TEAM BUDGET

USA Hockey, MAHA and the KVHA by-laws maintain that KVHA, overall, is expected to oversee and monitor all team accounts during the season.

8-29-15 MAHA_Policy_Team_Financials

• KVHA requires each team to use the KVHA budget template to track team finances
• Teams MUST submit budgets to the KVHA Treasurer and Hockey Director three times per year on or before the following dates:
  • August 1; December 1, March 1
• When payments are made during months that budgets are required to be submitted, your payment will be held that month until your budget is received, and your payment will be considered late according to the late fee schedule:
  • First offense – warning
  • Second offense - $150 fine
  • Third offense - penalty equal to 10% of ice bill

Use the budget template to keep track of what each family contributes each month.  In the past, we have had players leave teams without paying and although we try to help collect that money for a team when this happens, when documentation is lacking, and we don't have records to support collection efforts, there is little we can do to make the team whole again.  Read more here: 1-20-17_MAHA Financial_Dispute_Policy_

 BUDGET ITEMS

Creating a budget allows for more accuracy in player ice bills and requires less to be paid out at the end of the season.  Here are the most common team expenses:

• Season Ice Costs
  • Approximately 33 weeks of ice – 3 to 4.5 hours per week
  • First ice payment beginning August 1 and ending February 1 (Feb & March ice on same bill)
  • Invoices are emailed to teams’ mid-month and are due to KVHA during the first week of each month
  • Payments are made electronically via transfer from team account to KVHA main account
  • Late fees will be issued when payments are delayed after the first of the month
  • First offense: warning
  • Second offense: $150 fine
  • Third offense: 10% of the ice bill
• Ice payments in Spring/Summer and for tryouts are payable directly to KVIH
• Jerseys and socks are included in the KVHA registration fee, not a part of your team budget. If you are upgrading the jerseys, you will be budgeting for the upgrades only– see Jerseys
• MAHA District/States/Nationals costs
  • “Intent to Enter Districts” - $125 entry fee for boys/girls no cost
  • MAHA State tournament fee can be anywhere from $600-$1500
  • KVHA will review teams attending districts and states each season and may contribute funds toward entry fees
• Referee fees
  • Home team is responsible for all referee fees, unless otherwise agreed to by teams
• Tournaments
• Outside trainers – skating, skills, goalies
• Team Bags, Warmups, Helmets, Gloves, Pants – can be a parent expense as well
• Team Parties and outings
• Fees for TeamSnap, banking, etc

KVHA Team Budget Worksheet 

2023-2024 KVHA MEMBER FINANCIAL RESPONSIBILITY with MAHA Team Financials and Dispute Policy

 

 

 

PNC BANKING

PNC Bank - Brighton East Branch
10014 East Grand River
Brighton, MI 48116
To report fraud on your PNC Team Account call 888-762-2265

Please email the KVHA Treasurer to set up your new account and online banking.   Please include the full name, address, ph # and email of anyone who is requesting access to the team's bank account

• PNC is the only bank that KVHA teams are permitted to use and teams may only have one account
• The PNC branch that we use is located on the southwest corner of Old 23 and Grand River.
• Teams are required to have two signers on their account. Those two people may not be related to each other.
• When you go into sign the signature card, they will offer you checks and a debit card.
• We have had some fraud occur over the past few years and it is very important to check online banking accounts often to make sure there are no unauthorized transactions.
• It is very important that we are updated when the account holder needs to change.  Please email the treasurer if you are not sure who is on your bank account.
• Anytime there is a change in manager, we will need to make sure to remove that person from the bank account and cancel their debit card.
• When teams are closing their accounts, all related debit cards and checks should be shredded or disposed of securely
• There are fees associated with the bank account (overdraft fee, a fee for having a low balance, etc).  Please see the schedule of fees below.

Fraud Prevention - Please be diligent about checking your bank account often for unauthorized charges

PNC Bank Fees Consolidated

COLLECTING PAYMENTS

• Teams will collect payments based on their budgeted amount
  • Ice bills are paid directly to travel/t2 girls teams and are paid via check, cash, or cash app, more info below
  • House players pay their ice bills directly to KVHA via online payment only set up with credit card or ACH transfer 
• If you are at an age where players can potentially leave for high school, consider collecting money up front, or make team fees paid in full by December.
• Consider using an app such as Venmo or Zelle to accept payments from your families.
  • Allows families to pay electronically and for the team to transfer that money into the bank account without having to go to the bank.  Most teams are using this function linked to their team account.  It can be set up easily and is free from fees – just don’t leave funds in a cash app, your money is not insured there
  • Please note there can be credit card processing fees up to 3% when using PayPal and other apps.

