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AYS TREASURER

AYS TREASURER - FAQ'S AND FORMS

AYS TREASURER: Tammi Japp

AYS TREASURER
PO BOX 21
ARLINGTON, NE 68002

EMAIL: treasurer@arlingtonyouthsports.org

FREQUENTLY ASKED QUESTIONS:

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 at the bank.  

Q.  I’ve got a deposit to make, what should I do?

A.  List the following information on EVERY deposit slip: 

  • Source of funds (i.e. registration, concession, etc.) – do not co-mingle funds
  • Sport name (i.e. basketball, wrestling, softball, etc.)
  • Any other details or information that is important or helpful

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.

  • Write legibly when filling out the form.  Take extra care if you are faxing, as fax machines can blur documents. 
  • Fill out each and every box on the form, missing information will take extra time on everyone’s part and may delay processing of your request.
  • If you are requesting a refund to a player, list the details including reason for refund and the address where the refund should be mailed.
  • Include original or copies of receipts, invoices or other supporting documents if applicable. 
  • Make sure your form is signed by at least one person from your board. Unsigned forms will be returned and will cause delays. 
  • The treasurer will usually be the 2nd signature on the form.

Q.  How do I submit a Funds Request Form?

A.  The following options are available:

  • Email the completed request form and any supporting documents to treasurer@arlingtonyouthsports.org.
  • Fax the completed request form and any supporting documents.  Please contact your commissioner or the treasurer to obtain the fax number.
  • Mail the completed request form and supporting documents to:

                          AYS Treasurer
                          P.O. Box 21
                          Arlington, NE  68002

  • Drop your request off with the treasurer personally.  Please make arrangements with the treasurer by phone or email.

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.  Faxes and 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.

AYS FUNDS REQUEST FORM

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:‚Äč

  • Email the completed request form and any supporting documents to treasurer@arlingtonyouthsports.org.
  • Fax the completed request form and any supporting documents.  Please contact your commissioner or the treasurer to obtain the fax number.
  • Mail the completed request form and supporting documents to:

                          AYS Treasurer
                          P.O. Box 21
                          Arlington, NE  68002

  • Drop your request off with the treasurer personally.  Please make arrangements with the treasurer by phone or email.