Depending on the organization and type of club, coaches or instructors may or may not be necessary. Those clubs that compete on a regular basis should generally have a specific individual or individuals registered with the Club Sports Office. Club coaches may be paid or volunteer. If a coach/instructor is to be paid a hiring agreement is required between the club and the coach. Club officers should make it very clear what is expected of all coaches/instructors so there are no misunderstandings later.
It is highly recommended that all coaches/instructors be CPR and First Aid certified. Each club should seek out coaches who meet at least the minimum qualifications recommended by their National Governing Organization.
Once instructors/coaches complete the Coach’s Form, the Club Sports Office will reach out to them with instructions on how to gain access to the Rec Sports facilities for practices.
Coaches/instructors, whether paid or volunteer, are required to have a Coach/Instructor Form on file in the Club Sports Office. If you plan to pay coaches by using the Development Account or Endowment money (all Endowment expenses must be approved by the Rec Sports Director in advance), then coaches must complete a Personal Services Contract form before they are hired. For more information on this, please speak with the Club Sports Director.
Coaches requesting a W-2 can be paid through an Agency (AR) Account (see section on “Agency Account”). Follow these instructions:
- Collect a W-9 from the coach at the start of the season. Anyone can fill out a W9 with either an Employer Identification Number (EIN) or Social Security Number (SSN): https://www.irs.gov/pub/irs-pdf/fw9.pdf
- Clubs only need to collect a W-2 on a coach once. After the initial form, the coach is set up as a vendor in the MSU system and this form is not required each year.
- Submit a term of agreement which includes the amount owed the coach
- Pay them from the AR account (the university will issue a 1099 at the end of the year)
- Submit a check request
- A lump sum will be paid to the coach from this check request.
- If the team wants to space out payment, then the same process must be repeated for each check.