Gladiators Athletic Association at Johns Creek High School Overview

Gladiators Athletic Association at Johns Creek High School provides support for various clubs and activities, covering administrative costs, fundraising, sponsorships, scholarships, and more. They offer online forms access, handle check requests, deposits, donations, and manage memberships and sponsorships. The association aims to benefit all JCHS sports programs and scholar-athletes through funding and support initiatives. Additionally, they have rolled out new programs like digital game tickets and spring memberships to enhance member benefits and support for the school community.

• Gladiators Athletic Association
• Johns Creek High School
• Clubs
• Scholarships
• Sponsorships

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1. Gladiators Athletic Association Johns Creek High School

2. GAA Executive Board Contacts What Does the GAA do? New for FY2022 Online Forms Access Check Requests Standard Check Requests and Club Transfer Requests Deposits Standard Deposits and PayPal/Square Deposits Donations Company Matching Donations and In-Kind Donations GAA Memberships School Accounts Sponsorships Other Items Taxes Form Cheat Sheet Reporting

3. Mike Bryant President JCHSGAAPresident@gmail.com Ross McKee Vice President JCHSGAAVicePresident@gmail.com Ryan Stansbury CFO/Treasurer JCHSGAATreasurer@gmail.com Ted Pappas Finance JCHSGAAFinance@gmail.com Vickie Riccardo Membership JCHSGAAMembership@gmail.com Adam Sikora Fundraising JCHSGAAFundraising@gmail.com Bill Oppenheimer Sponsorship JCHSGAASponsorship@gmail.com Kamal Nuri Clubs JCHSGAAClubs@gmail.com Lori Lipsitz Communications JCHSGAACommunications@gmail.com

4. Covers the Costs of Running a 501c3 Provides all the clubs and their donors non-profit status. Covers administrative fees and back office functions. Fund Projects That Benefit All JCHS Sports Provide funding for capital projects that benefit multiple clubs or clubs that don t have the financial means. Scholarship Award 2 outstanding scholar-athletes each year with a $2,000 college scholarship.

5. Sponsorship New sponsorship program rolled out will benefit all clubs. GAA to collect 15% of sponsorship funds for future projects. Digital Game Tickets for GAA Members GAA members receive digital tickets to games using GoFan. Touchless access to games and quicker member benefits. Spring Memberships Launched last spring under the radar. Benefits for Gladiator or Founder memberships purchased in the spring carry into the next year s fall/winter sports. Incentive for families in spring sports to purchase memberships. Some spring sports have no GAA members.

6. Visit johnscreekathletics.org. Hover over More . All forms are under the GAA heading.

7. Get approvals prior to submission. Approvals of Treasurer/President and Include a good address as most checks are mailed. If vendor requires invoice, signed contract, etc., attach copy to request. Consolidate requests if possible. If paying one person for multiple items, break out by line rather than submit multiple requests. Include a completed W9 form for coaches or individual services. 1099s mailed at start of 2021 for individuals paid more than $600. Do not include check requests with deposits. This will cause delays. Emailed requests preferred: Paper takes more time to process and requires storage. Email scan/picture of documentation to jchsgaatreasurer@gmail.com Hard copy requests: Staple all receipts, invoices, email approvals, etc. behind the form. Place or send all documentation to the GAA Treasurer s box at JCHS. and Coach required if over $500. Email approvals preferred. Email approvals preferred. Do not include check requests with deposits. This will cause delays. Emailed requests preferred:

8. Club transfer requests should be completed as a check request using the check request form. Clearly note CLUB TRANSFER on the request. Be sure to notify the receiving club of the transfer. An entry will be made in QuickBooks to reflect the transfer between applicable clubs, but no check will actually be issued. Completed check request forms should be placed or sent to the GAA Treasurer s mailbox or emailed to jchsgaatreasurer@gmail.com.

9. Checks payable to Gladiators Athletic Association or GAA. Stamp all checks using deposit stamp outside Stacey Koon s (bookkeeper) office. Remove staples or the bank will reject. Complete all relevant fields including sport, contact information, and type of income so deposits can be properly allocated. For checks, complete the check remittance form on page 2. Required to research corrections or insufficient funds. Do not leave deposits in the GAA mailboxes. Place deposits in an envelope and into drop box/safe outside the bookkeeper s office. Sign the deposit list binder. Kim Margarite will pick up deposits ~every other week to deposit. Email if necessary at: kmargari@bellsouth.net Do not leave deposits in the GAA mailboxes.