 

FROM MAHA ANNUAL GUIDE PAGE 60 Payment Policies.

Payment policies required of legal guardians or registered participants shall be clearly stated in writing and distributed to registered participants or their guardian(s) before any written contract is signed by a participant or his/her guardian(s).

Member must enter into a written agreement with the participant/legal guardian.  A non-refundable deposit may be collected at the time such a written contract is signed.

In the event that a participant does not complete the full hockey season, and seeks from MAHA a release, the payment schedule below will be the guideline for determining the amounts a participant/legal guardian may owe:

(1) After written contract signed, but never participated in any activities - $300

(2) Through September 15 - 25% of total yearly fee

(3) Through October 15 - 50% of total yearly fee

(4) Through November 15 - 75% of total yearly fee

(5) Through December 15 - 100% of total yearly fee

MAHA will not consider contract provisions collecting player fees in excess of the guidelines as a basis for denying a release to play. Participants and/or legal guardians will also be required to pay in full for any equipment/apparel ordered for the benefit of the participant.

 

KVHA SPONSORSHIPS

Sponsorships are a great way to defer team ice costs, purchase team gear or pay for tournaments.   Encourage your team families to secure sponsors by using the Generic Sponsor letter below.

You can obtain sponsors from just about anyone, from local businesses to huge corporations.

Once your sponsorship checks come in, follow the procedures outlined to receive payment to your team.

Sponsors are not allowed on game jerseys.  You can place them on spirit wear, practice jerseys, team bags, warm-ups, team banners, etc.

• KVHA is a 501c3 non-profit organization.
• KVHA is tax-exempt from purchases
• Individual teams are not tax-exempt, except for sponsorship donations or grants.
• Gifts of goods or services are handled on a per-team basis.
• All sponsorship donations are to be applied to the team as a whole and disbursed as instructed by the sponsors or as determined by the team.
• KVHA's tax ID # is 38-3517406.  Please contact the KVHA office if you need a copy of the W-9 form.

Donations for golf outings: golfers do not receive a tax donation letter for golfing (they are receiving something in return); hole sponsorships will be provided with a letter if the protocol is followed.

KVHA SPONSORSHIP PROCEDURE

Sponsor checks are processed through the KVHA Office and the KVHA accountant in the following process:

• Sponsor checks should be made out to KVHA
• The sponsorship remittance form, attached, is to be filled out and submitted to the office with the check(s).  You may list multiple donations on one form.
• Once completed, drop the form and the checks in the door slot in the KVHA office inside KVIH (not the tink's front office; KVHA office is down the hall at the back of the lobby across from the drinking fountain/men's restroom))
• The checks are deposited and once the check(s) clear, I will notify the KVHA treasurer to complete an electronic transfer to the team account as well as notify the team that the transfer is on the way
• A copy of the sponsor's tax donation letter will be emailed to the team manager after the process is complete. This is the donor receipt and it is the responsibility of the team to deliver the letter to the sponsor(s).
• This process has a two week turnaround.

Sponsor donations benefit the team as a whole and cannot be applied to individual players.  Individual sponsorships would not be permitted to be routed through KVHA because we are a non-profit entity and as such, must adhere to specific IRS rules regarding sponsorship's and appropriate usage of KVHA's tax exemption status - parents could route individual ice bill payments thru the system calling them "sponsorship checks" for tax exempt status purposes, which would be illegal.

DON'T FORGET TO THANK YOUR SPONSORS!! 

If you have a team Facebook page, thank them there by posting their logo and information.

Support the sponsors by visiting their business

Send thank you notes, team photos, invitations to games, and send team updates or season summaries

KVHA will post business logo and contact information for donations over a certain amount on this page: https://kvhockey.org/kvha-team-sponsors/

KVHA cannot post team sponsor logos on our Facebook or Instagram account

Generic KVHA Sponsor Request Letter

KVHA Sponsorship_Remittance_Form

 

 

Fundraisers are a great way to defer team ice costs, purchase team gear or pay for tournaments.

Fundraisers differ from sponsorships in that the amounts raised by the individual team members can be applied to their individual
ice bills; teams must keep a complete accounting of what is raised by each family and how it was applied to their ice bills in their
team financials.

Some of the ways that KVHA teams raise funds are through golf outings, dine to donate, Yeti and other small raffles, can/bottle
drives, football squares, comedy night, and item sales.

Large scale team raffles, gambling nights or games of chance need a license and teams should stay away from those.

KVHA TEAM FUNDRAISING GUIDE

APPLY HERE https://usahockeyfoundation.sportngin.com/register/form/248069619

 

MAHA PLAYER SCHOLARSHIP FUND

Each year, the MAHA will grant a one-time scholarship award (up to $500) to members facing a temporary financial hardship. Applications are accepted in late summer.

