocate funds between sport categories

Notification: Members must be notified of budget changes within 14 days.

8.3 Maximum Potential

All participation limits and budget allocations represent maximum potential, not guarantees. Actual sponsorships depend on budget availability and board discretion.

9. REIMBURSEMENT PROCEDURES

9.1 Pre-Approval Requirement

All reimbursements require written pre-approval via official Pre-Approval Letter signed by President, Treasurer, or authorized board member.

9.2 Submission Requirements

Submit one reimbursement form per expense with:

Completed reimbursement form
Original or photo of itemized receipt
Proof of payment (credit card statement, transaction confirmation)
Copy of pre-approval letter
Proof of participant contribution payment (if required per Section 5.1)

9.3 Approval Thresholds

Under $500: Single board member approval
$500 - $2,000: President or Treasurer approval
Over $2,000: Two board member signatures required

9.4 Processing Timeline

Submission deadline: 14 days after expense date
Processing time: Up to 14 business days
Payment method: Check or direct deposit

9.5 Denial or Partial Approval

The board may deny or partially approve reimbursements for:

Insufficient budget availability
Missing documentation
Non-covered expenses
Policy violations
Expenses exceeding pre-approved amounts

10. PARTICIPATION TRACKING

10.1 Board Responsibility

The board shall maintain a Participation Tracking Log recording:

Participant name and department
Sport and tournament name
Tournament dates
Sponsorship amount
Individual tournament count for the year

10.2 Enforcement

The Treasurer or designated board member shall review all applications against the tracking log to ensure compliance with participation caps.

11. POLICY VIOLATIONS AND CONSEQUENCES

11.1 Violations Include

False information on applications
Failure to pay participant contribution
Unreported or unreturned prize money
Misuse of organization funds
Unprofessional conduct at tournaments

11.2 Consequences

Warning and probation
Suspension from future tournament sponsorships (1 year minimum)
Requirement to repay sponsorship funds
Termination of membership (per bylaws Article IV)
Legal action for fraud or misappropriation

12. POLICY AMENDMENTS

This policy may be amended by majority vote of the board of directors. Members shall be notified of amendments within 14 days of approval.

13. QUESTIONS AND APPEALS

Members with questions about this policy should contact the President or Treasurer. Appeals of denied applications may be submitted in writing to the full board for reconsideration.

ACKNOWLEDGMENT

All members requesting tournament sponsorship must acknowledge receipt and understanding of this policy.*

I have read and understand the Tournament Payment and Reimbursement Policy in its entirety.

I understand that tournament sponsorship is NOT guaranteed and is subject to board discretion and budget availability.

I understand the participation limits (Large Team: 2/year, Small Team: 3/year, Individual: 2/year).

I understand that reimbursement requires written pre-approval and is the exception, not the rule.

I understand the participant contribution requirements (minimum 20% for costs over $500 per participant).

I understand the cash prize allocation policy (50% must be returned to the organization).

I understand that violations may result in suspension, repayment of funds, or termination of membership.

By checking all boxes, you acknowledge that you have read, understand, and agree to comply with this policy.

Acknowledgment Signature*

Date*

Approved by Board of Directors:

Matt Wilson - President
Stephen Barris - Vice President

Approval Date: October 30, 2025

Sin City Fire Department Sports
Treasurer@sincityfd.com