Athletic Event. Cash Procedures

Transcription

1 Athletic Event Cash Procedures

2 SECTION 2 ATHLETIC EVENT CASH PROCEEDURES MANUAL Tickets From an accounting and auditing viewpoint the use of coded or numbered tickets provides greater accuracy and accountability. Schools may either supply their own tickets or use Section 2 tickets, which can be ordered when requesting the Athletic Event Cash Receipt Voucher. Turning in Cash & Paperwork Athletic events at school facilities: 1. Mail Athletic Event Cash Receipt Voucher, check, Expense Claim Vouchers, Official s Vouchers and W-9 s (if required) to the Section 2 office 2. Deliver Athletic Event Cash Receipt Voucher, cash, Expense Claim Vouchers, Official s Vouchers and W-9 s (if required) to the Section 2 office 3. Request that Section 2 personnel pick up Athletic Event Cash Receipt Voucher, cash, Expense Claim Vouchers, Official s Vouchers and W-9 s (if required) at or after the event Athletic events at neutral or off school sites: 1. If using one location, Section 2 personnel will meet the sport coordinator or his/her designee at the facility, using a secure area to count cash, assist in the completion of the Athletic Event Cash Receipt Voucher, the transfer of cash, submission of Expense Claim Vouchers, Official s Vouchers and W-9 s (if required) 2. For multiple sites, designate one location for the sport coordinator or his/her designee to meet with Section 2 personnel to count cash, assist in the completion of the Athletic Event Cash Receipt Voucher, the transfer of cash, submission of Expense Claim Vouchers, Official s Vouchers and W-9 s (if required) 3. For multiple sites, if a secure area is not available at any of the sites the sport coordinator and Section 2 will agree on a location for the completion of the Athletic Event Cash Receipt Voucher, the transfer of cash, submission of Expense Claim Vouchers, Official s Vouchers and W-9 s (if required)

3 CASH HANDLING PROCEEDURES: Never flash cash in public view Never count cash in public view Always use a secure area to count cash Always have at least two individuals count the cash Primary and Secondary Cash Collectors count the cash and sign the Athletic Event Cash Receipt Voucher Section 2 personnel will count cash with the Primary Cash Collector Section 2 personnel will sign and date the Athletic Event Cash Receipt Voucher Section 2 personnel will prepare a deposit slip and deposit the cash ATHLETIC EVENT CASH RECEIPT VOUCHER: Forms are carbonized in triplicate and numbered Form(s) will be assigned to the school or sport coordinator for sectional semi final and final contests/events and regional contests See sample in appendix A SECTIONAL COMPETITION FINANCIAL REPORT: Two page form both pages must be completed See sample in appendix B REGIONAL COMPETITION FINANCIAL REPORT: Two page form both pages must be completed See sample in appendix C EXPENSE CLAIM VOUCHER: Must be completed by individual or facility representative requesting payment Site Chairperson or Sport Coordinator must verify accuracy and sign Detailed invoice/receipt must accompany voucher to support expenditure Submitted with the Sectional Competition Financial Report Submitted with the Regional Competition Financial Report Rates of pay for Sectional activities See sample in appendix D

4 CONTEST OFFICIALS CLAIM FORM: Must be completed by contest official Official or Site Chairperson or Sport Coordinator should complete the section for the Event, Contestants, Site, Date and Fee Site Chairperson or Sport Coordinator must verify accuracy and sign Submitted with the Sectional Competition Financial Report Submitted with the Regional Competition Financial Report See sample in appendix E W-9 Request for Taxpayer Identification Number and Certification: Must be completed by every individual and vendor who submits a Claim Voucher NOTE 1: W-9 should be submitted to the Section 2 office under separate cover NOTE 2: a new W-9 is not required each year once it is on file it is not required again See sample in appendix F SECTION 2 FINANCIAL ACCOUNT NUMBERS Sectional and regional account numbers by sport See sample in appendix G SECTION 2 STARTING BANK RECEIPT Carbonized form for issuance of starting bank cash Receipt for return of starting bank cash Signed by Section 2 personnel disbursing cash Signed by school personnel or Sport Coordinator receiving cash Signed by Section 2 personnel receiving cash back Signed by school personnel or Sport Coordinator returning cash See sample in appendix G SECTION 2 GAME RECEIPTS FORM Suggested form to assist school personnel or Site Chairperson/Sport Coordinator counting cash at each event See sample in appendix G

