PORTCURTISPRIMARY SCHOOL SPORTS ASSOCIATION
2015version 2
HANDBOOK
CONTENTS
Flowchart & Appendix List2-3
Managers & Coach – Explanatory Notes4
Role of the Coordinator/ Purchasing Equipment5
Team Levy Calculations6-7
Financial Information/ 2014 Price List8
Age Eligibility/Sports Played9
CONTACT NUMBERS
Port Curtis Sport CoordinatorSandy Zwisler
Email:
Phone: 4972 1955
Gladstone South State SchoolFax: 4972 1699
153 Toolooa Street
Gladstone QLD 4680
Secretary Belinda JobGladstone South SS 4972 1955
President Leanne Martin Gladstone Central 4979 7222 lmart72 @eq.edu.au
PORT CURTIS PRIMARY SCHOOL SPORT
MANAGERS AND COACHES FLOWCHART
Timeline / Manager/Coach / SchoolPersonnel / PORT CURTIS OFFICIALSInitial / Manager & Coach
- Apply for selection for Coaches and Managers Positions
- Attend compulsory Coach and Manager Induction Meeting
- Sign Coach/Manager applications for approval
- Filling of official positions
- Trial calendar
- Budget oversight
- Manage issues of conflict or concern
Pre Trial / Manager
- If equipment needs to be ordered obtain quote and supply a PurchaseRequisition to the Coordinator at Gladstone South State School
- Contact Port Curtis Sport Coordinator to: confirm requirements for *Mode of travel *Accommodation/bookings * Number of children to be selected* Refer to Apparel and Levy Calculator. Please note there will be no Capricornia Levy this year. Managers will need to confirm Carnival Levy if it applies.
- Contact Port Curtis Sport Coordinator to advise of collection date for team apparel
- Uniform Stocktake and sufficient apparel in stock
- Obtain Quotes for accommodation/ travel
- Purchase equipment
- Calculate team Levies - Equipment/ Accommodation/Meals/ Incidentals/Travel expenses/Carnival levies/Uniform requirements/ Miscellaneous .
Manager
At least 2 weeks prior to selections send Trial Information to Port Curtis Secretary.
APPENDIX
#1a. Email to Schools via Secretary – Trials Information
#1b Student Permission To Attend Trials
#1c Email to Manager – Students attending Trials / PE Teacher
- Advertise trials within school
- Give Medical details forms to students attending
- Send list of students attending to Manager
#1c Email to Manager – Students attending Trials / Secretary
- Distribute Trial information to all schools
Manager
- Receive from Port Curtis Sport Coordinator Levy Information. Confirm levy amount. Eg Carnival fees, number of students before the information is provided to parents and students
- Make sure that the paperwork is ready to distribute once the team has been selected. Ensure Sport Payment Form indicates date for payment with enough time for collation and distribution of apparel.
#2a. Sample Letter To Parents
#2b. Sports Payment Form
#2c. Parental Consent/Student Personal Details/Medical Details
#2d Principal Approval Form
#2e. Project Consent
#2f. Codes Of Conduct
Coach
- Obtain risk assessments prior to this event. Event co-ordinator may send.
- Confirm Sports Levy
- Book Accommodation /Travel
Selection Trial / Coach
During trials inform inquisitive parents prior to trial commencement of the selection process to be used. APPENDIX - #4f. Player Assessment Sheet
- Select team and ensure Manager has names and school details.
- Hand out paperwork to students
APPENDIX #1d. Email to Schools via Secretary – Team Notification / Principal
- Ensuring Project Consent Form is completed /filed at school and indicate on Principal Approval Form (#2d) for student attending if suitable
- Offer congratulations to students
- Collates Student Payment Forms(#2b)
- Collate team apparel requirements on Apparel Information Sheet and prepare for collection
- Give Apparel Information to Manager with the team apparel.
Pre-Carnival / Coach
- Conduct training
- Collate paperwork for students selected (#2c #2d #2e)
#4c. Student Details Form
- Ensure that all Sports Payment Forms have been received by the Coordinator and confirm collection date for apparel
- Claims for refund or apparel change
#3b. Refund Request
#3c. Apparel Exchange
Coach & Manager
- Confirm TRS Booked for release
- Receipt money - No GST on levies, GST on Apparel
- Email scan to Sports Coordinator andManager
#2c. Parental Consent/Student Personal Details/Medical Details
#2d Principal Approval Form
and provide copy back to student
- Project Consent Forms filed at School
- Book TRS teacher for coaches or Managers if rostered work day
Distribute Team Lists to all schools and Coordinator
Manager
- Send Team List to Regional Carnival Convenor APPENDIX - #3a.Email to Regional Carnival Convenor - Team List
- Team manager notes any non compliant Project Consent Forms or no signed PCF on the Form 121 Project Consent Summary and sends to Regional Sports Officer/Please send the completed proforma to your Regional School Sport officer and regional convenor.
