Fee Policy Guidance For Non-Profits (Specifically American Legion Baseball)

 

 

Aligned with the principles outlined in the National American Legion Baseball Rule Book and Coach’s Manual. Including guidance on coach compensation based on national non-profit and American Legion best practices.

 

Purpose
This policy provides a standardized framework for setting and managing player participation fees across American Legion Baseball teams. It ensures transparency, fairness, and alignment with the program’s mission to foster citizenship, sportsmanship, and athletic development.

 

1. Fee Structure
Participation fees may vary by team level (Junior/Senior), geographic scope, and program offerings. Fees are determined based on:

• League registration and insurance

• Uniforms and equipment

• Field rental and maintenance

• Tournament entry and travel costs

• Administrative expenses

• Operational expenses, including booster, program management and any direct stipend or compensation for any coach, manager, administrator, worker, volunteer, etc.

Each team must clearly communicate its program fee schedule prior to tryouts or registration.

 

2. Financial Assistance
Consistent with the American Legion’s commitment to accessibility:

• Need-based scholarships must be made available.

• No eligible player shall be excluded solely due to financial hardship.

• Posts are encouraged to engage in fundraising to offset costs and expand access.  Players should never be mandated to fundraise in order to participate.  American Legion Baseball is a service to the community-based program.

 

3. Use of Fees
Fees must be used exclusively for program-related expenses. Teams must maintain financial records and provide full  transparency upon request by their sponsoring Post and Department.

 

 

4. Refund Policy
Refunds may be issued under the following conditions:

• Full refund before first official activity (minus any uniform, hat, equipment provided, etc. that can’t be returned and used by another player)

• No refund after participation begins, except in cases of injury, relocation, or hardship (subject to sponsoring Post decision)

 

5. Coach Compensation
The National American Legion Baseball Coach’s Manual emphasizes ethical conduct and volunteerism. However, local Posts may provide modest stipends or travel reimbursements to coaches, provided they:

• Are reasonable and not excessive For example: Excessive would be any amount that significantly exceeds what is typical for volunteer-based youth sports programs, especially if it creates the appearance of personal enrichment or misuse of charitable funds. For example, a $1,500 seasonal stipend for a head coach might be reasonable, $5,000+ without clear justification and approval by the sponsoring post raises red flags.

• Reflect actual travel or program-related expenses, meaning stipends or reimbursements should be tied to documented costs such as: Mileage, lodging, or meals during tournaments, Out-of-pocket purchases for team supplies (if not reimbursed separately), Time spent coordinating logistics, practices, or compliance requirements. Ideally, coaches submit receipts or mileage logs, or the Post sets a flat stipend based on typical seasonal costs. The key is that the payment isn’t arbitrary, it’s grounded in the real demands of the role.

• Do not constitute a full-time salary or employment relationship.  American Legion Baseball is fundamentally a volunteer-driven program. While modest stipends may be allowed, they should not:  Require full-time hours or year-round availability.  Include benefits like health insurance or retirement, be structured as a formal employment contract. If compensation begins to resemble a job rather than a volunteer role with support, it could trigger IRS scrutiny or conflict with the nonprofit status of the sponsoring Post.   Any compensation must comply with IRS guidelines for nonprofit organizations and be approved in annual meeting minutes by the sponsoring Post prior to being approved as a registered Legion Team.

 

6. Oversight and Review
Each team’s fee policy and budget must be reviewed and approved annually by the sponsoring Post in official meeting minutes.  Any changes must be documented and communicated to the Post and reapproved in advance (by April) of the affected Season of Play.