AYS TREASURER: Amber Hansen
PO BOX 21
ARLINGTON, NE 68002
Q. Who is responsible for making deposits and where do I get forms?
A. Each sport is responsible for collecting and depositing funds received for things such as registration, uniforms, t-shirt sales, tournament fees, etc. The treasurer for your sport should have the bank account information, if they do not, please contact the board treasurer. If you need more deposit slips please pick these forms up from the AYS Treasurer.
Q. I’ve got a deposit to make, what should I do?
A. List the following information on EVERY deposit slip:
If you have several different sources of income (i.e. registration, uniforms, gate fees, etc.) separate these clearly on one deposit slip OR use a separate deposit slip for each type of income. Income is tracked according to its source and provides valuable information for review and planning, details are needed to make this possible.
Q. How do I pay for expenses or how can I be reimbursed for expenses I’ve already paid?
A. You must submit a Funds Request Form along with any supporting documents to pay for or be reimbursed for expenses related to your sport or activity. Please review “How to Complete” and “How to submit” below for instructions and information relating to the form.
Q. How do I complete a Funds Request Form?
A. Download the form using the link at the bottom of this web page and fill it out.
Q. How do I submit a Funds Request Form?
A. The following options are available:
P.O. Box 21
Arlington, NE 68002
Q. How long will it take for my Funds Request Form to be processed?
A. Always allow at least 3 business days from the date your request has been received by the treasurer. Last minute or “emergency” requests should be few and will be handled on a case by case basis.
Q. My expense is unusual or requires cash, what should I do?
A. Please keep in mind that there is a higher risk and greater responsibility associated with the handling of cash but there are times when cash is required (i.e. start-up cash for gate fees or concessions, etc.). Consider carefully how much is really needed.
Complete your form accordingly listing the purpose of the cash and to whom the check should be written.
If you are unsure of how to process your request please contact the treasurer directly for assistance.
Q. How will I get the check for my Funds Request Form?
A. If your request is for a refund to a player include the mailing address for the refund and it will be mailed directly to the player.
If your request is to pay an invoice, the check will be mailed directly to the vendor unless you specify otherwise.
All other requests will need to be picked up. Call or email the treasurer to make arrangements for pick up.
Q. I did not need my funds request check for some reason, what should I do with it?
A. We encourage everyone to carefully consider all requests before submitting them so as not to use unnecessary time or resources, but occasionally a check written will not be needed for various reasons. In that case, please email the treasurer with details, write VOID in large letters across the check and return it to the treasurer.
Q. It’s been several days since I submitted my request and I haven’t heard or received anything, what should I do?
A. Contact the treasurer to be sure your request was received. Every effort is made to process all requests in a timely manner but sometimes things happen. Emails can fail, schedules are busy, and mistakes happen. Also remember mailed requests may take longer. We’ll work together to correct any problems encountered.
Please download the form using the link at the bottom of the page, then print it out.
Write legibly when filling out the form. Submit the completed request form, along with any receipts and supporting documents to the Treasurer.
The following options are available to submit requests:
P.O. Box 21
Arlington, NE 68002