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Budget Template, Bank and other Financial Info

This page will serve as a guide for KVHA expectations this season regarding team finances.  Please note that many of the items being required are mandates from MAHA and USA Hockey and have been implemented to protect the teams and the personnel who are handling the team finances. 

KV will provide each team with an Excel workbook that will help you stay organized throughout the season.  Two of the tabs of the workbook are the team budget and player payment tracker. 

  • We require teams to submit budgets four times per season.  They are due on 9/1, 11/1, 1/1 and 3/1. Please email me if you have any issues getting your budget submitted on time.  
  • When a budget submission is late (without communication) your ice payment for that month will not be withdrawn from your bank account.  The payment will be deemed late and the late payment penalties are as follows: 
    • First offense – warning
    • Second offense - $150 fine
    • Third offense - penalty equal to 10% of ice bill
  • Only the budget template provided by KVHA may be used.  Please do not submit your budget in a different format.  The template has prepopulated formulas that will calculate amounts for you based upon data entry. If you have any questions about this, please reach out.
  • Each team will receive an ice invoice from KVHA.  On the due date, we will automatically transfer the balance due from your team account into the main KVHA bank account. If you are unable to make a payment, please reach out and make alternative arrangements before the scheduled due date. 
  • MAHA requires that each team provide an accounting of cash flow to the parents or guardians of the players on the teams’ roster.   Please keep your budget up to date at all times and share it with your families throughout the season.  Families are trusting teams with a lot of money and this has been put in place for full transparency.       

Collecting payments

While some teams choose to still accept checks and cash, most teams over the past few years have started to accept Venmo, PayPal, and other forms of electronic payments. Most have those accounts linked to their PNC account and can transfer money after a payment is made, reducing the number of trips that they have to make to the bank.

 

PNC BANK

  • PNC is the only bank that KVHA teams are permitted to use.  You can only have one account assigned by KVHA.  Please email the KVHA Treasurer to set up your account and online banking.  
  • The PNC branch that we use is located on the southwest corner of Old 23 and Grand River.   https://goo.gl/maps/iydKEA9uFxSq4kxS9
  • When you go into sign documents, they will offer you checks and a debit card. If you get a debit card, please email me the last four digits of that card.  
  • We have had some fraud occur over the past few years and it is very important that you check your 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 me 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.
  • There are fees associated with the bank account (overdraft fee, a fee for having a low balance, etc).  Please see the attached schedule of fees.
  •  If all team personnel are changing you must turn in all debit cards and unused checks to the KVHA office.    
 
PNC Bank
Brighton East Branch
10014 East Grand River
Brighton, MI 48116
 
To report fraud on your PNC Team Account call 888-762-2265

EXPENSE REIMBURSEMENT

This expense form is used to request reimbursement for out-of-pocket expenses accrued by an individual or an expense paid by teams that was approved to be reimbursed by the KVHA BOD. 

Up to 4 coaches on each team will receive reimbursement for their USA Hockey registration, CEP class and/or age modules.   Each coach should wait until they have received all of their receipts before submitting a reimbursement request and all requests must be received by December 31st.