5 NYSPHSAA - Section 2 Athletic Event Cash Receipt Voucher No. XXX Appendix A White Copy summit with cash receipts Yellow Copy submit to the Section 2 Athletics Office within 24 hours of the event Pink Copy for the Site Chairperson/Sports Coordinator SAMPLE Date of Event: 5/27/14 Time: _3:30/5:30/8:00 Site of Event : _U-ALBANY County: _ALBANY Sport: LACROSSE Boys XX Girls Participants: _GREENWICH vs _GLENS FALLS ALBANY ACADEMY vs _QUEENSBURY NISKAYUNA vs SHENENDEHOWA Ticket Sellers: _JOHN GULA T-Shirt/Program Sellers: _JILL SMITH ANDREA O CONNOR MARY ANDERSON Box #1 Box #2 First Ticket Number Sold _ First Ticket Number Sold Last Ticket Number Sold _ Last Ticket Number Sold Number of Tickets Sold _1052 Number of Tickets Sold 203 (Last number minus first number +1) (Last number minus first number +1) # Tickets Sold times Price 6. _6312 (A) # Tickets Sold times Price (B) Income Other Than Gate Receipts Cash Reconciliation: # of T-Shirts Total # Tickets Sold Times Price (A+B) _ # of Programs Cash collected for Other Receipts (C) Total Other Than Gate Receipts _ (C) Ticket Sales + Other Receipts (A+B+C) _ Actual Cash Collected _ Overage Overage/Shortage (if any) Signature of Primary Cash Collector: ROBERT GULA Date: _5/27/14 Signature of Secondary Cash Collector: _ANDREA O CONNOR Date: _5/27/14 Cash Receipts Turned Over To: AL ROY on Date : 5/27/14 Signature of Person Receiving Cash: AL ROY For Section 2 Office Use Only: Amount Received: Cash Check Check # Date Deposited: Executive Director Signature: Revised: August, 2015

6 APPENDIX A EXPLANATION DATE OF EVENT: Date event/contest occurred TIME: Time event/contest started SITE OF EVENT: Location event/contest took place COUNTY: County in which the event/contest took place SPORT: Sport BOYS GIRLS Indicate if this is a boys or girls event/contest PARTICIPANTS: Name of schools competing. May list up to three contests TICKET SELLERS: Names of ticket sellers T-SHIRT/PROGRAM SELLERS Names of individuals selling t-shirts and programs BOX #1 & BOX #2: FIRST TICKET NUMBER SOLD Number of first ticket sold LAST TICKET NUMBER SOLD Number of last ticket sold NUMBER OF TICKETS SOLD Number of tickets sold (subtract first ticket number sold from last ticket number sold and add 1) NUMBER OF TICKETS SOLD TIMES PRICE (A & B) Number of tickets sold times price INCOME OTHER THAN GATE RECEIPTS: #OF Number of T-shirts sold; price of T-shirt; number of T-shirts sold multiplied by the price # OF Number of programs sold; price of program; number of programs sold multiplied by the price TOTAL OTHER THAN GATE RECEIPTS Add amount of T-shirts and programs sold CASH RECONCILIATION: TOTAL # TIKETS SOLD TIMES PRICE (A+B) Total of cash received from gate admissions CASH COLLECTED FOR OTHER RECEIPTS: Total of cash received from T-shirt & program sales TICKET SALES + OTHER RECEIPTS (A+B+C) Total of cash received from gate admissions + cash received from other sales ACTUAL CASH COLLECTED: Actual cash collected for gate admissions and other receipts OVERAGE/SHORTAGE (IF ANY): Amount of difference between actual cash receipts and receipts based on ticket sales, t-shirt and program sales SIGNATURE OF PRIMARY CASH COLLECTOR: Signature of individual collecting cash SIGNATURE OFSECONDARY CASH COLLECTOR: Signature of individual collecting cash DATE: Date of event CASH TURNED OVER TO: Name of section 2 personnel receiving cash from the event SIGNATURE OF PERSON RECEIVING CASH: Signature of section 2 personnel receiving cash from the event DATE: Date receipts turned over to section 2 personnel FOR SECTION2 OFFICE USE ONLY: AMOUNT RECEIVED: CASH CHECK CHECK # DATE DEPOSITED: Date cash deposited in bank EXECUTIVE DIRECTOR SIGNATURE: Signature of section 2 executive director WHITE COPY SUBMITTED WITH CASH RECEIPTS YELLOW COPY SUBMIT TO SECTION 2 OFFICE PINK COPY FOR THE SITE CHAIRPERSON/SPORT COORDINATOR

