Competitive Team Treasurer Duties
Player Registration
1) The team Manager will provide a check, to the Treasurer, for each player that was accompanied with the
registration forms. Checks should be made out to the team account (i.e. Blitz 00 Girls Red, Blitz 02 Boys,
etc…)
2) Initial Check amount (for each player) should include the following:
a. Registration Fee: $155
b. Field Fee: $60
c. July Dues: $85 (D level Coach) - $87 (C level Coach) - $89 (B level Coach) - $91 (A level coach)
Monthly dues is strictly based on the coaching license level of the team Coach
3) Treasurer will need to maintain an Invoicing system for all players on the team. (If not familiar with any
type of Invoicing system, you can utilize the Excel document found under INVOICING for tracking)
4) The Treasurer will need to write two checks from the team account to cover the registration fees and field
fees per player. Checks should be made out to: Blitz United Soccer Club and the memo section should be
noted what the check denotes payment for.
5) Treasurer will need to provide the team manager with the checks to cover all players for their completed
registration forms and the Manager will provide both checks from the team, for the group of registration
forms, to the club Registrar or Wilbert Maximore.
Player Tracking
Player Tracking.xls
1. The Manager should provide the above-mentioned Player Tracking document to the Treasurer so the
Invoicing can be updated with the Contact and Player Information.
Invoicing
1. Each player should have a separate Invoice created to identify, at a glance, what each family owes
and/or what each family has already paid for.
2. Method of each payment by family is stored on each Invoice as well as their check number and amount
paid.
3. Treasurer should describe on each line of the Invoicing what they are billing for and the amount.
4. Questions on the Excel document for the Invoicing can be directed to Casey Byrd.
2013 Invoice
Template.xls
Competitive Team Treasurer Duties
Monthly Payments
1) Treasurer should begin notifying parents of the upcoming monthly dues, at minimum, the last week of the
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month for the following month dues.
Monthly dues should include any upcoming tournament or league registration fees that will need to be
paid, coach hotel accommodations and/or the coach per diem for any upcoming tournaments the following
month. (See Tournaments and League Play to determine how to calculate costs per player)
Monthly Training dues are considered late after the 5th of each month. Any player payment received after
the 5th of each month should be charged a $10 late fee to their account which will be applied to the general
fund of the team account.
On the 5th of each month or before the 10th, Blitz United Soccer Club and the team coach should be paid
their monthly training dues per player. (With the exception of any approved scholarship players – to be
determined by coach)
Treasurers will receive a notification in July from Wilbert Maximore to advise on what he club payment
should be. The club payment is a set monthly payment that is due monthly regardless of how many players
are rostered on your team. 8v8 teams pay a separate SET amount and 11v11 teams pay a separate SET
amount for the year.
Competitive year runs from June through May. Treasurers collect player coaching dues one month in
advance which means, the 1st month dues collected at tryouts in the end of May is actually the 1st month
club and coach payment for July. The Treasurer will pay the club and coach the team first month dues on
July 5th. (**NOTE** the monthly dues listed on the individual payment commitment only covers Club and
Coaches fees.)
The monthly Club payment should be mailed to the following address:
Blitz United Soccer Club
P.O. Box 471077
Tulsa, OK. 74147-1077
Club Check should be made payable to: Blitz United Soccer Club
Coach Check should be made payable to the coach and either delivered in-person or by mail by the 5th of
each month.
It is imperative that the club and the coach is paid each and every month of their team fees. If the
Treasurer neglects to pay the club or coaching dues, it affects you personally. Your child will be reported as
delinquent as of May 25th if the Treasurer has not paid all of the team fees to Club and Coach.
Competitive Team Treasurer Duties
Scholarship Players
1) Any family requesting a scholarship will be required to complete a Grant form (contact Wilbert Maximore
for this form) and the form should be provided to the team Treasurer.
2) The team Treasurer should work directly with the coach to determine if the scholarship can be granted.
