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5.0 FINANCIAL POLICIES AND PROCEDURES
Return to Bylaws index STAC Expense form(2008);
Current Auditors Report
5.3 Financial Statement and Budget Control Policy
5.8 Support Guidelines - Provincially Sanctioned Races
5.9 Support Guidelines - General Out-of-Province Travel
5.0 FINANCIAL POLICIES AND PROCEDURES (see section 9 of Bylaw 1)
5.1 Fiscal Year (See 9.1 in Bylaws)
The fiscal year of the Saskatchewan Triathlon Association Corporation is January 1 to December 31.
The signing authorities of the Saskatchewan Triathlon Association Corporation operations bank account shall be any two of the following: the President, Treasurer and Secretary.
5.3 Financial Statement and Budget Control Policy
Financial statements and budgets will be drawn up by the President and Treasurer jointly. Presentations to the membership and/or Board of Directors will be made by the Treasurer.
5.4.1The day to day accounting of the Saskatchewan Triathlon Association Corporation shall be the Responsibility of the Treasurer. Day-to-day accounting refers to writing cheques, making bank deposits, writing receipts, keeping ledgers.
5.4.2 The Treasurer's action will be monitored on a regular basis by the Executive.
The membership shall appoint the Auditors at the Annual General Meeting.
5.6.1 Long distance telephone bills are to be submitted to the Provincial office at the month end by each Board member for all their calls, and any calls for their committee members.
Board members responsible for a committee are required to collect telephone bills from each committee member and provide a copy of these bills, attach them to an expense form and submit them to the provincial office at the end of the month.
The Board of Director liaison must sign the form at the bottom to authorize payment for an expense relating to his/her committee.
Proper completion of the expense claim includes attaching actual receipts.
The following regulations will apply to all individuals and contingencies whose travel expenses are funded by Saskatchewan Triathlon Association Corporation.
5.6.2.1 Travel expense claims will only be honored if submitted in proper form with verification in the form of receipts, to the Provincial Office. Expense forms will be provided.
5.6.2.2 A travel advance will be requested by the manager of a traveling team. The granting of such request will be left to the discretion of the Executive Director.
5.6.2.3 Air fare may be pre-arranged through the Provincial Office; however, the air ticket receipt must accompany the travel claim.
5.6.2.4 The individual is responsible for all expenses incurred and no accounts may be charged to the Saskatchewan Triathlon Association Corporation Provincial Office unless specifically authorized by the Executive Director.
5.6.2.5 A receipt must accompany each item claimed.
5.6.2.6 Payment of hotel accommodations will be made on the basis of the most economical rate available, commensurate with the function. Where feasible, the claimant is requested to share accommodation expenses.
5.6.2.7 Travel claims must be filed in proper form with the Saskatchewan Triathlon Association Corporation Provincial Office within seven days of the claimant's return home.
5.6.2.8 Where so designated by the Executive, a "report of the event" must be filed with the travel expense claim.
5.6.2.9 The Saskatchewan Triathlon Association Corporation Provincial Office reserves the right to reduce or delete amounts claimed if felt to be excessive or unwarranted.
* The Treasurer reserves the right not to pay a bill should this policy no be adhered to.
** The Board of Directors liaison must sign the form to authorize payment.
5.6.3 Saskatchewan Triathlon Association Incorporated - Expense form
5.7.1 The mileage rate shall be $0.25 a kilometer. Car pooling is required.
5.7.2 Sustenance rates are as follows: Breakfast -$4.00 Lunch -$6.00 Dinner -$9.00
5.7.3 Billeting is recommended in the event that it is necessary to stay in a hotel/motel, individuals will be required to share accommodation if this opportunity is available.
Should the individuals choose to stay on their own the individually shall be reimbursed one half the double room rate.
5.8 Support Guidelines - Provincially Sanctioned Races
Meals, accommodation, travel as per STAC Board of Director Guidelines. ($0.25/km, $36.00/night maximum, $19.00/day meals maximum supported with receipts.)
