Payment Reimbursement Process

The MYGS Reimbursement Form is used to document and request repayment for any approved expenses paid out of pocket on behalf of Mosinee Youth Girls Softball. This form ensures that all reimbursements are processed accurately, fairly, and with proper record keeping for the organization’s financial tracking.

Individuals who have purchased approved items—such as equipment, uniforms, concession supplies, field materials, or other league-related expenses—should complete the form in full. It includes fields for the requester’s name, date of purchase, description of the expense, total amount, payment method, and reason for purchase. Receipts or invoices must be attached to the form for reimbursement approval.

Once completed, the reimbursement form should be submitted to the MYGS Treasurer or designated board member, either electronically or in person, for review and approval at the next board meeting or reimbursement cycle. This process helps ensure that all funds are used responsibly and that those who support MYGS financially are reimbursed promptly and accurately.

The Reimbursement Form should be submitted by any volunteer, coach, or board member who has personally paid for an approved MYGS-related expense using their own funds. This includes purchases such as team equipment, tournament supplies, concession stand items, field materials, or other costs that were pre-approved by the board or a designated coordinator. Submitting the form ensures that you are properly reimbursed and that MYGS maintains accurate financial records for all organizational spending.

The form should not be submitted by individuals who made purchases without prior approval, or for personal items, donations, or optional extras that are not considered official MYGS expenses. Families paying standard registration fees, uniforms, or travel costs for their own child are also not eligible for reimbursement and should not complete this form. The reimbursement form is strictly for those who incur out-of-pocket costs on behalf of the organization, not for individual player or family expenses.