7 APPENDIX B Sport :LACROSSE, BOYS SECTION 2 SECTIONAL COMPETITION FINANCIAL REPORT SAMPLE Account Code:13 Site: UALBANY Date: 5/27/14 Site Chairperson: ROBERT GULA Contestants: 1 GREENWICH vs. GLENS FALLS 2 ALBANY ACADEMY vs. QUEENSBURY 3 NISKAYUNA vs. SHENENDEHOWA RECEIPTS: Number of Tickets Sold: _ Number of T-Shirts Sold: _ Number of Programs Sold: Other Receipts: ( ) Overage Overage/Shortage Total Receipts: EXPENSES: Announcer Athletic Trainer Contest Officials Custodial Service Police Scorers, Timers, Judges Site Chairperson Site Rental Spectator Supervision Ticket Supervision Other ( T-SHIRTS ) Other ( ) TOTAL EXPENSES NET PROFIT (LOSS) Signed: ROBERT GULA Date: 5/27/14 COMPLETE PAGE TWO OF THIS REPORT. VOUCHERS MUST BE SUBMITTED FOR ALL EXPENSES AS A RESULT OF SECTIONAL ACTIVITY. Revised 6/11/14

8 Pg. 2 INDIVIDUAL VOUCHER SUMMARY (PLEASE PRINT) Claimant Function Amount KENNETH ILLI ANNOUNCER ERICK KNIZEK TRAINER ROBERT GULA SITE CHAIR JOHN GULA TICKET SELLER 112 ANDREA O CONNOR TICKET SELLER JILL SMITH T-SHIRT SELLER MARY ANDERSON PROGRAM SELLER MICHAEL RIEDER OFFICIAL JOHN KEENAN OFFICIAL MARCO TOMASO OFFICIAL PATRICK CADIN OFFICIAL MICHAEL COLEMAN OFFICIAL PATRICK GUNNER OFFICIAL PHILIP BLANCHFIELD OFFICIAL MICHAEL DYER OFFICIAL MICHAEL CANALE OFFICIAL PLEASE SEND ALL PAPERWORK TO: Section 2 Athletics office Internal Control Officer 433 Broadway Suite 301 Saratoga Springs, NY 12866

9 APPENDIX B EXPLANATION SPORT: ACCOUNT CODE: SITE: DATE: SITE CHAIRPERSON: CONTESTANTS: RECEIPTS: NUMBER OF TICKETS NUMBER OF T-SHIRTS NUMBER OF PROGRAMS OTHER RECEIPTS: OVERAGE/SHORTAGE: TOTAL RECEIPTS: EXPENSES: Announcer Athletic trainer Contest Officials Custodial Service Police: Scores, Timers, Judges Site Chairperson Site Rental: Spectator Supervision: Ticket Supervision: Other ( ) Other ( ) TOTAL EXPENSES: NET PROFIT (LOSS) SIGNED: DATE: Sport Section 2 financial account number assigned to sport Location event/contest took place Date event/contest occurred Name of individual assigned as site chairperson Name of schools competing. May list up to three contests Number of tickets sold multiplied by the admission fee (same information as the Athletic Event Cash Receipt Voucher) Number of T-shirts sold multiplied by the selling price fee (same information as the Athletic Event Cash Receipt Voucher) Number of programs sold multiplied by the selling price (same information as the Athletic Event Cash Receipt Voucher) Indicate source of other income Amount of difference between actual cash receipts and receipts based on ticket sales, t-shirt and program sales Total of gate receipts, T-shirts sales, program sales, other income and overage/shortage Fee paid to announcer Fee paid to athletic trainer Fees paid to contest officials Fees paid to custodial staff (if not paid by school) Fee paid for police Fees paid to scores, timers, judges Fee paid to site chairperson Fees paid for rental of facilities Fee paid to spectator supervisor Fee paid to ticket supervisor Fees paid for other expense Fees paid for other expense Total of all expenses listed Total income minus total expenses Signature of site chairperson Date of event or completion of form ALL EXPENSES MUST BE LISTED ON PAGE 2 OF THE REPORT LISTING THE INDIVIDUAL S NAME THEIR FUNCTION AND THE AMOUNT CLAIMED. AMOUNT OF EXPENSE MUST BE IN ACCORDANCE WITH ESTABLISHED SECTION 2 RATES OF PAY OR CONTRACTED AMOUNT.

