Reimbursement Process Quick Notes:

1. up to $50 per event

2. Must race at least 3 events.

3. Send receipts to treasurer

4. Three-times yearly reimbursement deadlines (midnight: May 7th, September 7th, January 7th)

5. If you miss the submission deadline, reimbursement will happen during the next period.

6. $350 total reimbursement cap per-racer for 2024.

Reimbursement Detailed Policy

Blue Agave Racing will reimburse members for official races or charity rides up to $50 each event, after event completion, with official receipts. Reimbursements are paid for by our cash sponsors, so to assure sponsor visibility, Blue Agave kit or T-Shirt featuring 2023 sponsors must be worn at said race, ride, or event, as well as on all podiums to fulfill our sponsorship promotion obligation. Multi-event race series (e.g., cyclocross, criteriums, omniums, Hotter ‘n Hell) can only be reimbursed for one event per day.

For 2023, funds budgeted for race and event reimbursements (TBD) will be budgeted and reimbursed on 4-month basis (3 times per year), which is intended to permit funding to be available throughout the year and eliminate a first-come-first-served basis.

Reimbursement receipts shall be submitted every 4-month period starting January 1st, so that the percentage of all submitted requests can be determined per rider. Then the budget for that period will be divided among all riders according to their percentage of qualified reimbursements. Receipts will be submitted within 1 week after the end of each period (i.e., by midnight on May 7th, Sept. 7th, and January 7th, unless otherwise posted). Any funds not used in each reimbursement period will roll over to the next period.

To qualify for reimbursements in a calendar year, at minimum, 3 events must be completed per submission period. Volunteering (e.g., trail work or at race events) for 3 hours or can count as 1 event. The race or event date does not necessarily have to have been within the given 4-month period (i.e., if minimum 3 races not met by May 7th, but is met later in the year, the rider can submit all races by the next submission deadline). The maximum total annual reimbursement for an individual is $350, unless the Board approves otherwise.

Example:

In this example, $2000 is budgeted for all reimbursements in 2023, with $ 667 budgeted for each 4-month period.

By midnight on May 7th, the following reimbursements were received, with a total of $680 in eligible reimbursements:

•        Rider A submits for 3 events ($100, $70, and $30) and is eligible for $130 in reimbursements

•        Rider B submits for 4 events ($50, $50, $30, and $60) and is eligible for $180 in reimbursements

•        Rider C submits for 3 events ($60, $70, and $40) and is eligible for $140 in reimbursements

•        Rider D submits for 5 events ($60, $70, $30, $50, and $60) and is eligible for $230 in reimbursements

Because the total eligible reimbursements of $680 are >$667 budgeted for the quarter, the $667 will be reimbursed as a percentage of what each rider submitted of the total requested reimbursements:

•        Rider A: ($130/ $680)* $667 = $127.51

•        Rider B: ($180/ $680)* $667 = $176.56

•        Rider C: ($140/ $680)* $667 = $137.32

•        Rider D: ($230/ $680)* $667 = $225.60

Note: If the total eligible reimbursements are less than the 4-month budget, then each rider receives their full eligible amount.

Submit receipts to the team Treasurer with the official “Reimbursement Form” below. Once redirected, Download the file from the Files option upper left corner. Be sure you have copies of your receipts and have met all minimum requirements when submitting your reimbursement request via email to the treasurer.