Coach Pay and Reimbursement

This document explains what CCYHA pays coaches, what travel expenses we reimburse, and how to submit for payment. If your situation isn’t covered here, contact the Treasurer before you spend the money.

Head coaches

•    Game pay goes to non-parent head coaches only. A non-parent coach is one who does not have a child rostered on the team he or she coaches.

•    Parent head coaches are volunteers and do not receive game pay.

•    Eligibility is based on non-parent status, not division. All divisions are covered.

Assistant coaches

•    One non-parent assistant coach per team is eligible for travel and lodging reimbursement.

•    Assistant coaches do not receive game pay.

•    Your head coach names the eligible assistant to the Treasurer in writing before the first regular season game.

•    Parent assistant coaches are volunteers and are not reimbursed.

Head coaches

•    Game pay goes to non-parent head coaches only. A non-parent coach is one who does not have a child rostered on the team he or she coaches.

•    Parent head coaches are volunteers and do not receive game pay.

•    Eligibility is based on non-parent status, not division. All divisions are covered.

Assistant coaches

•    One non-parent assistant coach per team is eligible for travel and lodging reimbursement.

•    Assistant coaches do not receive game pay.

•    Your head coach names the eligible assistant to the Treasurer in writing before the first regular season game.

•    Parent assistant coaches are volunteers and are not reimbursed.

• Rate = $0.50 per mile How it’s calculated
• From the fixed round-trip mileage table below. We do not use odometer readings.
• Who = Non-parent head coaches and the one designated non-parent assistant per team
• Multiple towns = If you hit more than one rink on a single trip, submit mileage for the full routing
• Do not submit fuel receipts. Fuel is not reimbursed separately — mileage covers it.
• Round-trip mileage from the Cheyenne Ice and Events Center

Destination Rink Reimbursement Rates

• Laramie Ice & Event Center — Laramie 102 miles round trip = $51.00
• Douglas Ice Arena — Douglas 258 miles round trip = $129.00
• Casper Ice Arena — Casper 356 miles round trip = $178.00
• Campbell County Ice Arena — Gillette 488 miles round trip = $244.00
• Spirit Hall Ice Arena — Gillette 488 miles round trip = $244.00
• Rock Springs Family Rec. Center — Rock Springs 512 miles round trip = $256.00
• Riverton Ice Arena — Riverton 540 miles round trip = $270.00
• Whitney Rink, M&M Center — Sheridan 652 miles round trip = $326.00
• Sublette County Ice Arena — Pinedale 714 miles round trip = $357.00
• Riley Arena — Cody 782 miles round trip = $391.00
• Snow King Sports & Events Center — Jackson 866 miles round trip = $433.00

Mileage is fixed for the season and measured from the Cheyenne Ice and Events Center. Traveling to a rink that isn’t listed? Contact the Treasurer before you go.

Let us book it — that’s the easy way:

•    Contact the Treasurer before you travel and CCYHA will book and pay for your room directly. You don’t have to front anything.

•    Some hotels won’t accept our card on file. If that happens you may need to put down a personal card at check-in and submit for reimbursement.

If you book it yourself:

•    Submit an itemized receipt. Reimbursement is at the Board’s discretion.

•    Rooms must be reasonable. Suites and premium accommodations are not reimbursed.

•    When your team manager sets up a room block, reserve inside it like everyone else.

•    Share rooms and ride together where it makes sense. It helps.

How to submit:

Deadline: Within 15 days after the end of the month in which you incurred the expense

Receipts: Required for lodging and any other reimbursable expense. Mileage does not need a receipt.

Where: To the Treasurer, using the method covered at the preseason coaches meeting

Late: Requests submitted after the deadline may be denied

Payment: Processed monthly

Submit on time. Getting receipts in promptly is the single biggest factor in whether coaches get paid quickly. Holding receipts until the end of the season slows payment down for everyone.

A note on taxes:

Game pay is compensation. If your total game pay for the calendar year meets the IRS reporting threshold, CCYHA will issue you a Form 1099-NEC. Expense reimbursements submitted with proper receipts are not reported as income.

Questions?

The Treasurer administers this policy and will walk through the submission process at the preseason coaches meeting. Anything not covered here goes to the Board — please ask before you spend, not after.