Skip to content

Team Management

Since WTA Tiger Boosters was launched in 2018, it has become an invaluable resource to help teams raise, manage, and spend their money. While the Tiger Boosters plays several important roles as the umbrella Boosters organization for all Wilson teams except Crew, helping teams manage and access their resources is one of the most important.

You can learn more about what else the Tiger Boosters does here.

MONEY MANAGEMENT

Making a Paper Deposit

Many team funds are collected electronically, but we are still glad to take cash and checks! All money collected on behalf of the team should be deposited with the Tiger Boosters.

  • Checks should be made out to Wilson Tiger Boosters, Tiger Boosters or Wilson Tiger Athletics.
  • Fill out the form (copies available in Tiger Boosters’ mailbox in main office)
  • Make a copy (picture) for yourself
  • Endorse any checks with Tiger Boosters stamp (available in mailbox). Do NOT endorse it with the name of your group.
  • Leave it in the box and let relevant Tiger Boosters board member know, or leave it with the Athletic Director, who will pass it onto relevant Tiger Boosters board member.
  • Completed deposits are stored in a binder and organized by team for future reference.

 

Check Request—To Pay an Outside Vendor

These are NEW INSTRUCTIONS as of 11/2019. Please follow instructions carefully to process timely payments. Payments are issued on a weekly basis.

  • Fill out the Check Request (CR) form online. Typed is strongly preferred.
  • Fill out CR completely. This includes email address, phone number and mailing address!!
  • Scan supporting documentation.
  • Provide this information to the team treasurer or team parent/chair. We will only accept CRs from the people identified by the head coach for making financial decisions on behalf of the team/sport.
  • Team treasurer/chair or coach will email CR and supporting documentation to TigerBoosters@bill.com.
  •  If they are not part of the network already, the vendor will be invited to receive an ACH deposit (aka e-check) through bill.com, through no cost to them. This allows faster payments directly into their bank account. Please let them know to expect this email invite from bill.com.
  •  If the vendor rejects the offer for electronic payments or does not respond in a timely manner, their check will be mailed within two weeks of when you submit for payment.
  •  Payments will be logged into your sports’ general ledger as soon as it is processed, so if you see it in your GL, you know it’s been processed by us.

 

Check Request—To Be Reimbursed

These are NEW INSTRUCTIONS as of 11/2019. Please follow instructions carefully to receive timely payments and reimbursement. Payments are issued on a weekly basis.

Because we want to limit how much parents and coaches are out-of-pocket, Tiger Boosters strongly prefers to pay an invoice directly to the vendor rather than reimburse a parent or coach. However, we do know that sometimes this is necessary, and that is fine.

  • Fill out the Check Request (CR) form online. Typed is strongly preferred.
  •  Fill out CR completely. This includes email address, phone number and mailing address!!
  •  Scan supporting documentation.
  •  Provide this information to the team treasurer or team parent/chair. We will only accept CRs from the people identified by the head coach for making financial decisions on behalf of the team/sport.
  •  Team treasurer/chair or coach will email CR and supporting documentation to TigerBoosters@bill.com.
  •  If parent or coach is not part of the network already, they will be invited to receive an ACH deposit (aka e-check) through bill.com, through no cost to them. This allows faster payments directly into their bank account (think: direct deposit). Please let them know to expect this email from bill.com.
  • IMPORTANT: Parents/coaches should register with bill.com as an Independent Contractor and do NOT provide a SSN or EIN. This is not required and we do not want this information. Coaches who’ve previously registered and/or receive stipends through Tiger Boosters do not need to register again.
  • If the individual rejects the offer for electronic payments or does not respond in a timely manner, their check will be mailed within two weeks of when the CR was submitted.
  • Payments will be logged into your sports’ general ledger as soon as it is processed, so if you see it in your GL, you know it’s been processed by us.

 

Check Request—Coaches’ Stipends

These are NEW INSTRUCTIONS as of 11/2019. Please follow instructions carefully to receive timely payments. Coach stipends are issued at the end of the season unless other arrangements are made.

