Page 7 - Managers Manual (V1)

3. FINANCIAL PROCESS AND PROCEDURES

3.1 Budget

• JAG Head Coach and Manager submits a coaching programme to HP Manager and
HPWG. This should include all training and competition dates
• Coaching programmes is reviewed and preliminary approval given
• Coaching programme is the budgeted using the excel sheet provided
• Coaching programme / budget is sent back to HPWG for final approval with costs
• Once a budget is approved it is given to both coach and manager and only
expenditure as detailed is permitted.

3.2 Player Contributions

• There is a consistent contribution every year, be it European or non-European year.
• Standard contributions for JAG Squads will be collected at €25 per session
• Once a training panel has been selected then a letter is distributed to these players
detailing total contribution and breakdown of phased payments, plus total cost of
planned activities. This letter to come from the High Performance Director/CEO.
• Managers submit a list of training panel and contact details to Catherine McManus,
Finance Administrator.
• Managers keep a detailed record of all monies collected and update CMcM on a
regular basis, (See Appendix 3)
• Payment can be made by: cash, cheque, credit/debit card, bank transfer, online.
• Monthly financial reports will be made available by CMcM. Ensure that the
information contained therein is recorded correctly, that there are no outstanding
items that should be accrued. Managers should ensure that programmes are within
budget. Overspends must be accounted for and explained.

3.3 General Team Expenditure

• Any expenditure not detailed on a team budget MUST be approved by HI office
before it is incurred. It is important that additional, unbudgeted costs are not
unexpected added to budgets and parental contributions at late notice
• Any pitch / room hire needs prior approval by HI and should be booked by the office.
• If any activity is cancelled please inform the office so we may avoid unnecessary
costs and can answer any direct queries to the office
• Please keep tracker sheets for all team expenditure and attach all receipts. (See
Appendix 4)
• Submit tracker sheets and expense claims on a regular basis so that the update on
your spends. Any manager requiring training on these should ask the HPD or HP
Board Director

3.3.1 Management

• Management Expenses are covered by each squad’s budget. It is important that
this allocation is set in the initial budget. Mileage is current paid at 0.20c per km
and managers should ensure that coaches and other staff submit these on a
regular basis so the budget can be tracked. Please discourage staff from waiting
to the end of the programme to claim.

3.3.2 Physiotherapy

This must be covered by the programme budget.

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