Financial Management
Financial Management
Starlings Volleyball USA is committed to maintaining financial practices that support accessibility, transparency, and responsible stewardship of resources.
Club Directors are responsible for managing club finances in a way that aligns with the Starlings mission, ensures affordability for families, and maintains compliance with organizational expectations.
Important Reminder: Financial management is both an operational responsibility and a mission-driven commitment. Directors are expected to make financial decisions that prioritize access, sustainability, and accountability.
Club Budget Requirement
Document / Form Required: Clubs must maintain a current Club Budget and may be required to submit it to the Starlings National Office upon request.
Directors must maintain a current and comprehensive club budget at all times.
The budget should include:
- projected revenue (player fees, fundraising, donations)
- projected expenses (facility, coaching, equipment, uniforms, tournament entry fees, insurance, memberships, travel if applicable)
- estimated number of players and teams
- scholarship or financial assistance projections
- contingency considerations for unexpected costs
Director Responsibility: Directors must be prepared to explain and justify their budget structure if requested by the National Office.
Financial Policy: Failure to maintain a current and accurate budget may impact eligibility for Player Assistance Funds and may affect the club’s standing within the organization.
Best Practice Tip: Review and update your budget at key points during the season (pre-season, post-tryouts, mid-season) to ensure accuracy.
Season Fee Policy
Starlings clubs are expected to structure their programs to maintain season fees of $850 or less per player, excluding optional travel costs such as the Starlings National Tournament.
Director Responsibility: Directors must make reasonable efforts to keep fees at or below this target to ensure accessibility for all families.
If a club anticipates exceeding this amount:
- the Director should evaluate cost drivers (facility, staffing, tournaments, etc.)
- consider fundraising or cost-reduction strategies
- consult with the Starlings National Office prior to the season for approval
Financial Policy: Program costs that significantly exceed the Starlings affordability model without approval may be subject to review by the National Office.
Best Practice Tip: Build your budget from the $850 target backwards, rather than adding costs forward.
Payment Structure & Collection
Directors are responsible for establishing a clear and consistent payment structure for families.
Payment Expectations
Directors should:
- clearly communicate total season cost
- provide a payment schedule
- outline due dates and consequences for late payments
- document all payment expectations in writing
Payment Methods
Clubs should utilize the designated Starlings technology platform for payment collection, currently LeagueApps, unless otherwise approved.
Payment methods may include:
- credit/debit card
- ACH/bank transfer
- other platform-supported payment options
- offline payments (check or cash) when necessary
Financial Policy: Offline payments with check or cash are acceptable when necessary, but must always be accurately recorded and included in the club’s budget and platform tracking system.
Use of the designated platform helps ensure:
- consistent record keeping
- accurate tracking of payments
- alignment with roster and membership data
- improved communication and reporting
Financial Policy: Directors are expected to use the designated platform for payment collection when required. Alternative methods should only be used when necessary and must be tracked accurately.
Best Practice Tip: Align payment tracking with team rosters in the platform to reduce discrepancies and improve financial visibility.
Payment Plans
Clubs should offer reasonable payment plan options to support families who may not be able to pay season dues in a single payment.
Director Responsibility: Directors should work with families in good faith while maintaining financial accountability for the club.
Payment plans should:
- be clearly documented
- include agreed-upon due dates
- be tracked consistently
Financial Policy: Payment plans should not compromise the financial stability of the club.
Non-Payment & Delinquent Accounts
Directors must establish clear expectations for handling unpaid balances.
If a family falls behind on payments, Directors should:
- communicate early and clearly
- provide an opportunity to resolve the issue
- offer a modified payment plan when appropriate
If non-payment continues:
- participation may be restricted
- the athlete may be withheld from practices or competitions until resolved
Financial Policy: Directors must apply payment policies consistently across all families to ensure fairness.
Best Practice Tip: Address payment issues early to prevent larger financial challenges later in the season.
Refund Policy
Directors should establish and communicate a clear refund policy prior to the start of the season.
Refund policies should address:
- player withdrawal
- injury situations
- program cancellation
- non-refundable expenses (uniforms, tournament fees, etc.)
Director Responsibility: Refund policies must be communicated in writing before fees are collected.
