SUSF Policy and Procedure for Appointing Club Coaches 2014

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1 SUSF Policy and Procedure for Appointing Club Coaches 2014 (a) Appointing Club Coaches From 2014 there are three options for appointing SUSF Club coaches: An SUSF Honorary Coach appointment receives a fortnightly honorarium; or An incorporated independent contractor coach engaged via an incorporated entity a Pty Ltd company receives a payment upon provision of an invoice. ABN s will not be accepted as a method of payment nor will Statement by Supplier Forms; or A fixed term contract employee coach receives a lump sum payment. Coaches must be paid an hourly rate of more than $19.00 per hour inclusive of superannuation. Each option has specific criteria as well as different payment methods and requirements so it is important that Club administrators consider the options carefully before discussing with potential coaches. Each coaching option will require a different Coaching Agreement and New Starter Pack to be completed by the Club and coach. Please ensure you complete the correct paperwork otherwise there may be a delay in payments to coaches being processed. No coaches will be paid unless they are retained according to the above categories and have completed the required paperwork. SUSF will not process Club payment requests for coach payments for any other circumstances. All paperwork must be completed prior to the coach commencing with the Club. The SUSF High Performance Manager will instruct any coach working with a Club, but not receiving payment due to failure of the Club to adhere to this policy or to submit paperwork prior to commencement, to cease work immediately. Club coaches who coach in excess of five hours of the original hours set by the Club will be required to notify the HR Coordinator and submit a time sheet to hr@sport.usyd.edu.au. Clubs must monitor their coaches to ensure they are not working additional hours than those set by the Club without providing them with additional payment-this must be approved by SUSF first. (b) Appointing Coaches 1. Determine whether to retain the coach as either: a. An Honorary Coach; or b. An incorporated independent contractor; or c. An SUSF fixed term employee. Page 1 of 5

2 This determination must be made in accordance with the criteria provided by SUSF below. 2. Obtain the relevant documentation to provide to the coach by contacting the SUSF HR Coordinator, at 3. Clubs must complete the documents required by SUSF and return to the Sports Administrator, by hand at either; University Sports and Aquatic Centre Arena Sports Centre Building G09 Building A30 The University of Sydney NSW 2006 The University of Sydney NSW 2006 Prior to doing so please ensure all sections of the documents required to be completed have been attached and the coaching agreement is signed by the coach. (c) Honorary Coach Classification This appointment replaces the previous hobby coach arrangement used in previous years. Criteria for appointment as an Honorary Coach: In order for a coach to be retained under the SUSF Honorary Coaching Agreement all of the following criteria must be met. All Clubs who wish to retain coaches as SUSF Honorary Coaches and are uncertain as to whether the coach meets the criteria payment should consult SUSF Commercial and Regulatory Manager, Charlotte Churchill, prior to engaging the coach. 1. The Honorary Coach is not coaching in the following sports: Boxing Gym sports Judo Kendo Rugby Union Rugby League Tae Kwon Do Wrestling If this is the case, for insurance reasons, the coach must either be retained as an incorporated independent contractor or an SUSF fixed term contract employee unless the coach can provide evidence of registration with the sports governing body and associated insurance policies the registered coach is covered by. 2. The Honorary Coach must not be paid an honorarium (money) that exceeds $5000 p.a. 3. This honorarium must equate to less than $30.00 per hour of coaching. 4. The Honorary Coach must not carry on coaching as a business activity - it is for recreational purposes only. Page 2 of 5

3 5. The Honorarium paid by SUSF to the Honorary Coach has no connection to other income producing activities i.e. it is not their full-time job or related to other means of employment or enterprise they have. 6. The Honorary Coach must not provide and/or have any intention of providing, any coaching services to any other organisation, association or sporting club. 7. The Honorary Coach and the Club acknowledges the coaching as an entirely recreational and voluntary activity. Both the Club and the Honorary Coach will be required to sign a document warranting that the above criteria have been met. 8. If a coach does not satisfy (2), (3), (4), (5), (6), and (7) the Club must retain the coach either as an incorporated independent contractor coach or as a maximum term contract employee. Please see below for more information on these classifications. 9. Honorary Coaches must not coach the Club for more than 10 hours per week. 10. Honorary Coaches may be required to attend 1 to 3 training sessions per week only. Payment to Honorary Coaches: 1. Payments made to Honorary Coaches are an Honorarium to reimburse for expenses and are not classified as payment for service. Consequently, tax and superannuation will not be withheld from the honorarium. 2. The amount as determined by the Club and SUSF in the usual manner will be paid in a lump sum at the date nominated by the club. 3. The Club at its discretion may request the coach provide the receipts for expenses incurred. (d) SUSF Incorporated Independent Contractor Coaches All coaches who are engaged as contractors will be required to be engaged through an incorporated entity rather than an individual with an ABN. ABNs will not be accepted. Clubs who wish to retain coaches as contractors must satisfy the following criteria: Criteria for appointment as a Contractor Coach: 1. Pay range must be between $5000-$15,000 p.a. Please contact the SUSF HR Coordinator if the service fee will be greater than this amount. 2. The Coach is engaged for a season - not an ongoing relationship. 3. Payment must be calculated on a per session/training basis and then totalled. GST may be payable. 4. Independent contractors must be engaged through a company, not simply an ABN. Coaches are advised to seek independent legal and financial advice regarding the requirements for becoming an incorporated Pty Ltd entity. Page 3 of 5

4 5. SUSF and the Club have less control over when and how coaches conduct their coaching sessions than they would over an employee. SUSF and the Club cannot require a detailed job description, duty statement, performance reviews, onerous reporting requirements and adherence to all SUSF s policies and procedures. 6. Expenses cannot be reimbursed under the agreement to retain the coach. Payment and Insurance: 1. Incorporated independent contractor s fees can be expressed as a lump sum payment or an hourly rate with a total maximum payable by the Club over the term of the contract. If the contractor is registered to collect GST, the remuneration should include GST and state clearly what component of the remuneration that is. 2. Incorporated independent contractors are required to provide for themselves all necessary insurance including workers compensation, personal accident, public liability and professional indemnity. Certificates of insurance will be required by SUSF prior to the coach commencing work with the Club. 3. Contractors will indemnify SUSF for all claims made regarding their services. 4. The Club and Coach will agree upon the dates at which the coach will provide an invoice. Payment will not be made to a coach if an invoice is not provided. (e) SUSF Fixed Term Contract Employee Coaches The situations in which coaches are most likely to be employees are: 1. Coaches who do not meet the Honorary Coach criteria and do not wish to incorporate as independent contractors; or 2. Coaches in the following sports who wish to be covered by SUSF insurance policies rather than incorporate as contractors and take out personal insurance policies: Boxing Gym sports Judo Kendo Rugby Union Rugby League Tae Kwon Do Wrestling Criteria for appointment as SUSF employee coach: 1. Coaches must be paid an hourly rate of more than $19.00 per hour inclusive of superannuation. Please note this does not include annual leave entitlements that the coaches may accrue over the period during which Page 4 of 5

5 they work. The SUSF HR Coordinator will notify the Club of what these will be at the commencement of the coach s term and Clubs must make provision for this in their budget. Payment, insurance and other: 1. Coaches who choose this option cannot be paid on a lump sum basis. They will be paid in equal fortnightly instalments on the SUSF payroll. 2. The Club is entitled to reimburse the coach for expenses up to an agreed amount. 3. All insurance requirements are covered by SUSF. Page 5 of 5