Honoraria $25.00 per day
Mileage paid at $0.25/kilometer return from home of car owner, (for local vehicles only).
5.9 Support Guidelines - General Out-of-Province Travel
Subject to confirmation - each race:
5.9.1Travel - Full support for air travel and rented ground transportation - Personal vehicles preferred - mileage paid as follows:
$0.10/km one or two people per vehicle $0.13/km three or more people per vehicle (people in vehicle must be named to team to count.)
5.9.2Accommodation - Full support for accommodation. People are expected to stay three or more per room, and stay at reasonably priced hotels/motels. ($15/person/night)
5.9.3 Entry Fees - athletes responsibility
5.9.4 Meals - Paid for 'team leader' only subject to $15.00/day limit. Athletes to collect all receipts for self-help.
5.9.5 Honoraria - for non-racing ' team leaders'$10/night.
5.9.6 Prize Money - We are not funding people so that they can go out-of-province to simply earn money. One-half of cash prizes to be collected by Team Leader and split equally by people in the same race.
5.9.7 Saskatchewan Triathlon Association Corporation
OUT-OF-PROVINCE TRAVEL - FINANCIAL REPORT use STAC Expense form(2008)
The salary of the Executive Director shall correspond to that as provided by Sask Sport in agreement with Executive Committee and Executive Director. Expenses shall also be included as provided by Sask Sport and shall be subject to review upon request of the Treasurer. The Saskatchewan Triathlon Association Corporation, through the Executive Committee, can authorize a supplement to this salary if it is felt that it is warranted.
The Technical Director's salary shall correspond to that as provided by Culture and Recreation and in agreement with the Executive Committee and the Technical Director. Expenses shall be as that determined by Saskatchewan Triathlon Association Corporation and shall be subject to review by the Treasurer. The Saskatchewan Triathlon Association Corporation, through the Executive Committee, can authorize a supplement to this salary if it feels that it is warranted.
The Elite Coach salary shall correspond to that as provided by Culture and Recreation in agreement with the Sask First Committee, Saskatchewan Triathlon Association Corporation Executive Committee, and the Elite Coach. Expenses shall be as that determined by Saskatchewan Triathlon Association Corporation and shall be subject to review by the Treasurer. Additional salary may be provided to the Elite Coach by the sponsoring club.
For volunteers of the Saskatchewan Triathlon Association Corporation, whose services are required or requested by a club, province, school or association, the payment of an honorarium for services rendered is not a prerequisite. The payment of any honorarium shall be negotiated between the three parties to their mutual satisfaction.
Sustenance will be paid to a maximum of $19.00 per day, using the following:
Breakfast -$4.00 Lunch -$6.00 Dinner -$9.00
All staff will receive $0.25 per kilometer. Mileage will be paid only from point to point, no claims will be made for in-town travel.
Other expenses may occur but must be accompanied by receipts and must be approved by either the Executive Director or by the Executive Committee.
5.12Saskatchewan Triathlon Association Corporation Advertising Policy
The Saskatchewan Triathlon Association Corporation publishes this newsletter four times per year. It acts as a technical magazine, an update on "triathlon happenings" around the province, a communication medium, an information package on services offered by Saskatchewan Triathlon Association Corporation and it can act as an effective advertising medium for you.
In order to improve the quality and quantity (4 times per year) of the newsletter, the Saskatchewan Triathlon Association Corporation requires additional funding. It is hoped that through your advertising we can be of mutual benefit to each other. Your advertising dollars will assist triathlon through increased quality and quantity of circulation. Our advertisement and encouragement of your products will help in your business.
The STAC Newsletter has a circulation of approximately 500 that includes the press, the Department of Parks, Recreation, and Culture and every Triathlon club in the province.
Our advertisement rates are as indicated below:
ONE ISSUE SIZE Full Page $110.00 : Page $ 75.00 : Page $ 50.00