- Collect Apparel Information Sheet and team apparel from Gladstone South SS * water bottles/bags/shirt
- Collect First Aid Kit/ Mobile Phone / Gear
- Before departure double CHECK BOOKING for: * Transport * Accommodation * Billeting arrangements * TRS Booked
- Distribute team apparel to manager
- Ensure First Aid/Phone ready
Carnival / Coach & Manager
- Manage team/attend to selection meetings/ Manage Code of Conduct for parents and student
Follow Up / Manager
- Return equipment, phone and team uniforms
- After the completion of the trials a MANAGER’S REPORT must be submitted to the PC Sport Executive via the Coordinator, detailing sporting and financial outcomes.
Manager&Coach
Submit Expenses Claim Form
APPENDIX- #4g Domestic Travel Expenses Claim Form / Business Manger
- Invoice Gladstone South SSfor TRS Day
- Pay invoice of Student Levies to Gladstone South SS
Collate Reports for Ports Curtis Sports Meetings
Sports Co-ordinator
- Pay TRS
- Pay Expense Claims
- Invoice School at end of Term for Student Levies
Notification for Trials / For Parents/Students at Trials / Apparel Management / Managers Records / Supporting Documents
#1a. Email to Schools via Secretary – Trials Information
#1b Student Permission To Attend Trials
#1c Email to Manager – Students attending Trials
#1d. Email to Schools via Secretary – Team Notification / #2a. Sample Letter To Parents
#2b. Sports Payment Form
#2c. Parental Consent/Student Personal Details/Medical Details
#2d Principal Approval Form
#2e. Project Consent
#2f. Codes Of Conduct / #3a.Email to Regional Carnival Convenor - Team List
#3b. Refund Request
#3c. Apparel Exchange / #4a Purchase Requisition
#4b Form 121 Project Summary Consent
#4c. Student Details Form
#4d. Billeting Form
# 4e Managers Report Template
#4f. Player Assessment Sheet
#4gEmail to Coordinator- Domestic Travel Expenses Claim Form
#4hPrivate Vehicles to Transport Students
Health & Safety Incident Form / #0 Managers Levy And Apparel Calculator
#A PC Sport Manual 2015
#B. Approval To Claim Kilometric
#C Kilometric Allowance Claim Form
#D/E Application To Be Coach Or Manager
#F Application To Convene A Pc Competition
#G Athletes With a Disability-Swimming/Athletics/Managers
PORT CURTIS PRIMARY SCHOOL SPORTS
MANAGERS AND COACHES - Explanatory Notes
- Managers and coaches are selected from the Selection Meeting.Trial Date/s are set in relation to Capricornia dates as part of a Yearly Port Curtis Calendar. Most trials occur after school on a Thursday.
- Prepare “SELECTION CRITERIA” for the trials. BE PREPARED TO EFFECTIVELY AND EQUITABLY SELECT THE TEAM! Don’t forget to check the “Age Eligibility Form”. Principals of each school will have to attest to the accuracy of each child’s birth date.
- Send your information prior to Selection Trial, to the Port Curtis Coordinator and make a courtesy call to reinforce your plans. You should have calculated your levy detail including accommodation, travel, shirts etc. prior to trials or indicated what your requirements are using the Equipment and Levy Spreadsheet. APPENDIX #0 Send the details to the Sports Co-ordinator by email. . IF YOU HAVE ANY DIFFICULTY RING the PORT CURTIS SPORT COORDINATOR ATGLADSTONE SOUTHSTATE SCHOOL
- Transport for officials is preferred by Bus or Hire Car. Refer to Levy Calculations. Managers can decide on transport arrangements considering the nature of individual and team sport requirements, numbers, distance costs etc. Managers who assist students in arranging Private Transport arrangements have a higher duty of care in terms of obtaining parental permission and Drivers licence and registration information. Refer to #4H Private Vehicles to Transport Students if manager elects to support that process.