Financial Policy: Directors are responsible for applying refund policies consistently and fairly.
Fundraising Requirement
Starlings clubs are expected to conduct at least one fundraising campaign each year to support affordability and financial assistance.
Director Responsibility:
- organize and promote fundraising efforts
- encourage participation from families
- track and report fundraising outcomes when requested
The recommended fundraising platform is Give Lively.
Resource / Setup Information: Starlings will assist clubs in setting up a Give Lively campaign to support peer-to-peer fundraising.
Best Practice Tip: Launch fundraising early in the season to maximize impact and reduce financial pressure on families.
Player Assistance Fund
The Starlings Player Assistance Fund exists to support athletes and families who are unable to afford full participation costs.
This program ensures alignment with the Starlings mission that no girl is turned away due to financial hardship.
Director Responsibilities
Directors are responsible for:
- informing families about the availability of the Player Assistance Fund
- reviewing applications prior to submission
- confirming eligibility and completeness of application materials
- submitting applications through the official process
- providing a Director statement of support
- communicating timelines and expectations to families
- applying awarded funds to the player’s club account
Eligibility Requirements
Club Requirements:
- maintain a current and accurate club budget
- actively participate in fundraising efforts
- maintain compliance and good standing (all Coaches and players have completed membership forms in LeagueApps or other designated platform and are assigned to designated teams)
Player / Family Requirements:
- demonstrate financial need
- complete all required application materials
Application Process
- Player/family completes application and gathers required documentation
- Director reviews for accuracy and completeness
- Director submits application with statement of support
- Starlings reviews applications monthly (November 15 to April 15)
- Awards are communicated and funds distributed to the Director
Processing Timeline: Applications submitted by the 15th of each month will be processed by the end of that month.
Required Documents
- Player Assistance Fund Application (English)
- Player Assistance Fund Application (Spanish)
- Financial documentation (as required)
- Player letter
- Academic report
- Director statement of support
- Club Budget (current)
Eligibility Enforcement
Financial Policy: Clubs that do not meet eligibility requirements (budget, fundraising, compliance) may not submit Player Assistance applications.
Best Practice Tips
- Review applications with families before submission to improve approval success
- Set expectations that funding is limited and not guaranteed
- Encourage families to participate in fundraising as an additional support pathway
Financial Accountability, Compliance & Tax Responsibilities
Directors are responsible for maintaining financial practices that comply with all applicable federal, state, and local laws, as well as nonprofit requirements when applicable.
Financial Accountability
Directors must maintain accurate and organized financial records, including:
- income and expense tracking
- payment records
- fundraising activity
- scholarship allocations
- supporting documentation for expenses
Document / Form Required: Financial records must be maintained and provided to the National Office upon request.
Tax Reporting & Legal Compliance
Directors are responsible for ensuring that their club meets all required tax and legal obligations, including:
- maintaining active legal status (e.g., nonprofit or business entity as applicable)
- filing required federal and state tax forms annually
- complying with IRS requirements for nonprofit organizations, if applicable
- maintaining appropriate financial records to support filings
- ensuring proper handling of funds and separation of accounts
Financial Policy: Failure to meet tax or legal requirements may result in financial penalties, loss of nonprofit status, or impact the club’s ability to operate.
501(c)(3) Considerations (If Applicable)
For clubs operating as independent 501(c)(3) organizations:
Directors must:
- maintain compliance with IRS nonprofit regulations
- ensure funds are used in alignment with the organization’s mission
- avoid personal use of organizational funds
- maintain appropriate governance and financial oversight
Best Practice Tip: Directors should consult with a qualified tax or legal professional if they are unsure about filing requirements or nonprofit compliance obligations.
Alignment with Good Standing
Financial practices are a key component of maintaining GOOD STANDING within Starlings Volleyball USA.
A club may be considered out of good standing if it:
- fails to maintain a current budget
- does not conduct required fundraising
- does not follow Player Assistance guidelines
- applies inconsistent or unclear financial policies
- fails to maintain financial records
- fails to meet compliance requirements
Corrective action may include:
- submission of required documentation
- financial review by the National Office
- restrictions on program participation
- additional oversight requirements