3) If a player is deemed to be a scholarship player, the coach will advise the Treasurer as to how much the
scholarship player will be required to pay each month. (A minimum of $40 should be collected from each
scholarship player to cover the monthly club required expenses)
4) The Team Treasurer will notify the Scholarship player(s) of their approved scholarship status as well as
advise that as a scholarship player, the parents are REQUIRED to participate in the following:
a. ALL fundraising performed by the team;
b. ALL tournament registrations, stipend and coach hotel accommodations;
c. ALL requests for Volunteers for Blitz sponsored functions
League Play
1) The team Manager and Treasurer should work with the coach to determine which league the team will play
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in, Green Country or OPL (Oklahoma Premier League). Teams do not pay any additional fees in order to
play in the Green Country League but must pay for the OPL league.
If the coach decides on Green Country, no further action is required from the Treasurer until the schedule is
released with the game locations. (See Coach Stipend)
If the coach decides on OPL, the Manager will identify the application fees required and any bond amount
and provide the information to the team Treasurer.
Treasurer should divide the total amount of the fee(s) amongst the total number of players (including any
scholarship) to determine the additional league amount that players will need to pay for the league.
The OPL cost varies by age group and depends on how many teams get accepted to play within that
division.
Coach Stipend
1) The coach is paid a stipend (per diem) for all out of town tournaments and league games, to help cover
coach expenses such as food, gas, rental car, etc… The coach stipend is collected as follows:
a. League game day stipend for all OPL and GCSA games: $75.00 for a per day trip
b. 50 to 150 miles $175.00 for the weekend, plus hotel accommodations
c. 151 to 300 miles $ 200.00 for the weekend, plus hotel accommodations
Competitive Team Treasurer Duties
Tournaments
1) The Treasurer should work directly with the team Manager to understand which tournaments the coach
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has decided to play in within that season.
The Manager will provide a list of the Tournaments to the Treasurer and/or will provide the cost for each
particular tournament. If the manager does not provide the Treasurer with the registration fee for the
tournaments selected, the Treasurer will need to go online to the particular tournament to identify the
team registration fee for pre-collecting purposes.
Once the registration fee is determined for the team, the coach per diem and hotel accommodations
should be calculated as a total prior to dividing equally amongst the team.
Hotel Accommodations should be estimated when totaling up the amount due for an out of town
tournament by estimating $120 per night. (Check with the Manager on Comp or discounted rate for coach)
Treasurer can utilize the below embedded Excel file to determine estimated costs for the families.
Once the tournament registration fee, per diem/stipend and hotel accommodation amounts have been
totaled, the Treasurer should divide the total amount amongst the number of players on the team to
determine the total cost per player. (**NOTE** Tournament registration fees must be collected at least
the month preceding the tournament date however, you can divide the total amount due (including the
hotel and stipend) if necessary for parents so they are only paying the registration in one payment and the
stipend and hotel in another payment – the month of the tournament)
The team Manager must apply for all tournaments prior to the tournament registration deadline. This
means that the tournament registration fee must be collected prior to the deadline. The Manager and
Treasurer will need to work together to identify the registration deadline so the Treasurer will know when
the registration fees need to be collected for that particular tournament.
Once the Manager applies for the tournament, they will have to pay one of two ways: Check by Mail, ECheck or Credit Card. The Manager will make every effort to do an e-check or mail a check but there are
times that tournaments will only accept credit card. If that is the case, the Manager will apply with their
personal credit card and will provide the Treasurer the registration Invoice. The Treasurer will need to
write a check for the amount of the registration back to the team Manager – IF THAT HAPPENS. Otherwise,
the Manager will provide a confirmation page showing the tournament application confirmation with the
amount to be paid and where to send it. The Treasurer must send a check to the tournament, as indicated
on the confirmation page, as soon as possible after the registration is completed. (If the Manager applies
via e-check, they will contact the Treasurer right away to obtain the checking account information to be
used for the e-check as well as for tracking purposes on the check register)
Treasurer should contact the hotel to make payment arrangements for the coach hotel. Most hotels no
longer accept checks; however, they will allow you to mail the check in advance to cover the room.
Treasurer will need to provide the coach his per diem check, one week prior to attending a tournament.
Blitz Team Tourney
Expense Estimate.xls
Competitive Team Treasurer Duties
Indoor – Winter I and/or Winter II Sessions
1) In October, the Manager will double check with the coach on whether the team will play either session of
Indoor or both.
