Financial Policies
Registration Refunds
CCYS will grant a full refund for any player who becomes injured and deemed unable to play during the season. CCYS offers refunds of certain fees on a case-by-case basis with permission granted by the individual's program's director. Our programs incur administrative costs during the pre-season including league membership, insurance, equipment and administrative fees. All refunds must be approved by your division's age director and include a $25 non-refundable administrative fee. Please visit our Contacts page for further assistance.
Travel
It is the policy of the Travel program not to refund registration fees after teams are formed. Non-refundable fees are forwarded to BAYS (our state soccer league) and Mass Youth Soccer (the state soccer association) to cover a player's registration. There is also time spent internally on a player's paperwork, both for the initial placement and uniform needs and then for reworking rosters and canceling uniform pieces after a player's withdrawal. However, occasionally, player refunds may be granted. Any refunds given will be less a $25 non-refundable administrative fee.
In-Town
If pre-approved, the In-Town program will grant refunds if there is a conflict between In-Town's playtime and a player's schedule. Is is not the policy of the club to grant refunds based upon other conflicts that may arise.
Coach Licensing Course Reimbursement
CCYS will glady refund the course cost of US Youth Soccer sponsored coach licensing courses. This also includes Mass Youth Soccer sponsored courses. Submit the Certificate of Course Completion sent by email to the coach about four week post course completion to the Treasurer and include the date and place where the course was completed and your address. A reimbursement check will be issued within two weeks.
Reporting and Reconciliation
The Club Treasurer shall provide a financial report to the Club Director on a monthly basis, including a complete bank account reconciliation.
- Disbursement of Funds Over $300
Any disbursement over $300 requires the approval in writing (on the check or the invoice that is being paid) of the Club Director in advance. - Employment of Subcontractors
From time the Club may employ coaches or others as subcontractors. All subcontracting arrangements must be approved in advance by the Club Director. All subcontracting relationships must be documented in advance stating the services to be provided and the expected fee for such services.
All subcontractors must submit invoices containing their social security number or tax ID number in order to be paid. The invoices must also describe the services provided and the dates on which they were provided. The Club will return all invoices that lack this information.
- Paying Outside Coaches
- If an Age Director has enough players to form a team but no volunteer coach, the Age Director shall notify the players' parents to advise them of the following options to rectify the situation:
- They find a volunteer coach from among the parent group, elsewhere in the Club or from outside.
- The parents may pay from their own pockets for the Club to engage a coach for the team. If an outside coach is hired all financial arrangements with paid coaches must be approved in advance by the Club Director.
- The Age Director may disband the proposed team and place players on other teams within the division.
- If an Age Director has enough players to form a team but no volunteer coach, the Age Director shall notify the players' parents to advise them of the following options to rectify the situation:
- Hiring of Coaches to Benefit All Teams
- Club volunteer coaches may also be paid coaches
- We expect that a club coach will take care of one team on a volunteer basis. After that, at the coach's request, the Club will pay for the coach's services to coach other teams or run clinics.
