Financial Center

 As a 501(c)(3) nonprofit organization the following expense reimbursement policy must be followed in order to keep reimbursements to members tax-free. All expenses seeking reimbursement must have legitimate business connection, be adequately substantiated, and be within a reasonable timeframe. 

To ensure reimbursements do not become taxable, members of the boosters must adhere to the following expense reimbursement plan. 

Business Connection: The expenses are reimbursable if they are ordinary (common) and necessary. All expenses must be strictly tied to your athlete's cheer and/or dance related activities. Personal expenses are explicitly prohibited. 

Adequequate Substantiated: All expenses must be substantiated with a receipt and/or supporting documentation. The means, exact dates, locations, amounts and purpose must accompany the supporting documentation. 

Expenses will only be reimbursable and no advances are permitted. 

Reasonable Timeframe: Expenses submitted for reimbursement must be from the current season or up to the previous two seasons. 

In order to request a reimbursement, a member must submit a request within the form or application as determined by the Fire and Ice Boosters. Links to the appropriate method will be provided on the Fire and Ice Booster’s band page and additional information can be found below. 

•   Gym Costs: All payments made directly to the Fire and Ice Allstars gyms. This includes all payments made directly to coaches for private lessons. 

• Competitions: Overnight 

  • Food - All food while on the trip is eligible 

  • Hotel Airfare and Baggage Fees(if applicable) 

  • Transportation (Taxi, Uber, etc.) 

  • Driving 

    • Personal car - Mileage log, tolls, parking only 

    • Rental car - rental car, fuel, tolls, and parking 

• Competitions: Local

  • Transportation (Taxi, Uber, etc.) 

  • Driving - Personal car - Mileage log and tolls only 

  • Food - All food while at/during the competition 

• Practice: Travel to and from the gym is reimbursable

  • Transportation (Taxi, subway, etc.) 

  • Driving - Mileage log 

• Cheer/Dance Supplies: Examples included hair pieces, shoes, makeup 

• Event/Park tickets: Only if included as part of your hotel package or purchased directly through the competition 

• Team Building Activities: Costs associated with team building activities (admission tickets, food, etc.) 

• Events and fundraising: Mileage and parking costs when fundraising at events and picking up and delivering fundraised items 

• Coaches and Temp Rep Gifts 

Common Non-allowable Expense Categories 

• Alcohol 

• Souvenirs 

• Park Tickets: Independently purchased tickets outside of a hotel room package or through a competition is not allowable 

• Sightseeing or Other Activities while Traveling: Unless the activity is tied directly to a competition or team building activity, this is not allowable 

If the expense is not listed above and you would like to see if it is reimburseable, please reach out to fireandicetreasurer@gmail.com. 

For the 2026–2027 season, Fire and Ice will require all individuals seeking reimbursement to use the software ExpenseMonkey. 

This tool will be free for booster members. 

To sign up, email fireandicetreasurer@gmail.com to request an invitation. 

ExpenseMonkey allows you to: 

• Upload receipts — Snap a photo or forward an email; AI extracts the required expense details for you. 

• Track your expenses throughout the year and view what you’ve already submitted. 

• Monitor reimbursement status at any time. 

The software is easy to use and designed to save you time. 

You can access it via expensemonkey.io or through the mobile app. 

The platform will launch after June 1, and training will be provided. 

Information regarding Booster dues, fundraising fees, and approved payment methods.

2026- 2027 Booster Fees

Annual Booster Membership:

Elite / Premier Athletes: $115

Prep / Novice / Intermediate Athletes: $100

Sibling discounts apply.

Review all financial guidelines, reimbursement procedures, and fundraising credit policies.

Escrow and Fundraising FAQs

Questions? Contact the Treasurer at fireandicetreasurer@gmail.com.