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Policies and Procedures 

ARTICLE I – Organization Structure

Teams/Programs

RYHA intends to provide both Recreational and Travel Programs. RYHA endeavors to support as many hockey players as possible, following guidelines and policies from IAHA, while also doing what is best for the organization as a whole. RYHA works to create opportunities where there are variable enrolment numbers. RYHA will typically host teams in the following age classes: 

Youth Teams

6U 

8U 

10U 

12U 

14U 

18U

Executive Board 

The Executive Board consists of a President, Vice President, Treasurer, and Secretary.


Tryouts 

Tryouts for divisions 10U and older will be held when numbers warrant. Tryouts will be run by the head coach of the specific division being evaluated. The Coaching Director will select a group of evaluators to help in the evaluation process. Prior to tryouts, the Head Coach will communicate his expectations and his selection process to provide a transparent and efficient experience. To ensure a fair selection process, Evaluators will be held to an unbiased standard. 

Coaching

Coaches are essential to the success of RYHA, and as such, the RYHA Executive Board and Coaching Director work closely to select head coaches. Candidates are selected based on their ability to remain available for the entire season and their commitment to being present at all practices and games, both home and away. Beyond technical knowledge, RYHA prioritizes coaches who are enthusiastic, positive, and capable of teaching vital life skills such as respect, teamwork, and responsibility. Head coaches will identify and select assistant coaches. All coaches must comply with standard USA Hockey requirements, including maintaining up-to-date coaching education (CEP), passing a background check, and completing SafeSport training. 

To ensure the season runs smoothly, coaches are expected to maintain high standards of communication and organization. The head coach is responsible for conducting a mandatory meeting with players, parents, and the team manager, on or before the first day of practice. To maintain a productive environment, RYHA enforces a 24-Hour Rule, requiring parents to wait at least 24 hours after a game or incident before contacting the coach and team manager to discuss conflicts or concerns, ensuring that conversations remain calm and constructive. 

Throughout the season, coaches must:

  • Work to develop structured practice plans that use ice time efficiently and provide a high-quality learning experience.
  • Evaluate the team’s progress periodically to ensure players are grasping the concepts being taught.
  • Communicate clearly and regularly with parents, assistant coaches, the team manager, and the RYHA Board.
  • Manage team behavior by taking disciplinary measures when necessary, ensuring all actions are firm, fair, and consistent.

Team Manager

The Team Manager is an important volunteer that provides a clear and direct channel of communication between the coaching staff, parents and RYHA. Team Managers are selected by the RYHA Executive Board. The Team Manager serves at the direction of the Head Coach as an off-ice administrative and organization assistant to the coaching staff. The team Manager’s duties include, but are not limited to:

  • Assuring that the team’s schedule is communicated for the year.
  • Assisting RYHA’s Executive Board in collecting program dues, fees and other paperwork from participating player’s families.
  • Communicating with families, coaches, and Executive Board
  • Serving as the team’s primary contact for questions and concerns
  • Distributing and collecting game jerseys as needed for the season.
  • Alerting parents to changes in schedules and upcoming events.
  • Coordinating travel and lodging for out-of-town games and tournaments.
  • Recruiting parents to help as off-ice officials for home games (scorekeepers and game clock).
  • If necessary, contacting other associations or tournament directors to set up games and/or enter the team in tournaments.
  • Collecting ice rental fees from parents. 
  • Assisting with collecting tournaments entry fees from parents and submitting said fees to the Treasurer.

Hockey Equipment

RYHA requires each player to wear the following gear and protective equipment (made specifically for ice hockey) for practices and games:

  • Approved non-expired HECC helmet with chin straps and HECC approved face mask 
  • Mouth Guard (recommended for all ages, required 12U and higher)
  • Hockey gloves
  • Shin pads
  • Elbow pads
  • Shoulder pads
  • Protective cup (boys and girls)
  • Padded hockey pants
  • Hockey socks (these go over the shin pads)
  • Hockey jersey
  • Hockey skates
  • Neck guard (required for all ages, goalies included)
  • Hockey stick – tape the blade of the stick and the top of the stick. Coaches can assist with this. 

