Competitive Coaching Staff Expenses Policy (revised June 2025)

The intent of this policy is to provide structure to the process of reimbursing head coaches and their coaching staff for expenses incurred while traveling as a result of a team game event. All competitive teams are to provide funds to reimburse the coaches' expenses.

The payments described below are to cover the expenses of all non-parent team officials and coaching staff. This reimbursement will consist of a payment to cover expected travel costs for regularly scheduled league games, outside of Ottawa and a flat "per tournament night" payment plus travel costs to be made based on the number of out-of-town tournaments and the number of overnight stays at each. A schedule will be published each year indicating the following:

1. The flat rate to cover travel costs for league games played outside the city of Ottawa boundaries. (This may vary by league and division).

2. The out-of-town tournament overnight flat rate. (This is applicable to all AA, A and B teams)

3. The mileage rate to be paid for tournament travel. (This is applicable to all AA, A and B teams)

**Exceptions will be made to this for provincial championships, Silver Stick and other unpredictable tournament events. **

The flat rate to cover league games should be paid for each game scheduled in the

out-of-town team’s arena. It is suggested that reimbursements be made in two installments, the first at the start of league play and the second in January. The first payment, based on the first half of the scheduled out-of-town games, and the second payment in January, is based on the remainder of the season schedule. The January payment may be adjusted upwards or downwards to reflect any substantial changes to the year's projected schedule. The tournament fees should be paid prior to leaving for the tournament.

Questions can be directed to the VP of Programs and Development. In keeping with our Policy on Reimbursing Coaching Staff expenses noted above, the following schedule is to be used for the 2025-2026 playing season.

The flat rate for out-of-town league games is set as follows:

Out of Town Team Name	Kilometers	Maximum Cost Per Game
Upper Ottawa Valley Aces “UOV” (Cobden, Pembroke and Beyond)	300	$187.5
Seaway Valley	250	$156.25
Brockville	190	$118.75
RSL; Casselman-Embrun; Perth; UOV (Arnprior, Renfrew)	140	$87.5
Clarence-Rockland	110	$68.75
MTK	100	$62.5
Canton	105	$95

 

NOTE: The above payments must be reduced at the rate of $.625/km if the coach takes team-provided transportation to any of the league games. Exhibition Games are not reimbursed, as these are optional team events.

This amount is based on the estimated round trip driving distance reimbursed at $0.625/km. This should only be paid where a coach(es) is/are providing their own transportation. Team officials are to be reimbursed for each game scheduled in the out-of-town team’s arena listed above. The total reimbursement should be calculated based on the number of games scheduled against the out-of-town teams listed above multiplied by the amount per game listed. The table above is based on the teams declared at the “AA”, “A” and “B” League meetings held prior to the season.

Non-Parent Coaches Tournament Policy

1. The per-tournament overnight rate is set to: actual hotel cost (including applicable taxes), to a maximum of $220 plus $65. This amount is to cover both hotel, meal, and incidental expenses for the team's head coach. This will be paid for each required overnight stay at the tournament.

2. Mileage rate to cover travel to tournaments is set to: $.625/km. This should only be paid where a coach is providing their own transportation. The maximum claim may not exceed 1000 km for each tournament.

Non-Parent Assistant Coaches Tournament Policy

1. The per-tournament overnight flat rate is set to: $160/night for all non-parent assistant coaches on a team. This amount is to cover the hotel, meals, and incidental expenses for all assistant coaches. For example, for a team with 2 non-parent assistant coaches, the amount provided for both coaches is $160 (i.e. $80 each per night).

2. No mileage rate is provided.