How to register and pay club coaches

Stage 1: Registering the Coach

1. Agree the Coaching Rate

   • The coach and the club committee must first agree on an hourly coaching rate (maximum £25 per hour, unless otherwise agreed with the Student Activities team).

   • The committee must then confirm with the Student Activities team that this rate fits within the club’s allocated coaching budget.

2. Coach Completes the Coaching Information Form

   • The coach must submit the Team Brunel Coaching Information Form here.

   • Required information includes:

     • Personal details and coaching qualifications (or proof of competitive experience at a high level if no qualification).

     • Valid coaching insurance.

     • The agreed hourly coaching rate with the club.

   • The coach cannot begin coaching until this form has been completed.

3. Union Review

   • The Student Activities team will only contact the coach/club committee if there are issues with the form.

   • Once the form is submitted, the coach is officially registered and may begin coaching.

Stage 2: Coaching Delivery & Hours

1. Clubs and Coaches Must Track Hours Carefully.

   • Training sessions: Hourly rate agreed in advance.

   • BUCS match hours limits:

     • Away – Prem: 5.5 hrs

     • Away – 1A: 4.5 hrs

     • Away – Below Tier 2: 4 hrs

     • Home (any tier): 3 hrs

   • Competition attendance:

     • National BUCS competition: 6 hrs per day

     • Local/regional non-BUCS: 5 hrs per day

Stage 3: Payment (Invoicing Process)

1. Coach Prepares Monthly Invoice

   • Invoice must be submitted monthly, by the 7th of the following month.

   • Invoice must include:

     • Word “Invoice” clearly stated.

     • Coach’s home address (students cannot use campus address).

     • Invoice number and date.

     • Breakdown of hours worked, matching the correct hourly limits.

     • Hourly rate (max £25/hr, unless agreed otherwise).

     • Total amount due, checked for accuracy.

     • Coach’s bank details - full name, account number, sort code.

     • Statement that coach is responsible for their tax and National Insurance contributions.

     • Invoice date must be after the last date of coaching listed.

2. Send Invoice

   • Invoice must be emailed to:

     • tanya.kular@brunel.ac.uk

     • student.activities@brunel.ac.uk

     • The club’s chair and/or treasurer

3. Union Finance Processing

   • Student Activities will forward the invoice to the finance team.

   • Payment is processed in 3–5 working days.

   • Confirmation of processing will be sent to both the coach and the club’s chair/treasurer.