Sport Finances

For Sport Commissioners & Managers

2025 Deposit Form2025 Check Request Form
OVERVIEW
    • Deep Run understands the need for immediate access to account balances to plan for tournaments, equipment, team functions, etc. As a result, we have developed the following procedures to help ensure a timely and accurate account of team balances.
GOALS:
    • To ensure deposits are recorded in a timely
    • To ensure Payment requests are recorded in a timely
    • A monthly audit is performed on all account
    • Ensure, if applicable, that the transfer of funds to pay coaches is completed timely. 
SPECIFICATIONS:
    • Each team treasurer will need a Google account.
    • Deep Run will share a Google spreadsheet that can be accessed anytime.
    • The treasurer will not have access to edit or comment. This is view only. 
PROCEDURES ACCESSING SPREADSHEET:
    • Create a Google account. This is free!
      • Once you have a Google Email, please forward your address to Michelle Bogle.
      • The Team Spreadsheet file will be “shared” with you.
      • You will only have access to view this file.
      • Once the document is shared, it will be added to your Shared File. You can access it whenever you need to review your account.
RECORD KEEPING:

    • Each Treasurer is required to keep their own records.
      • Records should be recorded in a spreadsheet or another accounting system.
      • All deposits and payments should be recorded in the spreadsheet or accounting system.
      • Any discrepancies for or against the account should be emailed to Michelle Bogle. 

PAYMENT REQUESTS:
    • Please complete a “Payment Request” form to ensure proper payment.
      • Once your form is completed, please email it to Michelle Bogle at infomation@drvsa.org
      • Michelle will cut a check based on this request and notify you via email when it will be mailed out.
      • Please ensure all information is accurate and receipts are attached to support the payment request. 
      • The accounting spreadsheet will be updated once this payment is made. This will be your confirmation of payment.
DEPOSIT REQUESTS:

    • Please complete a "Deposit Request" form to ensure funds are deposited into the correct account. 
      • Once your form is completed, please email it to Michelle Bogle at infomation@drvsa.org
      • Please mail all checks to: DRVSA P.O. Box 380 Hilltown, PA 18927
      • Cash must be hand-delivered. Email the clubhouse to make arrangements. 
        •  Make sure checks are:
          1. Made payable to Deep Run or DVRSA
          2. The amount written out is the correct amount. The banks look at the amount written out, not the number in the box.
          3. Checks are signed


DEEP RUN TOURNAMENTS:
    • Michelle Bogle will deduct the applicable cost from the account automatically. Please ensure you have funds available for this.
    • Payments will be reflected in the accounting spreadsheet.

INVOICES:
    • Teams may sometimes use facilities such as PHS Turf or Gymnasiums on the weekends. Pennridge School District will invoice Deep Run directly. Michelle Bogle will confirm the charge with the commissioner or coach who requested and used the space and then deducts the team portion of the cost for these transactions.
        • Payment will be reflected in the team accounting spreadsheet. 
For security, make copies of checks and record who pays you.