Smart Budgeting & Volunteer Reimbursement Tips for Soccer Clubs This Spring

Spring season is here—and for soccer clubs, that means more than just practices and game days. It’s also the time to get clear on your budget and tighten up your volunteer reimbursement processes so your club runs smoothly, sustainably, and legally.

Whether you’re managing a community rec league or a competitive travel program, careful planning now can prevent stress (and overspending) later.

🧾 Budgeting: Planning for a Successful Spring

Start with a zero-based budget. Don’t just roll over last year’s numbers—build from the ground up. For example:

Tip: Use Google Sheets or budget templates from sites like NonprofitReady.org to track line items and compare actuals vs. estimates.

Don’t forget income sources:

• Registration fees
  
  
• Sponsorships or banner ads at fields
  
  
• Concession stand sales
  
  
• Fundraising events (raffles, car washes, etc.)
  
  

If your club offers scholarships or sliding scale fees, build that flexibility into your income projections—and make sure you’ve identified sponsors or donors to help bridge the gap.

💸 Volunteer Reimbursement: Fairness and Transparency

Your volunteers are often the heartbeat of your club—coaches, team managers, schedulers, snack coordinators. But being “unpaid” doesn’t mean being out of pocket.

Here are examples of common reimbursable expenses:

• Coach travel to away games (e.g., 100 miles round trip × IRS mileage rate = $65)
  
  
• Tournament hotel stays for chaperones
  
  
• Practice gear a coach buys from a local store in a pinch
  
  
• Snacks for team travel provided by a team manager
  
  

Nonprofit Best Practices for Reimbursement:

1. Create a written policy outlining what qualifies, how to submit receipts, and deadlines.
   
   
2. Set maximums—e.g., "Mileage reimbursed up to 150 miles per weekend," or "$10/player max for snacks per travel day."
   
   
3. Use easy forms—Google Forms or JotForm can make submission fast and digital.
   
   
4. Track with purpose—Keep records not only for transparency, but for tax compliance and future budgeting.
   
   
5. Say thank you. Even with reimbursement, volunteers are giving their time. Handwritten notes or small recognition gifts go a long way.
   
   

Where is the Reimbursement Coming From?

Since your club doesn’t work with Monopoly money, here are a few ways you can budget for reimbursements…

1. Parents can all pay in for shared expenses outside of their fees
2. Fees are set to cover common reimbursement expenses so that the club has this cash on hand when needed
3. Your club can set a “cash account” where small expenses can be easily reimbursed without too much time between the request and approval.

🤔 Should You Hire or Reimburse? Don’t Guess—Get It Right

Sometimes, the lines blur. You may wonder: Is this person really a volunteer, or should they be paid as staff or contractors?

Let’s say:

• A coach trains 3 nights a week and travels every weekend.
  
  
• A director of coaching develops age-group plans and manages evaluations.
  
  
• A “volunteer” is getting a $1,000/month stipend.
  
  

These situations might raise IRS red flags if not handled correctly. Misclassifying workers can result in penalties for nonprofits—even those with the best intentions.

📥 Get the Clarity You Need: Download Our Free Guide

Understanding when someone should be reimbursed, hired as independent, or treated as staff isn’t always simple. That’s why we created:

✅ “Independent Contractor vs. Staff – What’s Right for Your Club?”

This downloadable guide walks you through:

• Key differences between volunteers, contractors, and employees
  
  
• Real-world examples from youth sports
  
  
• Compliance tips to protect your 501(c)(3) status
  
  
• Decision checklists to use with your board
  
  

👉 [Download the Guide Now] and feel confident in your spring staffing decisions.

Final Thoughts: Smart budgeting and clear volunteer policies help ensure your spring season is about the kids on the field—not financial stress off of it.

Need help reviewing your budget or financial planning? We’re here for you. Just reach out! You can see how our experts partner with soccer clubs like yours for financial health and longevity.