Committee Responsibilities
Registering your Coaches
If your Club has any paid or volunteer coaches you must complete a Coach Data Capture Form and return it to the SU. The Coach should provide copies of any supporting certificates or qualifications.
The Coach Data Capture Form must be signed by both the Coach and the Club Secretary, and you should ensure that all sections are completed accurately and in full.
Paying your Coaches
Please note that the process for paying Coaches has recently changed and the old payment system will no longer be used.
For your Club to pay a Coach, please follow the guidance below:
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Contact the SU team on su.clubs@qub.ac.uk to request a Supplier Details form and a Letter of Engagement. Your Coach should complete both documents and return them to us on su.clubs@qub.ac.uk.
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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 (i.e. from now until the end of July). The SU Finance Office will then supply the Coach with the Purchase Order number for their payments.
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The Coach is then responsible for submitting regular invoices to p2pinvoices@qub.ac.uk quoting the 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).
Coach Passes
Sporting Clubs which make use of the PEC are entitled to free passes for up to three registered Coaches. 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.