REPORTS/FORMS
An injury report is submitted when an athlete is injured during training, competition or in the supervision of SSCV coaches/staff.
Must be filled out the same day or within 12 hours of injury occurring. Here is a link to the Injury Report.
Incident Report is when an incident has occurred such as, policy violation, encounter with a Vail Resorts Employee. Also, think, will this incident possibly be reported to Management at SSCV,
Must be filled out same day or within 12 hours within time of Incident.
For VSSA student-athletes - must be filled out 2 weeks prior
A vehicle inspection must be completed by the driver before every departure.
Save the above form to your own Google Drive before adding information!
Open > File > click ‘Make a copy’ > save to your own Google Drive > rename and fill out. Use this as your template going forward.
PROCESS:
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Ramp Visa card holders - reimbursements are done directly through your Ramp account and are reimbursed by direct deposit
OR -
Download the expense reimbursement form from coaches' links, save a copy to your drive, fill out completely and share with Liz M. and Program Director - approvals required. Paper copies not accepted.
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Include digital copy of complete itemized receipts with date, vendor name, items purchased, total charge and payment method - receipts required, no exceptions. Paper copies not accepted.
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Necessary, reasonable, & provable SSCV business related expenses as part of authorized SSCV business only
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All items reimbursed by SSCV funds become the sole property of SSCV
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Physical checks are cut once a week and are left on the Accounting Office door for pick up.
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Mileage reimbursements must include the actual start and end destinations, camp, comp or travel event noted
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Personal vehicle use to be approved by the Program Director in advance
Mileage starts at VSSA or SSCV not home
Mileage will not be paid for commuting to SSCV, VSSA or to training venues (Copper, Beaver Creek, Vail)
The form calculates out the correct amount automatically. -
Reimbursements and foreign transactions over $100 ALSO require a copy of your card/payment statement showing your name, card number & the transaction (with exchange rate).
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See THIS FORM for more information (coming soon)
In limited cases, staff may request checks for travel advances. Any requests made must include Program Director approval before submissions to the accounting staff. Requests are due a minimum of 1 week before departure. Please be sure that check requests are approved by your direct supervisors. Unsigned expense reports and check requests are not eligible for reimbursement.
For any accident involving a Ski and Snowboard Club Vail owned vehicle or trailer. Must be filled out and returned to Operations within reasonable timing after the accident has occurred.