Loaner Gear

RYHA understands that hockey equipment is expensive and an investment in your player’s safety and protection. RYHA has established a Rental Gear Program for registered players where hockey gear may be borrowed for a small fee for the season. The majority of gear is sized for the younger players (up to 10U). Once players reach their first year of 12U, they should expect to purchase their own equipment.

Goalie Gear

RYHA provides goalie gear up to the second year of 12U (boys and girls). Once goalies reach their second year of 12U, they should purchase their own goalie gear. 

Cancellation Policy

Rexburg Youth Hockey Association reserves the right to cancel practices/games. We will in good faith try to provide 24 hour notice but some unforeseen circumstances may warrant shortened notification. 


ARTICLE II - Skate Policy

Mission  

RYHA’s mission seeks to provide a top quality playing experience that develops individual playing skills and a ‘pursuit of excellence’ while also maintaining a focus on values such as sportsmanship, enjoyment, and having fun. We acknowledge that some players want to pursue higher-level hockey opportunities than what we can offer, while also playing with RYHA. We also acknowledge that some of our athletes may be pursuing multiple sports during the winter season, which could also provide a scheduling challenge. We seek to support players pursuing more demanding hockey opportunities as well as other sports (while also seeking to protect the integrity of our program) and are working to find a balance between those options. As a result, we have created a variety of categories for the different types of skaters that RYHA works to serve in addition to our full-time skaters:

Guest Players

Guest Players are skaters who live elsewhere but choose to commit to RYHA for at least part of the season. That could be a former RYHA player visiting town or a player living elsewhere and playing in one or more tournaments with RYHA. Before anyone in this category skates with RYHA, they must send a written request to the Coaches Committee, must be USA Hockey registered, may need to be Safe Sport Certified depending on age, must be in good standing with RYHA and their main organization, must only play with their appropriate age category, and must agree to RYHA Code of Conduct. Typically, these players will participate in the ‘on-ice skills’ portion of practices only, unless they are seeking to play in games with us (in order to play games for RYHA, there must be a season plan and agreement between the guest player and RYHA). There will be financial compensation that RYHA requests and negotiates as part of the agreement, and the privilege which could be revoked at any time, with no refund given.

Affiliate Players  

This is a player who remains in the Upper Valley region, but travels for a higher level team elsewhere, and yet seeks to sharpen their skills with RYHA. For this player, an individual ‘affiliate player’ agreement between the family and the RYHA must be in place. These will be individualized depending on the circumstances of the player and his/her commitments but will typically be reserved for ONLY the skills portions of practices, and not those which include team-specific systems. This agreement could allow the Affiliate Player to participate in practices and clinics. A yearly fee would be established for these players by the RYHA Board based upon the signed and documented agreement reached. The player would be expected to live up to RYHA codes of conduct. This is a privilege which could be revoked at any time, with no refund given.

Dual-Team Skaters

Dual-team skaters are those that sign up for and play for their local RYHA team, while pursuing part-time options with another team. RYHA continues to work on the development of other possibilities for our skaters. Any secondary teams, whether USA Hockey affiliated or not, must be approved and documented in an agreement signed by the executive board. Any conflicts that result between the schedules should be worked out ahead and communicated to all parties (specifically their RYHA coach as well as their other team’s coach). RYHA reserves the right to limit the number of games a dual-team player may participate in elsewhere. The player would be expected to live up to RYHA codes of conduct. No RYHA games or tournaments should ever be missed by these players without prior permission. To maintain Dual-Skater status, skater must attend at least ¾ of the RYHA scheduled practices. Attendance will be assessed monthly to ensure compliance. To the extent that conflicts interfere with RYHA responsibilities, the player may be shifted to an ‘affiliate player’ or may have this privilege revoked.

Dual-Sport Athletes

Dual-Sport Athletes are those skaters who want to play hockey while simultaneously pursuing another winter sport. The same scheduling rules and communication requirements apply to dual-sport athletes as dual-team skaters.

Play up Policy

A player and his/her parents may seek permission for their child to “play-up” by written request to the Coaching Committee and coaches involved from each age group prior to the beginning of the try-out season. A player must try-out for both his/her “age appropriate” level and the level requesting to play-up in. The player will be responsible for paying the associated try-out fee for both levels. 