10 APPENDIX C Sport: Site: SECTION 2 REGIONAL COMPETITION FINANCIAL REPORT Account Code: Date: Site Chairperson: Contestants: 1 vs. 2 vs. 3 vs. RECEIPTS: Number of Tickets Number of T-Shirts Number of Programs Other Receipts: ( ) Overage/Shortage Total Receipts: EXPENSES: Announcer Athletic Trainer Contest Officials Custodial Service Police Scorers, Timers, Judges Site Chairperson Site Rental Spectator Supervision Ticket Supervision Other ( ) Other ( ) TOTAL EXPENSES NET PROFIT (LOSS) Signed: Date: COMPLETE PAGE TWO OF THIS REPORT. VOUCHERS MUST BE SUBMITTED FOR ALL EXPENSES AS A RESULT OF SECTIONAL ACTIVITY. Revised 6/11/14

11 Pg. 2 INDIVIDUAL VOUCHER SUMMARY (PLEASE PRINT) Claimant Function Amount PLEASE SEND ALL PAPERWORK TO: Section 2 Athletics office Internal Control Officer 433 Broadway Suite 301 Saratoga Springs, NY 12866

12 APPENDIX C EXPLANATION SPORT: ACCOUNT CODE: SITE: DATE: SITE CHAIRPERSON: CONTESTANTS: RECEIPTS: NUMBER OF TICKETS NUMBER OF T-SHIRTS NUMBER OF PROGRAMS OTHER RECEIPTS: OVERAGE/SHORTAGE: TOTAL RECEIPTS: EXPENSES: Announcer Athletic trainer Contest Officials Custodial Service Police: Scores, Timers, Judges Site Chairperson Site Rental: Spectator Supervision: Ticket Supervision: Other ( ) Other ( ) TOTAL EXPENSES: NET PROFIT (LOSS) SIGNED: DATE: Sport Section 2 financial account number assigned to sport Location event/contest took place Date event/contest occurred Name of individual assigned as site chairperson Name of schools competing. May list up to three contests Number of tickets sold multiplied by the admission fee (same information as the Athletic Event Cash Receipt Voucher) Number of T-shirts sold multiplied by the selling price fee (same information as the Athletic Event Cash Receipt Voucher) Number of programs sold multiplied by the selling price (same information as the Athletic Event Cash Receipt Voucher) Indicate source of other income Amount of difference between actual cash receipts and receipts based on ticket sales, t-shirt and program sales Total of gate receipts, T-shirts sales, program sales, other income and overage/shortage Fee paid to announcer Fee paid to athletic trainer Fees paid to contest officials Fees paid to custodial staff (if not paid by school) Fee paid for police Fees paid to scores, timers, judges Fee paid to site chairperson Fees paid for rental of facilities Fee paid to spectator supervisor Fee paid to ticket supervisor Fees paid for other expense Fees paid for other expense Total of all expenses listed Total income minus total expenses Signature of site chairperson Date of event or completion of form ALL EXPENSES MUST BE LISTED ON PAGE 2 OF THE REPORT LISTING THE INDIVIDUAL S NAME THEIR FUNCTION AND THE AMOUNT CLAIMED. AMOUNT OF EXPENSE MUST BE IN ACCORDANCE WITH ESTABLISHED SECTION 2 RATES OF PAY OR CONTRACTED AMOUNT.

13 APPENDIX D

14 APPENDIX D EXPLANATION PAYMENT REQUESTED BY: CHARGE TO: Acct# DATE: ITEM: TOTAL AMOUNT CLAIMED: CLAIMANT SIGNATURE: SITE CHAIRPERSON/SPORT COORDINATOR: INTERNAL CONTROL OFFICER: EXECUTIVE DIRECTOR: Printed name and address of claimant Sport Committee name Sport committee financial account number Date of claim Place X in appropriate item Amount of claim Signature of individual submitting claim form Signature of individual approving claim Signature of Section 2 Internal Control Officer approving claim Signature of Section 2 Executive Director