Coaches who receive stipends through Tiger Boosters must fill out documentation from three different sources. Coaches cannot get paid until all three requirements are satisfied:

  • W-9—You’ll receive an email from Track1099 to fill out your W-9. Please fill this out even if you’ve previously provided us with a paper W-9. You do not need to register again, but please be sure to update your address if you move!
  • Direct deposit information—You’ll receive an email invitation from bill.com to sign up as vendor. We are using this service so we can pay our coaches through direct deposit. Please accept this invitation, registering as an Independent Contractor. Do NOT provider your SSN or an EIN. It is not necessary! If you’ve already registered with bill.com, whether for coaching or reimbursement, you do not need to do this again. Rejecting bill.com will delay your stipend payment.
  • Tiger Boosters Contract—You’ll receive a coaching contract from Tiger Boosters through DocuSign. Please sign electronically. You may keep a copy for your records.
    To get paid:
  • Fill out the Check Request (CR) form online, typed.
  • Coach stipends must be approved through the Head Coach or the Athletic Director prior to submitting a CR to Tiger Boosters.
  • We will only accept CRs from the people identified by the head coach for making financial decisions on behalf of the team/sport.
  • Team treasurer/chair or coach will email CR and supporting documentation (if any) to TigerBoosters@bill.com.
  • Coach stipends will be processed at the end of the season, at the same time as all the other coaches for that season, unless other arrangements are made. This is simply so we can better track who needs to be paid and when.
  • Payments will be logged into the sports’ general ledger as soon as it is processed, so if you see it in your GL, you know it’s been processed by us.

 

Tracking Team Money

Transparency is crucial to building and maintaining trust, and so teams should be tracking their spending and income. However you do this, it is important that you set up a system that can be used year-over-year so you can compare and anticipate expenses. Consider setting up your chart of accounts to reflect the expenses categories that are listed on the Check Request form. Also note that Tiger Boosters does not differentiate between types of income (team dues vs donations), so you may want to track that information as well.

Resources:

  • Wave It’s an excellent FREE online accounting software similar to QuickBooks, but simpler. They make their money processing credit card payments (which you will not need), so it’s free to use otherwise.
  • Spreadsheet
  • Team Balance Sheet by Wilson Tiger Boosters. Tiger Boosters provides balance sheets to teams that had any activity the previous month, and balances to all the teams at the monthly board meeting. Team managers can also download their latest balances sheets here.

TEAM FORMS

Money Management

 

Event Planning & Fundraising

 

Travel Planning

 

Grants & Scholarships ( Coming Soon! )

  • Grant Request (for team purchase)
  • Scholarship Request (for student-athletes)

 

 

Planning Guide: Steps for Planning Events & Fundraisers for Wilson Teams

Early Stage Planning

  • Decide on type of event
    Ideas include auction, a-Thon, bake or food sale, bash party, car wash, festival, event at a venue, sporting events such as a 5K run, tournament, skills clinic/camp. The possibilities are endless!
  • Put your team of volunteers together.
    Clearly identify the roles of each volunteer. Establishing expectations and deadlines is key!
  • Create an event budget.
    Determine your ROI (return on investment) to make sure it’s worth the effort.
  • Choose your venue and date.
    Try not to conflict with anything major going on at school so that you have the best possible turnout.
  • Create an event timeline.
    We call this the “T-“ or “T minus” schedule. It’s the countdown from the date of your event. This is crucial to document for two reasons:
    - It’ll help keep you on track while planning your event; and
    - It keeps a record of what needs to happen when, so you’ll be able to assess where you can do better next time, and next year’s event chair doesn’t have to recreate the wheel.

Paperwork

  • Submit a Tiger Boosters Event Planning Form to request support from Tiger Boosters.
    Other than restaurant fundraisers, all team fundraising events require this form, including off-campus events. This helps identify your fundraiser as a Tiger Boosters event, and you will then be able to put your money into your account, instead of the SAF.
  • For on-campus (at Wilson) events only:
    Submit a Building Use Agreement (BUA). Fill out the form at right and email completed form to wta.inc.president@gmail.com. IMPORTANT: The BUA must be submitted 30 days prior to the date of the event. All events must be cleared/approved by the Wilson Business Manager and Athletics.
  • For off-campus events only:
    You will be requested to sign an agreement with the venue. A Tiger Boosters officer will sign the paperwork. Vet the agreement carefully, noting minimums and other stipulations. Tiger Boosters will review it before it’s signed, since we have experience with these types of events.
  • Request a Certificate of Insurance (COI) from the Tiger Boosters.
    We will contact our insurance provide to request the proper binder and coverage for your event.
  • Download WTA’s tax-exemption certificate and charity solicitation license as needed.
  • Submit check requests for deposits and other costs associated with event.
    Limit parent/coach output of cash as much as possible. Provide CRs at least two weeks in advance where possible. In some cases, you may be able to ask to use a WTA credit card. Keep receipts and records!

