HOST FAMILY POLICIES & PROCEDURES

On behalf of the Inter Atlanta staff and players, thank you for volunteering to be a Host Family. Your willingness to help is greatly appreciated. The following is a detailed list of policies and procedures that will provide you with some background as to the program along with the guidelines for reimbursement of any out of pocket expenses you may incur.

  • Please keep the name of any financial aid recipient (FAR) AND the fact that you have chosen to be a Host Family confidential.
  • While you will be fully reimbursed for your eligible out of pocket expenses (see below), please keep in mind that many financial aid recipients are still paying a majority of their tournament expenses directly to the Club.
  • The following expenses are eligible for reimbursement:
  • Meal Per Diem: Each Host Family will be reimbursed up to $45/day per player for meals. PLEASE NOTE THAT RECEIPTS ARE REQUIRED FOR REIMBURSMENT. The amount to be reimbursed is the total amount paid on behalf of the FAR, NOT the daily Per Diem amount.
  • Out of Town Tournaments: For the typical out of town tournament, Friday dinner through Sunday lunch will be reimbursed. However, we realize that in certain situations additional meals may be necessary depending on the distance from Atlanta (i.e. Raleigh, Disney, etc.), and/or whether the team advances to additional rounds that are played late on Sunday. Additional Per Diem will be reimbursed if expenses are deemed necessary/reasonable.
  • In Town Tournaments: Overall, our goal as a Club is to ensure that FAR’s do not feel excluded from team activities/meals – so we ask that managers, parents and Host Family’s use their best judgment when it comes to paying for a FAR’s meal - keeping our goal of “inclusion” in mind. If there is a reasonable situation that falls outside of the following loose guidelines that requires reimbursement the Club will cover the expense. If you’re in doubt about paying for a FAR’s meal, please PAY FOR IT:
  • Official Team Meal: An “Official Team Meal” is one that is coordinated/requested by the coach of the team.
  • FAR’s Family Unable to Attend: If the FAR’s parents or guardian are unable to attend the tournament, the Host Family will be reimbursed for any out of pocket expenses for meals on behalf of the FAR.
  • Per Diem Amounts: The Per Diem amount is based upon the following cost per meal (please note that the following amounts are to be used as a guideline only):
  • $10 for breakfast
  • $15 for lunch
  • $20 for dinner
  • Lodging Costs: Host Families will be reimbursed the amount of any lodging costs attributable to any FAR. The amount eligible for reimbursement is equal to the total lodging costs DIVIDED by the total number of people in any given room (including family members).
  • Expense Reimbursement: The week following your tournament, please submit the appropriate expense reimbursement forms AND documentation to the Club (details listed on the respective reimbursement form). Please allow up to 2 weeks, beginning from the date your forms are submitted to the club, to be reimbursed.

Thanks again for volunteering to be a Host Family! If you have any questions about the Financial Aid Policy or the expense reimbursement process, please contact your respective team manager.

Go Blues!