A minimum balance of $50 per player must be kept in the team account at all times. This will ensure timely payment of tournament registrations and reimbursements. It will also help ensure that you will keep a positive cash flow in the team account.
Bank Information and Team Account: The Club Treasurer will work with the Club Bookkeeper to establish each new team’s account with our bank, Washington Trust Bank. In the event of a new account, or in the event of a new team treasurer for an existing team, the club will need signatures and legal name/address information for the Treasurer.
Soon after the first of the month, you will receive via e-mail, a copy of your team account’s bank statement. This should be used to reconcile the team account and a PDF copy of the reconciled team tracking sheet needs to be sent to the Club and one to each player family, (if a statement has not been sent for more than 30 days).
Player Accounts: It is necessary to track receivables and payables per player on the team. Shadow’s Team Tracking Sheet MUST be used in order to communicate a team’s financial status. Whenever a copy of the tracking sheet is sent to the team, a copy should be sent to the Club as well.
Receivables: When receiving payments from the team members, it is vital that the payment information is recorded toward their account. It will be most useful to record the player’s name, check number, and the amount on the deposit slip (in the event a family challenges a payment after the fact). DO NOT accept cash payments!
Payables: The treasurer will ultimately be responsible for the writing of all checks payable to the coach, team manager, tournament, or club for reimbursement. Each expense is to be divided equally among all rostered players (and any guest players) and collected prior to the event, when applicable.
Sponsorship Funds: If funds from a sponsor are received by the Club, they are allocated as a payment of Club dues. If the amount received is in excess of the Club dues owed, those funds are then eligible to be transferred to the team account to help pay for a player’s team expenses. It is the player’s responsibility to communicate with the Club Bookkeeper regarding the status of funds for transfer. Once that is established, the player is to notify their Team Treasurer. The Team Treasurer will then send the Club Bookkeeper an email (cc’ing the player) requesting funds be transferred into the team account to cover that expense.
Shadow E-mail and Texting Policy: Shadow asks that players and parents communicate directly to coaches about practices, questions, or concerns. Players and parents are expected to work directly with their Team Manager and Team Treasurer about game schedules, travel plans, etc. And, in doing so, we ask that all remember our Club’s email and texting policy: it should only be used to communicate information; not be used to raise or answer questions of concern, offer up opinions, nor engage in written dialogue. Proper use of e-mail and texting is expected at all times.
Through Club-wide and team-specific emails, Shadow player and family e-mail addresses are often listed in group address blocks. Shadow regards all email addresses and personal registration information as private and confidential. Shadow Team Managers, Treasurers and Coaches are entrusted with this personal information to handle Shadow team business only. Please DO NOT share e-mail or contact information with anyone outside of the team you serve. We DO NOT forward information to our teams about events, promotions or organizations outside of Shadow! We use our Shadow Review e-newsletter and website to inform our members of soccer events and opportunities outside of our club.
Use of Shadow e-mail addresses by players or parents for non-soccer related e-mails (political campaigns, religious messages, forwarded messages, etc.) is strongly discouraged. Shadow does not share or sell this information with other organizations.