15 POST SEASON STAFFING AND FEE STRUCTURE AT THE DIRECTION OF THE AUDIT AND EXECUTIVE COMMITTEES FUNCTION FOOTBALL SOCCER, BOYS & GIRLS WRESTLING ICE HOCKEY BASKETBALL BOYS & GIRLS SWIMMING BOYS & GIRLS SITE CHAIR 16 HR 16 HR 16 HR 16 HR 16 HR 16 HR TICKET SELLERS 2 PER 16 HR 2 PER 16 HR 2 PER 16 HR 2 PER 16 HR 2 PER 16 HR 2 PER 16 HR CHAPERONES 6 PER GAME 6 PER NONE 5 PER GAME 3 PER HR HR 16 HR ANNOUNCER 25 PER 25 PER 125 PER 25 PER 25 PER NONE GAME GAME DAY GAME GAME SCORER/TIMER NONE NONE NONE NONE 1@35 PER NONE GAME 30 PER GAME TRAINER SECTION WILL PAY 100 PER GAME FOR SECTIONAL GAME IF SCHOOLS DO NOT HAVE A TRAINER SECTION WILL PAY 80 PER GAME FOR SECTIONAL GAME IF SCHOOLS DO NOT HAVE A TRAINER 400 SECTION WILL PAY 100 PER GAME FOR SECTIONAL GAME IF SCHOOLS DO NOT HAVE A TRAINER SECTION WILL PAY 80 PER GAME FOR SECTIONAL GAME IF SCHOOLS DO NOT HAVE A TRAINER NONE FUNCTION GYMNASTICS LACROSS BOYS & GIRLS BASEBALL SOFTBALL TRACK CROSS COUNTRY SITE CHAIR 16 HR 16 HR NONE NONE 16 HR NONE TICKET SELLER 2 PER 2 PER 2 PER GATE 2 PER 2 PER NONE 16 HR HR 16 HR 16 HR CHAPERONES NONE NONE NONE NONE NONE NONE ANNOUNCER PER 25 PER 25 PER 100 PER NONE GAME GAME GAME GAME SCORER/TIMER 100 NONE NONE NONE FAT 300 CONTRACT TRAINER 100 SECTION WILL PAY 100 PER GAME FOR SECTIONAL GAME IF SCHOOLS DO NOT HAVE A TRAINER SECTION WILL PAY 80 PER GAME FOR SECTIONAL GAME IF SCHOOLS DO NOT HAVE A TRAINER SECTION WILL PAY 80 PER GAME FOR SECTIONAL GAME IF SCHOOLS DO NOT HAVE A TRAINER OR 120 FOR MULTIPLE GAMES AT THE SAME SITE NOTE: THESE ARE MAXIMUM STAFFING LEVELS, HOWEVER SCHOOLS MAY STAFF LOWER AND PRIOR APPROVAL MUST BE OBTAINED TO EXCEED THESE MAXIMUM STAFFING LEVELS

16 RATES OF PAY FOR SECTIONAL ACTIVITIES AND COMPLETION OF CLAIM FORMS I. SECTIONAL/REGIONAL EVENT - The rate of pay for chaperones, ticket sellers, site chairpersons, etc. is per hour. II. POLICE - If police are required by the host school district, the rate of pay will be the rate established by the host school district for such services at regular school activities. If police are requested by a contracted facility, the rate of pay will be the rate of that locality. III. CUSTODIAL - Custodial personnel shall be paid at the rate, which is currently in effect in the school district, which hosts the sectional/regional activity. Sport coordinators should be certain that payments authorized for custodians, do not represent double payment. In order to avoid this problem, a letter from the school district to the Executive Director should authorize direct payment to the individuals. IV. TICKETS - From an accounting and auditing viewpoint the use of coded or numbered tickets provides greater accuracy and accountability. Section 2 has an adequate supply of tickets for all of its activities. A school district may supply tickets for events held at the school if they so desire. Purchasing of tickets by a coordinator or site chairperson is not permitted. V. OFFICIALS - Officials shall be paid in accordance with the agreement between Section 2 and the respective officials organizations. VI. MILEAGE - Coordinators may charge mileage for travel on official Section 2 business including state committee meetings. Mileage may not be claimed for travel to an Athletic Council meeting. Only game officials may be reimbursed for travel. Chaperones, ticket sales personnel, police, custodial, site chairpersons, etc. may not be reimbursed for travel. VII. MISCELLANEOUS - For any services or supplies, which are required in connection with sectional/regional activities, site coordinators/sport coordinators are to contact the Section 2 office, who will obtain the required supplies through approved vendors. The sport coordinator will submit an Expense Claim Voucher and detailed receipt/voucher authorizing the expenditure which will be paid by the Section 2 office. When a sports coordinator appoints or designates a site chairperson, such coordinator must brief the chairperson on the importance of complete and accurate records. In order for a site chairperson to be reimbursed, the following duties must be completed. Revised 9/23/13 1. Vouchers from officials must be completed and signed by the claimant and the site chairperson/sport coordinator. 2. Where admission is charged, and where supervisory, security or custodial fees are charged, vouchers for all personnel must be complete and signed by the claimant and the site chairperson/sport coordinator. 3. Where admission is charged, the financial report must be completed, both page one and page two. 4. Where admission is charged, the gate receipts will be accounted for by using the Athletic Event Cash Receipt Voucher. Cash handling procedures must be followed. A SITE CHAIRPERSON/SPORTCOORDINATOR MAY NOT MAKE CASH PAYMENTS FROM GATE RECEIPTS. If any situation is not addressed above, please call the Executive Director.