Upon approval of the Coaching Committee, the player must be ranked during try-outs as one of the top 5 players on the team that they are requesting to move up to. If the player is not ranked through the try-out process as one of the top 5 players of the requested team then he/she must remain as a participant of the age appropriate level. Players wishing to play up are also subject to IAHA and USA Hockey Policies and Procedures.  As IAHA and USA Hockey adjust their approach to play-ups, RYHA reserves the right to adjust in alignment with the state and national governing bodies. Goalies are excluded from the top 5 requirement if they only play as a goalie and not as a skater for the team that they are requesting to move up to. Exceptions will be made if play-ups are needed to complete a full roster. 

If denied, the coaching committee will provide an explanation to the affected player/family in a formal meeting with open dialogue. 

If exceptions are needed to be made to complete a roster the Coaching Committee will evaluate and assess value in all areas of athletic development and adhere to recommendations made by the American Development Model (ADM). Play-up conversations will begin with the respective head coaches of the impacted teams. The head coaches will discuss options for a specific athlete, the pros and cons of moving up, how it will impact the program, what is best for RYHA, the impacted teams, and the player in that order.

Towards the end of the season, it is sometimes beneficial for players that are advancing to the next level of hockey the following season to have practice-up opportunities to help prepare them for the next level of hockey. These players may be invited to practice-up with the next age classification level during coach selected end of season practices of that team's season if those practices do not conflict with their age-appropriate team or the older team’s preparation of upcoming games. These practices should not be considered mandatory; however, players are encouraged to attend. 


ARTICLE III – Conduct 

Academic Expectations

RYHA is committed to our student athletes. RYHA expects that all students will maintain the academic standards of their specific school. We honor and support the student athlete and prioritize it in that order. 

Zero Tolerance 

RYHA and USA Hockey are committed to creating a safe and fair environment for all participants. Respect for the game, the opponents, coaches and officials are all critical parts of the environment that is created. This Zero Tolerance Policy summarizes required actions to be taken when violations occur. All players, coaches, officials, team officials and administrators and parents/spectators are required to maintain a sportsmanlike and educational atmosphere before, during and after all USA Hockey sanctioned practices/games. Thus, the following points of emphasis must be implemented by all USA Hockey participants and spectators.

SafeSport

USA Hockey and RYHA are committed to creating a safe and positive environment for its participants’ physical, emotional, and social development and ensuring it promotes an environment free from abuse and misconduct. As a member of USA Hockey, RYHA agrees to and complies with the SafeSport Program. All of our coaches, Board members, team managers, locker room monitors, and other volunteers who have contact with skaters will be SafeSport certified and background checked. The RYHA board will designate a SafeSport Coordinator for RYHA. More information on SafeSport may be found at USA Hockey. 

SafeSport Reporting Procedure

How to Report a SafeSport Complaint: Under both federal and Idaho law, our coaches/volunteers must report complaints or allegations of child abuse or sexual abuse/misconduct. Complaints or reports can made directly to the US Center for SafeSport, USA Hockey, or to the IAHA SafeSport Coordinator. A report should also be made to the appropriate law enforcement agency or child protective service organization. For other forms of abuse addressed by SafeSport, complaints or reports can be made to USA Hockey, or directly to the IAHA SafeSport coordinator. Procedure for Handling a SafeSport Complaint or report: https://www.usahockey.com/makingareport

  • IAHA SafeSport Coordinator receives reports either directly from the complainant or from USA Hockey.
  • IAHA SafeSport Coordinator receives reports either directly from the complainant or from USA Hockey.
  • Persons involved are contacted for statements and other information/statements gathered as necessary.
  • Disciplinary Hearing held if warranted. 

Background Screening

In compliance with new requirements from the United States Olympic & Paralympic Committee (USOPC), all adult coaches, officials, board members, volunteers, and anyone else who will have regular contact with, or authority over, athletes under the age of 18 are required to submit to a background screen before any such contact with those athletes. The background screening program will be handled at the national level using NCSI and screens are valid for 2 years. There is a cost associated with the screening. More information and screening registration available at www.usahockey.com/backgroundscreen.


