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Committee Responsibilities

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Registering your Coaches

If your Club has any paid or volunteer coaches, they must complete a Coach Registration Form each year. The Coach should also provide the SU team with copies of any supporting certificates or qualifications. The Coach Registration Form can be accessed using the button below.

 

PEC Passes

 

Sporting Clubs which make use of the PEC are entitled to free passes for up to three registered Coaches (paid or volunteer). This pass enables each Coach to enter the PEC at Club training times, as specified by the official Club bookings. Clubs with more than three coaches must seek special permission to have additional passes issued.

 

Paying your Coaches

For your Club to pay a Coach, please follow the guidance below:

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  1. Contact the SU team on su.clubs@qub.ac.uk to request a Supplier Details form and a Letter of Engagement. You need to tell us the coach's name and email address, the start and end dates of the coaching period, the nature of the coaching taking place, and the location where the coaching will be happening. You also need to tell us the total amount you will pay the coach for the full academic year (i.e. from now until the end of July). This amount must be below £2,500.

  2. Send the Supplier Details form to your coach. Ask them to complete the form and send it to the SU on su.clubs@qub.ac.uk.

  3. The SU will send the Letter of Engagement to the coach for their signature.

  4. Your committee should then submit a TAF to the SU Finance Office for the total amount to be paid to the Coach for the whole academic year. The amount on the TAF must match the amount provided in Step 1 above. The SU Finance Office will then supply the Coach with the Purchase Order number for their payments. 

  5. The Coach is then responsible for submitting regular invoices to p2pinvoices@qub.ac.uk, quoting their Purchase Order number, in order for them to be paid. Your committee should agree on an invoicing scheduling with your Coach (e.g. once a month).
     

Summary of responsibilities for coaching payments

 

The Club committee is responsible for:

  • ​Contacting the SU with all of the required details of the coach and the total sum to be paid

  • Sending the Supplier Details form to the coach

  • Submitting a TAF for the total sum to be paid

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The SU is responsible for:

  • Processing the Supplier Details form to add the coach to the University's payment system

  • Issuing the coach with a Letter of Engagement and receiving back the signed copy

  • Generating the Purchase Order for the coach and supplying them with the PO number

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The Coach is responsible for:

  • Agreeing on arrangements with the Club in advance, including the total sum of payment

  • Returning the completed Supplier Details form and signed Letter of Engagement to su.clubs@qub.ac.uk

  • Submitting regular invoices to p2pinvoices@qub.ac.uk, including their PO number, in order to be paid

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