17 SECTION 2 OF THE NEW YORK STATE PUBLIC HIGH SCHOOL ATHLETIC ASSOCIATION 433 Broadway Suite 303 Saratoga Springs, NY (518) (518) (fax) section2athletics@gmail.com twitter@sect2athletics Athletic Director and Principal Expense Claim Voucher Policy The Section 2 Audit Committee established the following policy regarding Athletic Directors and Principals at its meeting on November 18, 2015: Athletic Directors and Principals are not eligible to submit an Expense Claim Voucher as Site Chair or Chaperone for a contest that his/her school is participating in at his/her facility. Athletic Directors are eligible to submit an Expense Claim Voucher as Site Chair for a Sectional contest(s) that is being hosted by his/her facility as a neutral site. Principals are permitted to submit an Expense Claim Voucher as Site Chair or Chaperone for a Sectional contest(s) that is being hosted by his/her facility as a neutral site. PRESIDENT 2 ND VICE PRESIDENT EXECUTIVE DIRECTOR CENTRAL COMMITTEE MODIFIED COMMITTEE NICK FITZGERALD JOSEPH SAPIENZA WAYNE BERTRAND PETER BEDNAREK JAMES SCHLEGEL KATHLEEN RYAN 1 ST VICE PRESIDENT INTERNAL CONTROL OFFICER SECRETARY EDWARD DOPP PAST PRESIDENT CHRISTOPHER CULNAN AL ROY RISË VAN IDERSTINE RYAN SHERMAN JAMIAN ROCKHILL

18 APPENDIX E

19 APPENDIX E EXPLANATION PAYMENT REQUESTED BY: CHARGE TO: Acct# DATE: PLEASE CIRCLE: EVENT: REGULAR FEE: TRAVEL: TOTAL: OFFICIAL S SIGNATURE: SITE CHAIRPERSON/SPORT COORDINATOR: INTERNAL CONTROL OFFICER: EXECUTIVE DIRECTOR: Printed name and address of official Sport Committee name Sport committee financial account number Date of claim Circle Sectional or Regional contest List class, level (quarter, semi, final) Opponents; site and date of contest Appropriate fee Amount of travel allowance Total of claim Signature of individual submitting claim form Signature of individual approving claim Signature of Section 2 Internal Control Officer approving claim Signature of Section 2 Executive Director

20 APPENDIX F

21 APPENDIX F EXPLANATION W9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION NAME: BUSINESS NAME: CHECK APPROPRIATE BOX ADDRESS; CITY; STATE; ZIP TAXPAYER IDENTIFICATION NUMBER CERTIFICATION: Printed name of claimant - individual Printed name of claimant business Boxes indicating appropriate tax status Address of claimant Claimant s tax identification number individual SSN Claimant s tax identification number business TIN Signature of claimant and date signed

22 Please complete the W-9 form and return to: Al Roy Internal Control Officer Section 2 of the NYSPHSAA, Inc. 433 Broadway Suite 301 Saratoga Springs, N. Y Failure to complete and return the W-9 form in a timely manner may delay payment for sectional contests worked. The W-9 form contains your personnel information including social security number and should not be left with the voucher. Please return under separate cover to the above address for your indentity protection. Thank you, Wayne Bertrand, CAA Executive Director Section 2 of the NYSPHSAA, Inc.