10. PayPal and Square deposits need deposit forms completed to ensure payments can be properly allocated and coded to the proper account. Do not place PayPal and Square deposit forms in the drop box/safe with check and cash deposits. Email completed deposit forms to jchsgaatreasurer@gmail.com Do not place PayPal and Square deposit forms in the drop box/safe with check and cash deposits.

11. Encourage donors to submit for matching donations with employers. 65% of Fortune 500 companies offer matching gift programs. 84% of donors say they re more likely to donate if a match is offered. 1 in 3 donors indicate they d give a larger gift if matching is applied. Send email notification of any company matches to jchsgaatreasurer@gmail.com so matching funds can be properly allocated.

12. Clubs need to fill out an in-kind donation form for donated company goods or services. As a 501(c)3 non-profit, we need to collect this information for our annual 990. Email completed forms to jchsgaatreasurer@gmail.com. You can produce a donation receipt letter if requested. Download and complete the donation receipt letter from the GAA website. Fill in the date, donor name, and fair market value of the donated items. Letter has already been signed, so you are free to send it directly to the donor.

13. Redefined process to prevent lost checks, speed up handling, and ensure members are not denied entry into games. PayPal donations grossed up to include PayPal fees as a convenience fee for credit cards. Can avoid by sending checks. Online memberships (paid through PayPal): Portal redesigned to conform with membership form and include PayPal fees. Hard copy memberships: Completed membership forms must accompany all checks ensure dues are properly allocated to all sports. Do not include membership checks with standard deposits. Place or send requests in GAA Membership box or send to: Vickie Riccardo, GAA VP of Membership 3030 Wellington Rd. Johns Creek, GA 30022 Completed membership forms must accompany all checks to Do not include membership checks with standard deposits.

14. School accounts are funded by player participation fees. GAA membership dues should not be used for participation fees. Participation fees handled through Fulton County. School funds are used exclusively to fund: Additional salary for community coaches. Equipment, uniforms, and referees. Encourage use of school funds for the above prior to GAA funds, but not required. Remaining funds roll over to the next year, but prefer to use player funds the year they participate in the sport. Club will transfer funds to school account for negative balances. GAA membership dues should not be used for participation fees. Participation fees handled through Fulton County.

15. New process established similar to membership. Completed sponsorship forms must accompany all checks ensure dues are properly allocated to all sports. Do not include sponsorship checks with standard deposits. eMail a scan of the completed form and the check to: Bill Oppenhiemer, GAA VP of Sponsorships jchsgaasponsorship@gmail.com CC: jchsgaastreasurer@gmail.com Place sponsorship checks in the GAA Treasurers mailbox. Do not endorse sponsorship checks. Please direct questions on sponsorship and signage to: Bill Oppenhiemer, GAA VP of Sponsorships jchsgaasponsorship@gmail.com Adam Sikora, GAA VP of Fundraising jchsgaafundraising@gmail.com Completed sponsorship forms must accompany all checks to Do not include sponsorship checks with standard deposits.

16. Do not leave check requests, Pay/Pal/Square forms, or membership forms/checks in JCHS drop box. Standard check/cash deposits are only picked up every two weeks, which will result in delays or lost forms and checks. Mail is most likely quicker than dropping things off at the high school. Mailed items can take as little as one day, but we can t get to the high school every day. Don t ask kids to drop off forms and checks. Misplaced checks have caused delays, and the kids aren t always aware of where they should be placed.

17. The GAA is exempt from paying income taxes, not from paying sales taxes. In Georgia, a high school is exempt from paying sales taxes on goods purchased. A booster club, however, is not exempt from paying sales tax. GAA does not have a sales tax exemption number.

18. Check Request Form Standard check requests (to GAA Treasurer) Club transfers (to GAA Treasurer) Deposit Form Standard cash/check deposits (place in JCHS drop box) PayPal & Square deposits (to GAA Treasurer) Membership Form Membership deposits (to GAA VP of Membership) In-Kind Donation Form Company donated goods & services (to GAA Treasurer) Sponsorship Form eMail scan of form and check to GAA VP of Sponsorship Give checks to GAA Treasurer

19. Quickbooks Profit & Loss and General Ledger statements are generated on Sunday mornings. Please review these at least monthly. For questions regarding items on these reports email jchsgaatreasurer@gmail.com. P&L: Shows current income/expenses by account plus any prior year rollover. General Ledger: Shows transactional details for all P&L accounts.