Expense Processing

3STEP will no longer use Monday boards for 1099 expense processing. For brands that have previously provided expense payments, these will be processed in Vensure going forward. Expenses must be properly budgeted and accounted for.

Three Options to Choose From for Expenses in Vensure:

1. Add expenses to Work Roster for payment using the provided rate guidelines.

2. Anticipated expenses are included in overall pay rate.

   1. The brand calculates and adjusts the overall coach pay based on what is budgeted to include expenses not managed through Navan.

   2. Example: pay rate for a head coach to coach a team is $2000. The coach will attend two out of state tournaments with the team. If travel (airfare, lodging, rental car) is booked in Navan, then no additional money for those. However, add $300 to coach pay to cover meals and misc (rental car gas/airport parking/Uber/etc).

   3. No separate expenses submitted UNLESS there is a change of scope of work from what was originally agreed upon, i.e. a coach attends an extra tournament.

3. Expenses not applicable, no action needed.

Vensure Expense Types/Max Amounts

Vensure has five roles for expense types. Max rates have been set per day for each. Any amount above the following max will require Operations Admin approval.

• Airfare - $250

• Lodging - $150

• Auto - $30 (car rental, gas, mileage, Uber, etc)

• Meals - $50

• Misc - $0 (governing body memberships/BGC’s/etc - will require approval)

General Guidelines

• Navan is available to book airfare, lodging and car rental whenever possible.

• There is no requirement to reimburse 1099s.

• Some 3STEP brands budget and offer an amount to offset out-of-pocket expenses associated with the role.

• Receipts are not required in Vensure for processing.

• Communication is key. Notify individuals before the season or an event to ensure they understand what can and cannot be submitted through Vensure for payment.

Please reference Adding Payees to a Work Roster for more information.