ARTICLE IV – Grievance Resolution and Discipline

RYHA supports sportsmanship, team play and expects its members to represent RYHA accordingly. RYHA is committed to creating and maintaining an alcohol, drug, tobacco, and vaporizer- free environment for its athletes. When registering for RYHA, players need to sign a Code Of Conduct. Code 7 of Conducts for players and parents and coaches can be found on our website. The relationships and mutual understanding between RYHA players, coaches, and parents is of paramount importance to our success. Tensions will and do arise. We expect common sense and good manners to prevail. Open, honest communication is vital – however, many concerns may not be best served by the ‘heat of the moment’ dialogue, and so we ask all to follow the “24 hour rule.” Wait 24 hours to bring your concerns to the coach, Board, or RYHA representative. See the Discipline & Grievance Policies & Procedures section below.

Grievance/Conflict Resolution Procedure 

The Conflict Resolution Committee will consist of members of the Executive Board and qualified community members approved by theExecutive  Board. The Committee may also elect to enlist the participation of the Head Coach of the team in question, other pertinent coaches as determined by the team’s Head Coach, and other RYHA Executive Board Members. The Conflict Resolution Committee is appointed by the RYHA Executive Board and is responsible to the Executive Board for administering the code. Any member of the Executive Board may be a substitute for any member of the Committee that is unavailable for any reason. The Committee meets in all situations in which RYHA, in its sole discretion, believes it is appropriate for the Committee to consider an athlete, parent, guardian, coach, or volunteer’s conduct. The committee’s primary objective is to apply a procedure that is fair and reasonable and is carried out in good faith for consideration of an athlete, parent, guardian, coach, or volunteer’s conduct and potential discipline. 

Communication Between RYHA Members and the RYHA Board

The need for clear communication structures and channels between RYHA’s members and the Executive Board is vital. To facilitate this communication, RYHA’s Team Managers will serve as the point person for all communications from RYHA’s members. The Team Manager’s responsibilities in this realm include being a conduit for information, and relaying grievances and members’ comments and suggestions to the Board. The Team Manager will relay information to the appropriate person and/or Committee. It is the intent of the RYHA Executive Board to provide an avenue for parents, family members, coaches, and players themselves to express their legitimate concerns and issues and to be considered in a fair and unbiased way, and also to receive a timely and respectful response in return. The grievance procedure is as follows:

  • Cooling-off Period: Grievances will not be discussed until at least 24 hours have passed. All parties involved must agree to wait at least 24 hours before discussing the complaint with anyone, UNLESS this is a SafeSport Violation, then it should be reported immediately. rexburgwildcats@gmail.com
  • We encourage you to try to resolve grievances within your team first - discuss with your Team Manager, Head Coach, or an Assistant Coach when possible and where appropriate. After 24 hours, ask, can the grievance be resolved by talking to the coach and/or manager of the team or to the other members involved? If the answer is no, then notify the Team Manager in writing of the grievance with as much detail as possible. rexburgwildcats@gmail.com
  • We request the party puts their complaint in writing for record keeping purposes. We prefer a written record rather than verbal, to ensure we understand and document each incident accurately.
  • The Team Manager will forward the grievance to the RYHA Conflict Resolution Committee for discussion. An Executive Board member will contact involved parties and arrange a time to meet and discuss the grievance. All parties must conduct themselves respectfully at all times. At least two members of the Conflict Resolution committee will be present. 
  • If the grievance is not resolved to satisfaction through discussions initiated by the Conflict Resolution Committee, a meeting will be scheduled and held with the RYHA Board as a whole.
  • If the grievance is still unresolved, or not resolved with satisfaction of the involved parties, then they may appeal the decision in writing to the Executive Board. 

Disciplinary Procedure

RYHA, in its sole discretion, may determine that RYHA athletes that violate the Code of Conduct represented in this handbook are subject to discipline, which may include suspension or dismissal from RYHA. Parents/Guardians/Family and RYHA Staff/Affiliates and Executive Board Members will abide by the code of conduct while attending RYHA functions including demonstrating self discipline, responsibility, respect, and conducting themselves in a dignified manner. Disciplinary action may also be taken against coaches or other members of the organization who condone, permit or fail to take appropriate preventative, corrective or other action against illegal, unethical or other improper conduct. In addition to discretionary discipline handed out by coaches, any coach, team manager, volunteer, parent, player, administrator, vendor or other participant in Rexburg Youth Hockey may bring incidents that rise to the level of violating any rules, procedures, policies or codes to the attention of Rexburg Youth Hockey for disciplinary consideration. Reporting such incidents should follow a series of escalating steps, as described below:

