A. Budget Year

The BRYC Recreational Soccer budget year is August 1 through July 31. BRYC Recreational Soccer prepares an annual budget in April that combines the Fall and Spring seasons for the upcoming year. Staff Coordinators and Directors must present proposed budgets for their areas of responsibility to the Commissioner and Budget Coordinator at least 30 days before the EXCOM budget meeting. The Commissioner and Budget Coordinator will draft the budget for the next fiscal year for presentation at the April EXCOM meeting. Once approved, the budget is submitted to the BRYC Board of Directors in May to ensure final approval before the start of Fall registration.

B. Income

Primary income is derived from registration fees. A $10 per player fee is remitted to the BRYC Board of Directors for allocation toward administrative costs and the Capital Improvement Fund. Additional sources of income include:

• Uniform sales (budget neutral)
• Late registration fees ($20 per player)
• Referee subsidies from Fairfax County (when available)
• Rebates from team photo packages
• Donations (tax deductible)
• Sales of excess equipment and supplies

All checks or cash payments to BRYC Recreational Soccer must be submitted to the Budget Coordinator within seven (7) days of receipt. The Budget Coordinator will ensure timely deposit and notify the BRYC Treasurer for proper crediting to the Recreational Soccer account.

C. Expense/Reimbursement Policy

To receive payment or reimbursement for expenses, the following procedures apply:

• Expenditures must receive prior approval from authorized individuals:
  • Commissioner – No limit
  • Deputy Commissioners – Up to $75
  • EXCOM Members – No limit if included in approved budget
• Submit requests using the Purchase Order form within 60 days of the expense or within 30 days after season end, whichever is sooner.
• Receipts must be attached and include:
  • Legibility
  • Amount expended
  • Vendor information
  • Date of transaction
  • Description of purchase
• Submit requests through the Budget Coordinator for Commissioner approval and forwarding to the BRYC Treasurer.

BRYC Recreational Soccer also maintains a revolving charge account at Kinko’s Copies, 10683 Braddock Road, Fairfax, VA 22032. Volunteers are encouraged to review applicable Federal and State tax guidelines concerning travel-related expenses for nonprofit service.

D. Solicitation of Bids

Reasonable diligence must be used when spending BRYC funds. All purchases must seek the lowest reasonable cost. Ongoing contracts—such as uniforms, recurring equipment, or field services—must be put out for bid every three (3) years. Bids should be solicited from at least three vendors and evaluated based on price, service quality, and the vendor’s ability to meet service and delivery requirements.

BRYC Recreational Soccer, through the Virginia Youth Soccer Association (VYSA), provides Accidental, Medical, and Liability Insurance. This includes limited personal liability and medical coverage for players. However, volunteer staff, coaching personnel, and parents/guardians are encouraged to review and maintain appropriate personal insurance coverage to meet individual needs.