Hotel - If your tournament is more than 2 hours away from the LCRC, a hotel room will be provided for you and your assistant coach. You will always share your room. Unless you are the only team going to a tournament and/or coaches are not the same sex (or married, etc). If there are several teams going, you could be sharing with a coach from another team. When rooms are booked, TVC will complete a credit authorization to pre-pay for the room. There are some occasions when the hotel will not allow the pre-pay. If that is the case, you may be required to pay for your room and receive reimbursement. If that would cause you a financial hardship or you do not have a credit card, please let us know.
The time to check your hotel information is before you leave for the tournament, not upon arriving at 7:00 p.m. on a Friday night.
If you have received a hotel confirmation and your plans have changed, please email Jess immediately. Hotels are an extremely expensive line item on our budget and there are few things that send me over the edge when I find out that coaches made other arrangements to stay with friends, or are not attending a tournament or coming in morning of, etc. and TVC is forced to pay for an unused hotel room. This includes notifying us even if you are sharing a room and your roommate is still attending the tournament. It is possible I have an odd number of coaches in rooms and could reassign roommates and cancel one room. There are few things that set me off more than arriving at a big tournament and finding out that 2 coaches are in rooms by themselves because I did not know that someone was not coming to the tournament and TVC is paying $500 for a room that weekend. (It has and does happen and is not good!)
Mileage - TVC will reimburse mileage at the rate of .25 per mile. Mileage is figured from the LCRC and Jesshas a standardized mileage chart which you can use when you submit your reimbursement. This reimbursement is by team. If both coaches drive separately, you will split the mileage reimbursement. If you get rides with parents or other coaches, no reimbursement is given. The mileage chart can be found at the bottom of this page.
Tolls and Parking - If your travels take you on the Toll Road, TVC will reimburse you for your tolls. If you have an EZ Pass- please access your account to show the charges to your account and submit those for reimbursement. We will also pay for parking at tournament sites. If you are staying at a hotel that requires paid parking, we will reimburse you up to $20.00 per day. If you choose to valet park for $40.00/day - you will only receive reimbursement for half. Most cities have apps that help you locate less expensive parking. If you need help with this, let me know.
Meals - TVC does not reimburse for meals. Sorry. Wish we could. Sometimes you get lucky and go to a team meal and the parents pay for your meal. It is not required but certainly appreciated when it happens.
Alcohol Consumption at Tournaments - USAV and OVR rules stipulate that coaches at no time should be consuming alcohol when they are directly in charge of underage athletes. This means that you do not go out for a beer at lunch while your team is still playing. I do not have a problem if the team and parents go out for a meal and you have an adult beverage. However, if you are having the meal with the players and parents are not involved, you are not to drink. Because TVC does not do "Team Travel" and coaches are not responsible for their players when they are finished playing for the day, you are free to do as you wish on your own time within reason. If you oversleep or miss a match or players can smell alcohol on your breath the next day, that is not within reason and is grounds for termination. Basically, our policy is "Don't be stupid." And the arbiter of what is stupid is me and the Office Staff. Coaches who are not of legal drinking age are not permitted to drink at any time.
Submitting for Reimbursement - Reimbursement forms are on the website. If you submit your form by the 25th of the month, you will have a check by the 5th.
USAV Line-up Sheet - Complete digitally with your roster and print for the season to save time!