  • The party reporting the incident should contact the RYHA via email rexburgwildcats@gmail.com or a written statement to the Team Manager, Conflict Committee, or Executive Board. A written record is the only acceptable form of communication to ensure we understand and document each incident accurately.
  • After receiving the incident report, the RYHA President will discuss it with the reporting party and the RYHA Executive Board and Conflict Resolution Committee. Discussing the appropriate “Level of Disciplinary Action” for the athlete (see below) with the Head Coach of the team, other pertinent coaches as determined by the athlete’s Head Coach, and at least two representatives from the RYHA Conflict Resolution Committee will follow, as appropriate. If the Head Coach is central to the incident, then the RYHA Executive Board will discuss the incident with the Conflict Resolution Committee and other pertinent coaches as needed.
  • The Conflict Resolution Committee will also determine if it is appropriate for the Committee to handle the incident in-house, or if it should be reported to another authority.
  • If the Committee elects to handle the incident, Committee members will gather information, conduct interviews and meet as needed to debate the incident and determine the appropriate action to take.
  • The Committee will discuss their findings with the RYHA Executive Board and make a clear recommendation. The RYHA Executive Board as a whole will vote on the recommendation. The decision of the RYHA Executive Board will be final, but RYHA follows USA Hockey Policies, including bylaw 10, which lays out a clear process for appealing RYHA decisions. Bylaw 10 can be found here https://docplayer.net/31317601-Usa-hockey-bylaw-1o-procedure-forsuspension-anddiscipline-of-members.html

Levels of Disciplinary Action 

In considering conduct and discipline, the Conflict Resolution Committee will consider the allegations, the reasons for the alleged conduct and the impact of the conduct on RYHA. Consideration is given to past conduct and discipline, if any, and the degree of honesty, maturity and respect in approaching and attempting to resolve the allegations of conduct with RYHA and those individuals involved or affected by the conduct. Depending on the severity of the action, possible disciplinary action in no specific order may include but are not limited to:

  • Suspension of practice privileges
  • Suspension of game privileges
  • Suspension of tournament privileges
  • Dismissal from RYHA organization

Whistleblower Policy

A whistleblower as defined by this policy is an RYHA member, volunteer, executive committee member, or executive board member of RYHA who reports an activity that he or she considers to be illegal or dishonest to one or more other parties specified in this policy. The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities. Examples of illegal or dishonest activities are violations of federal, state or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting. If a member or volunteer has knowledge of or a concern of illegal or dishonest fraudulent activity, the member or volunteer is to contact any voting member of the RYHA Executive Board who are responsible for investigation and coordinating corrective action. The member or volunteer must exercise sound judgment to avoid baseline allegations. A member or volunteer who intentionally files a false report of wrongdoing will be subject to discipline up to and including suspension. Whistleblower protections are to cover two important areas: confidentiality and retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law and to provide accused individuals of their legal rights of defense. There shall be no retaliation against a whistleblower. This includes, but is not limited to, protection from retaliation in the form of an adverse action such as suspension, fines or threats of physical harm. Any whistleblower who believes he or she is being retaliated against must contact any voting member of the RYHA Executive Board immediately. The right of the whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated. Members or volunteers with any questions regarding this policy should contact the IAHA President or any voting member of the RYHA Executive Board. 


ARTICLE V – Registration

Registration Window

The registration will begin July 1 and will close on November 30. From July 1 to August 1 we will offer an Early Bird discount to registrants that pay in full. Discount is subject to change. Discount is not available for those on Payment Plans.

Payment Plans

We offer payment plans to divide the registration across installments. Payment plan requires a card to be on file. In the instance a payment is declined, a $35 late fee will be added. If more than two installments are late, the remaining amount owed will become due by the end of that month.

Late Fees

Any late payments or returned checks are subject to a $35 late fee.

Trial Period

We want to welcome all to this great sport of hockey, but know that it can be overwhelming to make such a commitment of time and resources if unsure whether your child will like it or not. There is an option of a trial period, the first 4 weeks of the season. The cost will be 25% of the regular season’s registration fees. If you choose to continue past the first 4 weeks, you will pay the remainder due.

