Reimbursement Policy

Badgerland Softball League Player Account Reimbursement Policy

This reimbursement policy describes the process in which players requesting reimbursement of monies spent on items in accordance to Badgerland Softball League ByLaws Article 18.

Reimburseable Expenses

Player/team accounts must be used in service to Badgerland Softball League's mission and in compliance with federal/state tax regulations. Examples include: 

    • Registration Fees
    • Team Jerseys and uniforms
    • Hotel Stipends
    • Transportation
    • Health & Wellness programs
    • Sports related equipment

Prohibited expenses include travel per diem, food, and alcohol. 

Players/teams can also transfer funds to other player accounts, Badgerland Softball League operations, and/or other 501(c)(3) organizations. 

Funds cannot be transferred to political organizations or campaign accounts.

Reimbursement Process


  1. Prior to submission, player should confirm they have an active player account. All active accounts will be given access to a google sheet with thier account activity. If you need access, please contact the treasurer at treasurer@badgerlandsoftball.com.
  2. Players should submit their receipts for reimbursement to the Treasurer by the end of the calendar month for approval at the following Board of Directors' meeting. 
  3. After approval, reimbursements will be mailed to the requesting player, no later than 7 days after the Board of Directors' meeting.

Notes

  • No reimbursements will be issued without a receipt.
  • Reimbursements will cover all appropriate expenditures in the receipts OR up to the amount the player currently has in their personal account, even if that is less than the original amount requested for reimbursement.
  • Any questions regarding personal player accounts shall be directed to the Badgerland Softball League Treasurer at treasurer@badgerlandsoftball.com. Requests of the Treasurer will be emailed to the official email address above rather than any other aspect of personal communication, i.e. text, Facebook, etc. This ensures all financial dealings of the league can be justified during an audit and during transitions to a new league Treasurer.

Updated June 22, 2021



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