Eligibility Criteria

Applicants must meet the following criteria for eligibility:

• Must be registered with a MAHA affiliated In-House (Tier III) program for the 2022-23 season
• Must complete a minimum of four (4) hours of volunteer service for local association
• Application must include a letter of confirmation from local association for completion of service

CLICK HERE FOR MORE INFORMATION ON THE MAHA SCHOLARSHIP

DONATE NOW TO HELP MORE KIDS PLAY THE GAME OF HOCKEY!

 

USA HOCKEY MEMBERSHIP RELIEF FUND

USA Hockey and The USA Hockey Foundation are helping hockey families experiencing financial hardship by covering the cost of their USA Hockey membership through this grant application.

APPLY NOW FOR THE USA HOCKEY MEMBERSHIP GRANT

 

BOB ENGLAND HOCKEY FOUNDATION

The Bob England Hockey Foundation supports youth hockey players whose families are experiencing financial difficulty so that those children may be able to continue to participate in the great game of hockey.   Created by his loving family, the foundation honors the memory and spirit of Bob England and continues his passion for supporting others and giving to those in need.

BOB ENGLAND FOUNDATION HOME PAGE

DONATE TO THE BOB ENGLAND FOUNDATION NOW!

 

BLACKBEAR YOUTH HOCKEY SCHOLARSHIP

Who Can Apply?

• Athletes 18 and under are eligible to apply for a scholarship once per calendar year
• Complete the application in its entirety, including the attachment below
• If your application is approved for a scholarship you will be notified by email

APPLY NOW FOR A BLACKBEAR SCHOLARSHIP 

DONATE TO THE BLACKBEAR FOUNDATION

 

​​​​​​​THE KRIS PERANI HOCKEY FOUNDATION

An organization whose goal is to provide hockey players in need with financial assistance. The benefit of sponsoring hockey players in need will strengthen the hockey community and have a positive impact on the chosen nominees and their families.  In addition to the application, the following items must be submitted:

1. A 1,000 word essay on why the player should be sponsored.
2. Three (3) recommendation letters from the coach, the president of the association, and a team parent. If you are new to a team, you may use prior team contacts. If you are new to hockey, then a reference from a teacher is also acceptable.
3. Ice bill for the year.

All monies for those sponsored will be sent out directly to the team no later than the third week of October.

APPLY NOW FOR THE KRIS PERANI HOCKEY SCHOLARSHIP

DONATE TO THE KRIS PERANI HOCKEY FOUNDATION 

 

THE GOALIE GUILD AND THE MARTHA KENNEDY MEMORIAL GOALIE SCHOLARSHIP

The Goalie Guild and the Martha Kennedy Memorial Goalie Scholarship have joined forces in order to provide young goaltenders in the USA with financial assistance for their league and team fees. This program is in honor of the late Martha Kennedy, a special hockey mom and amazing woman who dedicated her life to her goalie son, Scott Kennedy.

The scholarship is for goalies ages 11-14 born in the USA (2008-11 birth years). The submission deadline is August 31. Selected goalies will receive a donation (amount is up to $1,000) from The Goalie Guild. Donations must be put towards team or playing fees. Recipients from the previous three years will not be considered

APPLY FOR THE MARTHA KENNEDY SCHOLARSHIP HERE

DONATE TO THE MARTHA KENNEDY FOUNDATION NOW!

 

All House and Ravens Tier 3 divisions have an associated monthly ice fee that varies by team.  House and Ravens Tier 3 Team budgets are set by the KVHA.

The monthly fee is payable with set up separate from the initial KVHA Registration Fee. The monthly fee covers the cost of ice time associated with practices and games throughout the season and is paid in 6 installments August through February.

The hockey season is approximately 32 weeks from mid August through March 16. House teams skate twice per week on average.

KVHA MEMBER FINANCIAL RESPONSIBILITY

 

The following outlines the MAHA and KVHA policy on registration, fee obligations, and refunds for all players (registered KVHA Members) regardless of level of play or age, unless otherwise noted.

This policy protects teams and the association from shortages in the budget due to players leaving.

 

REGISTRATION FEES FOR ALL HOUSE AND TRAVEL PLAYERS

All players, regardless of whether house, travel, or girls, must be registered with the KVHA for the Fall/Winter season.

Registration fees include player jerseys and socks, among other things.

Fees may be paid with Discover, MasterCard, or Visa or checking account routing.  KVHA does NOT accept cash, checks, or money orders, and cannot process payments via American Express or accept payments in person.

