Supported Competitions Process

This page is a timeline-oriented summary. For the full policy, see: Supported Competitions Policy v1.4

Application Process

1. [Organizers] Research proposal

   • Obtain quote for venue

   • Find potential WCA Delegate

2. [Organizers and Directors] Propose competition

   • At least 60 days before the competition date: Email deputies@cubingusa.org with proposal outline

3. [Deputies and Board] Assign CubingUSA Deputy for competition

   • Either a Deputy volunteers, or the Board appoints a willing Deputy.

   • Note that the CubingUSA Deputy may or may not also be an organizer or WCA Delegate.

4. [Organizers and Deputy] File formal application

   • Deputy: Create application using template and work with Organizers on filling it.

     • Deputies: See Deputy Responsibilities [Deputy Access Only].

   • Organizers file application with estimated budget.

   • All Organizers must sign the Code of Conduct and report any potential conflicts of interest (e.g. affiliation with puzzle company).

     • Deputy must confirm that all Organizers have signed.

   • Review Expense Policy to understand limits, especially for travel expenses.

5. [Deputy and Board] Approve competition

   • "Two Authorized Approvers" will be defined as {Deputy and 1 Board member} or {2 Board members}.

     • The approvers must not be related to each other as per Contract Policy.

   • <=$5K income/expenses: Consent from Two Authorized Approvers required to approve.

   • >$5K income/expenses: Board of Directors vote required to approve.

After Approval

• [Deputy] Ensure insurance coverage

  • Deputy will be responsible for confirming insurance coverage.

  • Deputy should follow up requests from venue for insurance confirmation or "additional insured" coverage.

  • Deputy will fill out Additional Insured Request Form and then follow up with directors@cubingusa.org or current insurance liaison.

  • See Deputy Responsibilities [Deputy Access Only] for details.

• [Organizers and Deputy] Sign vendor contracts

  • Contracts must be approved by Two Authorized Approvers in writing (email okay).

    • Approval may grant signing permission to a Deputy or Organizer. (Deputies preferred.)

    • Be sure to sign on behalf of CubingUSA and not yourself or another organization (e.g. WCA).

    • See Contract Policy for details.

• [Organizers and Treasurer] Set up registration payment account

  • Online registration payments must go directly to CubingUSA.

  • Contact treasurer@cubingusa.org to link Stripe payments.

• [Organizers] Announce competition

  • Generally wait to announce the competition until venue contract is signed.

Expenses

• [Organizers and Deputy] Upload personal auto insurance

  • If anyone plans to request personal driving reimbursement, they will need to upload their personal auto insurance policy before driving. See the Expense Policy page for details.

• [Organizers and Treasurer] Manage expenses

  • Direct expenses: CubingUSA Treasurer pays directly. Preferred for large expenses, e.g. venue.

  • Out-of-pocket expenses: Organizer requests reimbursement within 30 days of the transaction.

  • Advance payment: If necessary, CubingUSA Treasurer may provide an advance.

    • In general we would prefer direct expensing for large expenses instead if possible.

  • Budget Exceptions

    • Executive Director, Treasurer, or Two Authorized Approvers may approve income changes or expense changes within 150% of originally approved expenses.

  • See Expense Policy for details.

During the Competition

• [Organizers] Cash registration

  • Cash registration is only allowed for day-of registration.

  • Cash registration income must be tracked and reported on a per-competitor basis.

After the Competition

• [Organizers] Financial Report

  • Organizers must work with Deputy and Treasurer on a final itemized report of actual income and expenses.

  • The Financial Report must be submitted within 30 days after the competition.