2) If team will play, Manager will advise the Treasurer that the team will be playing in the Indoor session as
well as notify the Treasurer of the deadline for team entry.
3) If Indoor is optional, the Manager will identify all players interested and provide their information to the
team Treasurer so the Treasurer can collect the monies due for Indoor. Indoor is NOT included as part of
the monthly dues.
4) The team Treasurer will be responsible for identifying the total amount due based on the number of players
that will play Indoor. (PLEASE NOTE: Referee fees are NOT included in the registration fee as shown on
the SoccerCity website. Treasurers will need to calculate the Ref fees per game and multiply by the
number of games played to determine the actual total Indoor amount)
5) Referee fees have previously been $9 per game for a total of 8 games ($72 total)
6) Prior to the team registration deadline, the Manager will need to obtain the registration fee check from the
Treasurer.
7) Only the SoccerCity team registration fee is required at the time of application for Indoor. Referee fees
must be paid directly to the Ref prior to the beginning of EACH game. Ref fees are only payable in CASH.
This means that the Treasurer can do one of two things:
i. Pay $9 cash at each Indoor game and apply a $9 credit to your player Invoice
ii. Keep a total of $72 CASH out of your bank deposit to be used for Ref fees
8) The easiest and most efficient way of handling the Indoor Referee fees is just to pay the $9 per game and
ensure you document on your child’s’ invoice the date and the amount of each payment made to the
Referee and document it as a Payment/credit to your Invoice each time.
Miscellaneous Duties
1) As the Treasurer, you are completely responsible for managing the budget and balancing the checkbook
with the bank records as soon as the bank statement comes in each month.
2) The Treasurer will work with the Manager and the Team Social Coordinator to collect for and pay bills
associated with any parties for the team. (I.e. Christmas, end of year, pizza party at tournaments, etc…)
End of Season Responsibilities
1) At the end of April, the Treasurer should review player Invoices to determine if there are any players
that have outstanding payments due. If so, it is the Treasurers’ sole responsibility to provide the player
name, contact information and amount that they are delinquent into Wilbert. It is IMPERATIVE that
Wilbert receive this information on or before May 10th of each year. If they are not reported, your
team cannot go back to collect from those players that were not reported with delinquency.
2) NO REFUNDS SHOULD BE GIVEN AT THE END OF THE YEAR. If the team does not form, the bank books
and records should be turned into the club. Any funds in the account at that time will go to the club to
help cover scholarship costs.
Competitive Team Treasurer Duties
HAVE FUN!! This is not as hard or time consuming as it sounds. You will have a great time getting to
know the players and parents. Any time you need help, just yell! There are other Treasurers that would
be happy to give you guidance and suggestions, your team manager may know the answer, the Blitz
United treasurer is a good source and WILBERT knows everything about this club.
QUESTIONS?? Competitive Contact Information
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Executive Director of Coaching (EDOC): Wilbert Maximore (918) 695-0000 or doc@blitzunited.org
Director of Coaching: Robbie Mitchell (918) 691-7404 or adoc@blitzunited.org
Club Notary: Casey Byrd (918) 629-0988 or nclbyrd@yahoo.com
Tulsa United Soccer Club: (918) 665-2870 or Fax (918)665-2859 or tusc@tulsaunitedsoccerclub.com
a. 9726 E. 42nd St. Ste 147 (TechRidge Office Park –Osage Building right off of Mingo on 42nd Street,
it’s the first building on your right)
Oklahoma Premier League: (405) 286-0488 or sandy@oksoccer.com
a. Local Offices: 9820 E. 41st St. Ste. 115 (918)627-2663 (TechRidge Office Park –Blaine Building right
off Mingo on 41st Street, it’s the first building on your right)
b. OKC Office & where to mail game forms: 4520 Old Farm Road OKC, OK. 73162
FOR ANY QUESTIONS NOT COVERED ON THIS DOCUMENT, CONTACT WILBERT MAXIMORE at
(918) 695-0000…DO NOT CONTACT GCSA WITH ANY QUESTIONS UNLESS YOU HAVE ALREADY SPOKEN
WITH WILBERT!!