Non-Refundable Registration Fee of $125.00 for 8 & Under players

Non-Refundable Registration Fee of $220.00, if registered on or before June 30

Non-Refundable Registration Fee of $270.00, if registered on or before July 31

Non-Refundable Registration Fee of $320.00, if registered on or after August 1

There is no registration fee for Learn to Play Hockey

 REGISTRATION FEE IS REFUNDABLE ONLY WHEN A PLAYER IS ON A WAITING LIST AND HAS NOT BEEN OFFERED A SPOT AT THE TIME THE DIVISION IS CLOSED.

 

MONTHLY TRAVEL ICE FEES

While KVHA oversees the team accounts, the teams are ultimately in control of their own finances.  KVHA provides travel teams with a budget template and requires teams to send their team budgets to the KVHA Treasurer three times per season, September, December, and March, helping us identify issues before they arise.  KVHA and MAHA further require that each team provide an accounting to the parents or guardians of the players on the teams’ roster to ensure they are spending the team funds wisely.

 

Teams set their own monthly ice fee and method of payment(s) used to collect monthly ice bills.  These options include paying via Venmo, Zelle, or by personal check/cash.   Teams will determine when to suspend a player for late payments, however, players with outstanding team balances may also be referred to KVHA for further intervention, if needed.  Any player with outstanding balances may be subject to collections activity or MAHA sanctioning, as noted further in this memo.

 

MONTHLY HOUSE ICE FEES

Monthly Ice fees are set before the season by KVHA.  Typically, the seasonal payments are divided into 6 equal installments beginning in September with the last payment in February.   These fees are paid on-line in full OR paid on-line in installments as defined each season.  Fees may be paid with MasterCard, Visa, or checking account routing.  KVHA does NOT accept cash, checks, money orders, or accept payments in person.

 

Payments must be paid by the date published. If a credit card payment fails and is not made within five days after the published due date, players will be suspended from their teams.  The Head Coach and Team Manager will be notified that a player is not eligible to play or participate in any team functions until payment is made. Any game played by a team with a player who has an unpaid balance may result in a forfeit by that team.  After the payment is more than 14 days late, the player may be removed from the team and a player from the wait list will be given his/her place on the team.

 

 

WITHDRAW (DROP) POLICY FOR HOUSE AND TRAVEL PLAYERS

Per the Michigan Amateur Hockey Association (MAHA), if a participant does not complete the full hockey season, and seeks from MAHA a release, the payment schedule below will be the guideline for determining the amounts a participant/legal guardian may owe:

The period from date of registration before 9/15	Registration Fee + participation in team events - $300 Maximum + cost of pre-ordered team apparel or equipment
After 9/15	Registration Fee + 25% of Total Yearly Fee + cost of pre-ordered team apparel or equipment
After 10/15	Registration Fee + 50% of Total Yearly Fee + cost of pre-ordered team apparel or equipment
After 11/15	Registration Fee + 75% of Total Yearly Fee + cost of pre-ordered team apparel or equipment
After 12/15	Registration Fee + 100% of total yearly fee + cost of pre-ordered team apparel or equipment

This policy applies in all cases where the player voluntarily leaves the team/association (i.e. injury, school, moving, loss of interest, etc.).  This applies for all players, House and Travel.   There are no refunds of registration fees, except where noted.  MAHA will not consider contract provisions collecting player fees more than the guidelines as a basis for denying a release to play. Participants and/or legal guardians will also be required to pay in full for any equipment/apparel ordered for the benefit of the participant

 

PLAYER DROP DATES

Players who are dropping from a team must notify the Head Coach and KVHA Office so that an official MAHA Player Release form can be completed.  The form must be signed by the player, player’s parent or guardian, and the team Head Coach.   The drop date for a player will be the date of initial notice or the date of last participation in any team event, whichever is appropriate.  A team event is defined as any game, practice, workout, or any other team gathering, in which was on the team’s schedule that the dropping player attended.   All fees must be paid per the policies above to be released from a KVHA Team. (i.e. if a player drops on December 15th, the entire ice fee bill must be paid before the player will be released.)

 

OUTSTANDING BALANCES

All past due ice payments will be reviewed by the KVHA Board of Directors.  Upon review and verification of amount owed, the KVHA Board reserves the right to file in local District Court for a judgment of the amount owed against the players parents or legal guardians for monies owed, plus any legal expense for filing the judgment.

 

MAHA will be notified of all players who have a balance owed.  Non-payment of KVHA fees may impact a player’s ability to register and become a member of another MAHA affiliate.

 

KVHA reserves the right to amend and/or accelerate the ice payment options in certain instances of late payments or non-compliance with the terms of this agreement.

 

Any player with an outstanding balance will not be allowed to return to the KVHA or register for any subsequent seasons until all monies have been paid in full.