Mid-Stage Planning

  • Identify needs for security, custodial services, equipment and rentals.
    Consider your needs for tables, seats, set-up, A/V, speakers, catering, etc. You were asked this on the Team Event Planning form, but it may have changed. Follow-up!
  • Determine your tech needs.
    Do you need an auction bidding software platform or an event ticketing sales platform? Tiger Boosters has contracted GiveSmart (Mobile Auction Software), and also has accounts with PayPal, Square, and Eventbrite, and we are often adding more. Please provide enough time to get you set up (2-4 weeks).

Marketing Your Event

  • Identify and engage event partners and sponsors.
    Look for Wilson staff, caterer, venue manager, DCPS contacts for events involving 5K Runs and city-wide tournaments, local business sponsors, etc.
  • Develop your event branding.
    You will need an event logo, promotional materials, flyers, posters, etc. You can also create a webpage on the website (request permission from WTA webmaster first). Please refer to the guidelines for the Wilson High School Branding for consistency.
  • Develop and deploy your event marketing campaign.
    How and where will you promote your event? Considerations:
    - Wilson Constant Contact email list (request help from Boosters’ communication chair)
    - Principal’s Weekly Email Newsletter
    - The Beacon school newspaper
    - Alumni contact lists
    - Team listservs and networks
    - Tiger Boosters listservs
    - Local neighborhood listservs
    - Local schools
    - Social media, including Instagram, Twitter and Facebook (submit to           Boosters’ social media guru)
    - SnapChat geo-filter for Wilson (note that SnapChat requires pre-approval and scheduling, so plan for this at least two weeks in advance)

Post-Event Wrap-Up

  • Deposits the money you made
    If you made any cash or collected checks, fill out a deposit form. Note the name of the EVENT, not the benefiting team. Do not reimburse directly from proceeds, unless you’ve received approval from the Tiger Boosters treasurer. We must keep meticulous records, so it’s always better to make a deposit and request reimbursement.
  • Submit invoices for payment/reimbursement
    Fundraisers are given their own general ledger so we can better track income, expenses and ROI. The sooner the expenses are submitted, the faster the team gets their money.
  • Post-event debrief
    It is imperative that your team of volunteers review what worked well and what could have gone better. Take notes, update your event timeline and planning details, and get ready for next year.
  • Post-Event Summary
    Once all your bills are paid, Tiger Boosters will provide you a financial event summary. This form outlines how much you made (breakdown provided), your expenses, Tiger Boosters’ admin fee, and the split between sports, if relevant.

TEAMSNAP

WTA Tiger Boosters purchased a license for TeamSnap, a highly rated team management software that also comes in an app. We started with a beta group in the spring of 2019, and the 2019-20 academic year will see a full roll-out for all sports programs and teams.

Benefits of TeamSnap

These are some of the reasons we are using TeamSnap:

    • Manage rosters
    • Track & share team schedule, games and results, which integrates with our website.
    • Simplify and streamline team communication
    • Ability to invoice families by team or individually
    • Collect forms
    • Ability to assign roles at the team and sport level.

 

Managing rosters in TeamSnap

Team managers and coaches can rearrange team rosters at any point.

Getting TeamSnap management access

Head coaches determine who will have management access at the sport level (for example, Boys Soccer) and should let Tiger Boosters know so that we can make sure the relevant people are appropriately assigned. Email wta.inc.teamsnap@gmail.com for access.

How to invoice my team using TeamSnap

At this point, only the league administrator can actually send invoices through TeamSnap. Because this is a money issue, this is someone on the Tiger Boosters Board. However, we are glad to send out invoices at any point, and you will be able to track who has paid through TeamSnap or outside of TeamSnap. Simply contact the TeamSnap coordinator at wta.inc.teamsnap@gmail.com to make this happen.

Who to contact if you have questions about TeamSnap

If your student-athlete is on a team and you have not registered for TeamSnap, look for the invitation that was likely sent to you. You may also email wta.inc.teamsnap@gmail.com for assistance.

EVENTS & FUNDRAISERS

Tiger Bash
Tiger CrabFeast
Tenley Tiger Run
Homecoming
DC Sneaker Expo

CAMPS, CLINICS & TOURNAMENTS

Basketball Summer Camp
Cheer Camp

Contact Us

Woodrow Wilson High School

3950 Chesapeake St NW

Washington DC 20011
202-282-0120

Search

Scroll To Top