Expenses Reimbursement

Expenses are reimbursed when legal contractors, working with GO Kickball, pay for costs associated with doing business out of pocket. Those costs can either be reimbursed or expensed to the market. All expenses are submitted on an Expense Report via email or mail accompanied with receipts. The Expense Report Template (Appendix III) can be found under the ‘Finance’ section as well as Examples A and B showing how expenses are reported.

For large, established markets, if the cost is a large out-of-pocket expense, i.e. field fees, you have the option of being reimbursed immediately. New markets pay their own expenses and GKB will reimburse 50% of them until the season is a ‘playing’ season. Most small expenses are accumulated and reimbursed at the end of the season. A good example of a cost that would be immediately reimbursed and expensed to the market is the cost of printing door hangers and fliers. Many Market Directors will choose to pay the cost up front and submit the receipt, along with an Expense Report.

The expense report is an Excel file that must be completed by the Market Director and submitted to GO Kickball via email with receipts attached or by mail with original receipts. Receipts are needed and kept on file in case of an IRS audit. GO Kickball will then account for the expense to the market and a payment thru bill.com will be processed to pay on the next pay cycle (the 15th and last business day of each month). This is one of the many ways that GO Kickball ensures that there is no monetary investment undertaken by the Market Director.

Some costs may be allocated to the market’s financial statements. Costs such as these are accounted for, and then paid out at the end of the season. An example of a cost such as this is the compensation for Field Referees. Their hours/games are accounted for and then paid at the end of the season from the market’s net profit.

Note:

Bill.com (who GKB pays through electronically) charges $2.00 per payee per transaction which in turn is allocated to the respective market. Therefore, if you have small reimbursable expenses, it might be to your advantage to accumulate expenses before submitting an expense report.