Refunds

Refunds can be requested until October 31. If the refund is requested before September 1, a full refund will be available. If the refund is requested from September 1 to September 30, 85% of the registration fees will be refunded. If the refund is requested from October 1 to October 31, 75% of the registration fees will be refunded. Any refund requests after October 31 will be declined. 

Scholarships

At this time we do not have scholarships available but as we work towards having that resource available, we will establish a policy in place to provide transparency.


ARTICLE VI – Organization Financials

Fiscal Year

The fiscal year of the Corporation shall begin on July 1 and end June 30.

Budget

A tentative budget for the fiscal year shall be prepared by the Treasurer, for presentation to and approval by the Executive Board. The budget shall be approved prior to the beginning of the fiscal year. During the midpoint of the season, a financial report will be provided to the Executive Board to review. 

Expenditures

Any general expenditure under one hundred dollars ($100) requires no immediate board approval, but must be purchased by the individual and submitted to the Executive Board for approval and reimbursement. The individual must provide the receipt and reimbursement form in order to receive reimbursement. Any general expenditure greater than one hundred dollars ($100) but less than five hundred ($500) dollars may be authorized by two RYHA Executive Board members, with the knowledge of bona fide expenditures made known to the entire Board. A record of the transaction must be sent to the Treasurer and the Secretary for record keeping purposes. Any expenditure greater than five hundred ($500) dollars must be approved by a majority of the Executive Board. 

All expenditures shall be paid by check drawn on the account or accounts maintained by the Association in a bank or banks to be selected by the Executive Board. Subsequent to the end of the fiscal year, a complete financial report covering the previous year's income and expenditures shall be made available to the members of the Association.

Audit

The President shall appoint up to two persons, not to include the Treasurer, to audit the accounts of the Association on an annual basis. This two person audit committee shall provide recommendation for approval of the accounts to the Executive Board.

Contracts

Any and all contracts between RYHA and any outside entity shall be documented and approved by the Executive Board. Such authority may be general or specific depending on explicit authorization of the Board, but designed to provide clarity and expectations.

Loans

No loans shall be contracted on behalf of RYHA and no evidence of indebtedness shall be issued in its name unless authorized by a resolution of majority affirmation of the Board. Such authority may be general or specific depending on the Board's explicit instructions during authorization. All loans shall be made known to the Executive Board prior to their engaging in contracting for the loan.

Depository Accounts

As reserves grow, it will become pertinent to allocate a portion of these funds into depository accounts with the opportunity for interest growth. All commitments to fund allocations shall be made known to the Executive Board prior to the commencement of the allocations.

Travel Team Accounts 

  • Each of the divisional travel teams will have their own bank/checking account which is designated by that team’s name (e.g., RYHA 14U Travel Team). These accounts are for funds accumulated and used to pay for the expenses incurred by that team. Team expenses can include, but are not limited to, tournament fees, team or family special events, and other team specific expenses.
  • Each team bases the player’s contributions (fees) on an estimated budget for the current season; however, this amount is only an estimate. The division team manager will notify players when payments are due and the amount owed. When additional contributions become necessary, parents will be notified. Failure to make timely payments (no later than 14 days of receiving invoice) will result in the player not being allowed to participate in team activities.
  • Accounts will be held at the same financial institution as the main RYHA checking account. Each of the individual travel accounts will remain open and used every year. The RYHA will deposit the minimum balance into each account to keep the accounts open and active. Teams will not be permitted to use money deposited by RYHA to maintain the required minimum balance.
  • Checks and Bank Cards may be used by each division and the information listed at the bank will have RYHA as the owner of the account and have the Association’s PO Box listed as the address on the check. 
  • Two signatures are required on checks written from the account. The two signatures must not be from the same family. Electronic payments will require approval confirmation from both authorized representatives on the account.
  • Each travel team will submit a Travel Team Financial Statement to the board quarterly. A sample of this statement can be found as Attachment 1 at the end of RYHA Policies & Procedures.
  • At the end of each season, after all the team expenses have been paid, a final Team Financial Statement shall be delivered to the board. Any player overpayment will be carried forward with the player and credited toward travel fees for the next season. If the player does not travel or leaves RYHA, the overpayment will be transferred to the general RYHA account.