- You will receive confirmation of the Levy amount from the Sports Co-ordinator or Executive. Ensure paperwork is ready and once team is selected distribute information – try to have all relevant details.
Sample shirts are available from Gladstone South SS and Gladstone Central to take to trials for students to try sizes. The Port Curtis Sports Payment Form is to be completed and taken to the student’s school office with full payment made out to the student's school. Clarify with the students that they pay at their school and are issued with a receipt.
- Send all names to the Ports Curtis Secretary and the PC Sport Coordinator IMMEDIATELY AFTER TRIALS HAVE CONCLUDED via an updated Levy and Apparel Calculator Appendix #0
- Business Managers at the students schools should forward on copies (electronic preferred) to both the Manager and Sports Co-ordinator of the following forms
#6. Sports Payment Form
#7. Parental Consent/Student Personal Details/Medical Details
#8 Principal Approval Form
The Co-ordinator will collate Apparel Requirements from returned Sports Order Forms and levies paid and issue shirts, bags, water-bottles and equipment for sports whilst the manager will collate the other paperwork and permissions.
- Advise a payment date for Sports Payment Form that allows for collation and distribution of apparel.
- At the conclusion of the Capricornia Trials you have two weeks to submit a Manager’s Report and Expenses Claim to the coordinator.
- TO ENSURE THAT THE WHOLE SYSTEM WORKS EFFECTIVELY – READ THROUGH THIS BOOK – USE THE FORMS REFERRED TO.
ROLE OF THE PORT CURTIS COORDINATOR
MANAGES FINANCIAL ACCOUNTS.
ORDERS, DISTRIBUTES AND REPLENISHES UNIFORM STOCK
ACCESSES QUOTES AND BOOKINGS OF BUSES
PROVIDES QUOTES/ PRICES FOR ANY AREA MANAGER REQUIRES
APPROVES TEAM BUDGETS IN CONSULTATION WITH THE PRESIDENT
PURCHASING EQUIPMENT
A Purchase Order must be issued by Gladstone South State School for all sporting equipment, accommodation, bus and car bookings.
Goods must not be ordered or purchased without an order
All invoices must be issued to GLADSTONE SOUTH STATE SCHOOL
Obtain a quote from the provider
One quote is sufficient if the order costs less than $1000
Three quotes will be required if order costs are more than $1000.
Complete aPURCHASE REQUISITION FORM including as much information as possible
Email to the Port Curtis Sport Coordinator at Gladstone South State School,
An order will be issued and faxed to the provider or team manager
Quotes must show the amount of GST applicable or state GST inclusive
New uniforms funds are to be taken out of a specific cost centre (e.g. Netball)
TEAM LEVY CALCULATIONS
The purpose of this letter is to clarify for managers and coaches of Port Curtis Teams the method of calculating levies for team members. The Association is committed to paying public service rates for meals and incidentals to managers and coaches who accompany teams to sporting venues.
Meals
The maximum rates which can be claimed (at 1/9/2011) are:
Gladstone,MackayEmerald, Rockhampton
Breakfast$23.65$21.15
Lunch$26.55$24.20
Dinner$45.60$41.65
Overnight Allowances
Incidentals$17.30
or Private Accommodation $35:80
These are the current rates and may change. Persons may claim the full rates for meals and incidentals, as no receipts are required.
Breakfast is payable if officer departs earlier than 6:am. Lunch allowance is payable if officer is away more than 12 hours. Dinner Allowance is payable if officer returns later than 6:30pm
Accommodation
We do not pay accommodation allowances.If accommodation obtained by Officer, Original Accommodation Receipts Required. If accommodation obtained through Port Curtis Sports an allowance for incidental expenses is payable per overnight stay.Incidental allowance is claimed if absence extends overnight. No receipts required.
If private accommodation is obtained (ie with relatives or friends) claim the Private Accommodation allowance as the motel cost but no Incidental allowance.
Normally, a person claiming for a two-day stay would claim 1 breakfast, 2 lunches, 1 dinner, and 1 Incidentals expense.
Transport
In accordance with Departmental policy, if private transport is being used by managers and coaches, the owner of the vehicle is entitled to claim public service kilometric rate. This is a legitimate expense and must be added to the levy. A word of caution here: Rental Cars may be cheaper and there is more onerus paperwork requirements in.
Also note Hire Cars need refuelling at end of trip.
