Davis Bike Club Race Team reimbursement policy for 2008 season

The DBC Race Team offers its riders a generous reimbursement plan. The idea is to offset some of the costs of racing and to encourage racers to participate in as many races as feasible. Aside from the DBC Elite and Juniors teams which have their own budgets, all categories of riders receive the same level of reimbursement -- the goal being equitable distribution of support. DBC is a volunteer-run organization and thus racers must satisfy some nominal requirements in order to qualify for reimbursement.

Reimbursement policy is determined by the Race Team committee each season and is dependent on the team's budget and the number of members on the team. Since the DBC Race Team has an open membership policy, it is difficult for the Race Team committee to accurately forecast budgeting factors. The committee maintains the right to modify the reimbursement policy during the season. Nonetheless, all efforts are made to equitably distribute reimbursement funds with the overarching goal of promoting as much racing as possible.

The DBC Race Team supports in-district and out-of-district racing. In-district racing provides the most racing per support dollar for the team. Some of the team's monies may be used for out-of-district support to allow DBC racers to gain experience in unique events, e.g., stage races. Out-of-district support is done on a first-come-first-serve basis. Early in the season, riders are asked to provide the Race Team committee a list of out-of-district races that they plan on attending for the season. This allows the committee to budget more accurately for the season.

In-district support:

1) For the 2008 racing season, the DBC Race Team hopes to reimburse ~50% of preregistration entry fees (not late fees). The percentage of reimbursement will depend on the total amount of reimbursement requests that the team receives.

2) Gas expenses will be paid on a round-trip mileage basis, with an incentive to encourage racers to car-pool:

• Vehicle with one DBC racer, $0.03 per mile.
• Vehicle with two DBC racers, $0.06 per mile.
• Vehicle with three DBC racers, $0.09 per mile., etc.
• (3 cents/mile for every racer)

All DBC racers must participate in the event in order to qualify for gas reimbursement. Receipts for gas are not required.

Out-of-district support:

Out-of-district support must be pre-approved by the board at least one month in advance of the event. A written statement must be prepared which covers a description of the event, other pertinent details, and the rider's justification. Riders may be asked to present their case to the Race Team committee in person.

The following expenses will be reimbursed at the same percentage as in-district race registration fees. Receipts are required!

• Pre-registration entry fees (not late fees)
• Airplane and/or rental car
• Hotel/motel

Gas: same as in-district.

Note: no per diem allowance.

Expect to do some extra volunteering and/or write up an article for the DBC Newsletter proportional to the amount of support you receive.

What racers have to do:

In order to be eligible for support, racers must wear a DBC uniform while racing. The jersey must be an official DBC jersey for the current season. If for any reason a racer does not have this season's DBC jersey, s/he should borrow one from a team mate. For races scheduled before mid-February uniform delivery, it is acceptable to wear the previous season's uniform.

For the 2008 season, racers must volunteer 8 hours of time to Davis Bike Club events. Volunteer hours may be split among the general DBC events (Davis Double Century in May, Foxy Fall Century in October, and various ultra-distance events), or the Race Team events -- Dunlap Time Trial and Fourth of July Criterium. While volunteering for the Century and Double Century is optional, racers must work at the team's events. For the Fourth of July Criterium, all racers are expected to help with the setup and cleanup efforts. If a racer is unable to volunteer at the DBC races, she/he must make prior arrangements with the Volunteer Coordinator (Lee Millon for 2008) to help with other club work.

Reimbursement paperwork is collected only once during the season: in October. The reimbursement forms are available in either the handy Excel format (preferred) which you can fill out and e-mail as an attachment or as a PDF file which you can print and mail. The forms and instructions are available here. Checks will be written and distributed to individual riders.