23 TEAM TRAVEL/LODGING POLICY Section 2 will provide transportation for Sectional Champions to travel to Regional and State competitions under the following guidelines: Section 2 provides transportation to Regional and State competitions held outside the boundaries of Section 2. Transportation will not be provided for contests held in Section 2. Section 2 will provide transportation at its expense via an arraignment with an independent travel agency. Each sport has an approved number that are permitted to travel on Section 2 provided transportation. Only participants and related school personnel are provided transportation. Parents, friends, relatives, boosters, etc. are not permitted to travel on the team bus. A travel manifest of all persons, including name and function must be provided to the transportation company and the Section 2 Internal Control Officer. The team s representative will provide a copy of the manifest to the bus driver at the time of departure. A Post Sectional Competition form is to be completed by the sport coordinator and athletic administrator, submitted to and approved by the Internal Control Officer as soon as possible after the school is crowned as Sectional Champion. Arrangements will be made with the contracted company by the sport coordinator with the approval of the Internal Control Officer. The athletic administrator of the traveling school will finalize details of the trip, time of departure, departure location and bus inspection, if required by the school district, etc with the representative of the transportation company. Departure times from the school will be the time of day necessary to allow the team to arrive at least two (2) hours prior to the scheduled time of the contest. The time of the contest and the distance from the school will be considered when determining whether or not a team needs lodging the night prior to the contest. Room rates are based on four (4) athletes and two (2) coaches to a room. Overnight lodging will not be provided by Section 2 for schools that want to travel the day before the scheduled contest in order to attend banquets, dinners or practice. Section 2 will not pay for any ancillary room charges. Teams will return home following their contest. Teams that travel to State competitions that require two (2) days to complete will be provided lodging based on the time of the contest and distance from the school. Arrangements for lodging due to inclement weather will be reviewed and approved or denied based on circumstances by the Internal Control Officer in consultation with the Executive Director. Section 2 will not provide reimbursement for any meals. A school may, at its own expense, travel to and obtain lodging at the contest site at a time other than what is approved by Section 2. If a school district elects to provide its own transportation to post sectional competition, the district will be reimbursed, if requested at the NYSPHSAA rate of 1.60 per mile per the transportation chart.

24 For the sport of Outdoor Track Section 2 will NOT provide transportation or lodging at State competition. Schools will be responsible for the transportation and lodging of their athletes.

25 APPENDIX G SECTION 2 FINANCIAL ACCOUNT NUMBERS SECTIONAL ACCOUNT # ACTIVITY 01 EXECUTIVE 02 BASEBALL 03 BASKETBALL (B) 04 BASKETBALL (G) 05 BOWLING (B & G) 06 CROSS COUNTRY 07 FOOTBALL 08 FIELD HOCKEY 09 GOLF (B) 10 GYMNASTICS (B) 11 GYMNASTICS (G) 12 ICE HOCKEY 13 LACROSSE (B) 14 SKIING (B & G) 15 SOCCER (B) 16 SOCCER (G) 17 SOFTBALL 18 SWIMMING (B) 19 SWIMMING (G) 20 RIFLERY 21 TENNIS (B) 22 TENNIS (G) 23 MISCELLANEOUS 24 TRACK (B & G) 25 INDOOR TRACK (B & G) 26 VOLLEYBALL (G) 27 WRESTLING 28 MODIFIED (B & G) 29 VOLLEYBALL (B) 30 EXCEPTIONAL SENIOR FOOTBALL 31 REGIONAL ACTIVITIES 32 LACROSSE (G) 33 GOLF (G) 34 CHEERLEADING

26 APPENDIX G STARTING BANK RECEIPT SPORT: COORDINATOR: DATE: SITE(S): 1'S 5"S 10'S TOTAL DISBURSED BY: RECEIVED BY: STARTING BANK RETURN DATE: AMOUNT: RETURNED BY: RECEIVED BY:

27 APPENDIX G GAME RECEIPTS DATE: CLASS: SITE: SCHOOLS: STARTING BANK 1'S 5'S 10'S - TOTAL RECEIPTS LARGE 20'S 10'S 5'S 1'S COIN - TOTAL MINUS STARTING BANK NET PROFIT