Kilometric allowance is the only payment method that may be made to an officer for use of a private motor vehicle. Reimbursement of petrol or other expenses in lieu is not allowable. Approval from the Sports Coordinator must be granted prior to the travel commencing on the application to “Approval To Claim Kilometric”. APPENDIX B. Evidence must be attached to the approval form to show that the vehicle is covered by either a comprehensive motor vehicle insurance policy or a third party property damage insurance policy and that the policy is endorsed to indemnify the Queensland Government against certain liabilities at law. School staff will be paid approved kilometric claims through the payroll process, following instructions on the kilometric claim form. Kilometric Allowance may be claimed by completing the Personal Expenses Claim (Out-of-pocket, Travelling) Form Appendix C, which is forwarded to the PC Coordinator at Gladstone South. Staff will then receive payment with their salary, recorded on payment summaries and PC Sport will be debited the cost.
When calculating levies for teams.
- Utilise the Spreadsheet calculator. APPENDIX #0
- Factor in the above expenses for each of the management party.
- Divide it by the number of children in the team, and
- Add it to the rest of the levy which would already involve shirts, shorts, socks, water bottles, etc
It would be prudent to inform parents of the components in the levy, thereby making the process transparent, as you are finally accountable.
A couple of points which may also be of interest to parents:
- Teachers on weekend trips with teams are not paid overtime. This appears to be a common misunderstanding amongst the public.
- Teachers who manage teams on school days have to be replaced, and paid for by this association. Team members incur no addition to their levies for this expense which ultimately is borne by the Port Curtis District Schools.
All claims must be made on the appropriate claim form, receipts and other documentation, signed by your principal, and submitted to the Port Curtis Sport Coordinator at Gladstone South State School for payment.
When remitting claims for payment, please include also any record sheets of money collected from team members. These are accountable documents and must be made available for audit.
Coach and Manager shirts are not included in the levy. Coaches and Managers will be supplied with their own shirts, (Hat and socksif attending Induction training) to be paidby the Port Curtis charges made to each school.
When calculating levies for teams.
All quotes for accommodation, bus hire etc will include GST. Include the GST in the levy charged to students.
For example: Bus Hire $200 plus GST gives a total cost of $220, calculate the student levy on $220.
- Equipment (Consumable)
- Accommodation
- Coach/Manager allowances and incidentals
- Transport - Car Hire/Fuel or Bus
- Carnival Levy
- Uniform Levy(for replacement uniforms) @$10 per player
- Miscellaneous
- Total $______divided by the number of players. Reduce by 1 player in event of withdrawal.
Note: tape is claimed in the incidentals allowance
FINANCIAL INFORMATION
Each school must create an “Oneschool 5000” cost centre for Port Curtis Sport
Eg. 5000 10 (New cost centres are numerical based)
Every student must be issued with a Cash Sale Receiptby their individual school.The Sports Payment Form will be presented to the school’s office by the student or parent. A Cash Sale Receipt must then be raised. Do not accept any money without this completed Sport Payment Form. Do not bank as a cash sale.
The following procedure should be used as our District is not registered for GST:
1.Acquisitions by the Host School from vendors will now be treated as out of scope and input tax credits cannot be claimed (only relates to the host school (Gladstone South) purchasing on behalf of the district). The Host School will use tax code PZ.
2.All supplies of District school sport by the Host School to Member schools will be out of scope. Given that the objective when billing Member Schools is cost recovery this means that the charge to Member Schools must be increased to recover the input tax credits which are not claimable on acquisitions. Invoices issued by the Host School to Member Schools will not identify a GST component and Member Schools will therefore not be entitled to input tax credits. The Host School uses tax code SZ; Member Schools use tax code PZ.
3.Member Schools make supplies to their Students.
- Most supplies are GST-free as a curriculum-related activity. (eg nomination fees, transport, venue, equipment etc). Member Schools use tax code SF (in the government sector) for GST-free items.
-Member Schools must add GST to the cost of the taxable items (food, photos and uniforms) and use tax code SG (in the government sector).
Example
A Host School purchases various items from vendors which will be taxable (food, photos, uniforms) when supplied by Member Schools to Students and pays $100 including GST. The Host uses tax code PZ.
The Host School also purchases various items from vendors which will be GST-free (transport, venue, referee, trophies) when supplied by Member Schools to Students and pays $1,000 including GST. The Host School uses tax code PZ.