The GTHL Team Bank Account Policy tells clubs and teams how seasonal bank accounts must be opened, used, reviewed, and closed. It also sets the records teams need to keep for money coming in and going out.

That creates a practical question for every club: can you confirm that each team is following the same rules throughout the season?

This guide explains the GTHL Team Bank Account Policy in plain language. Always use the current policy and GTHL rulebook as the official sources.

Why the policy matters

The GTHL strengthened its financial regulations as part of a broader review of financial governance. In 2025, the league published an Integrity Action Plan and amended its regulations to refer teams directly to the Team Bank Account Policy.

The point is straightforward. Team finances should not depend on one volunteer's personal account, private files, or memory. The club needs a consistent process it can review.

Setting up the team bank account

Sections 1 through 6 cover the account itself.

Use a designated team account

Each team must use a bank account designated by the financial institution for that team. The club provides a letter authorizing the account, and the account must be opened before the team collects player or team fees.

Personal accounts cannot be used for team money.

Set up at least three signing authorities

The account needs at least three signing authorities:

  • at least one Team Official;
  • at least two parent representatives;
  • and the parent representatives must be unrelated to and independent of Team and Club Officials.

The policy also recommends having at least one signing authority with financial or accounting experience.

Where the financial institution permits it, signing authorities may receive debit cards for cash withdrawals and deposits.

Controlling spending and e-transfers

Sections 7 through 12 set the approval requirements.

Create an approval structure for every type of spending

The team needs a defined approval process for payments, including e-transfers.

Every cheque or withdrawal requires two signatures. At least one must be a parent representative.

For an e-transfer over $100, two signing authorities must approve it and the approval must be documented.

Add an independent review

If a club allows teams to use e-transfers, the team also needs an independent person to review each cash withdrawal or e-transfer and sign that the transaction is in order.

That reviewer cannot be connected to the bank account and must be unrelated to and independent of Team and Club Officials.

This review is separate from the bank's signing process. The bank controls who can send the payment. The team record needs to show the purpose, support, and required review behind it.

Put all team money through the team account

All money collected by the team must be deposited into the designated team account. The policy does not allow volunteers to collect or pay team money through a personal account.

Keeping complete transaction records

Sections 13 through 15 explain what needs to be kept.

Keep support for money in and money out

Invoices, receipts, and other supporting documents must be maintained for incoming and outgoing transactions.

If formal support is unavailable because of the nature of the payment or funding source, the team must record detailed notes. More than one signing authority must also be documented as involved in handling and approving the transaction.

Record the details of every expense

The team record must include:

  • the amount;
  • the purpose;
  • the date;
  • and who received the payment.

These requirements apply regardless of how the payment was made.

Reconciling and reviewing the account

Section 16 says team financial records must be reviewed and reconciled regularly, ideally monthly.

Reconciliation compares the team's record with the actual activity in the bank account. It helps find missing entries, duplicated amounts, bank fees, timing differences, and other errors while they are still recent.

Someone other than the person who completed the reconciliation must then review it. One volunteer balances the record, and another checks the work.

Closing the season

Sections 17 and 18 make the season boundary clear.

Any surplus must be handled according to the club's policy. It cannot carry into the following season.

The team bank account must also be closed at the end of the season. It cannot continue from one season to the next.

The current treasurer therefore finishes the current season by recording the final activity, reconciling the account, resolving the balance, completing the final report, closing the account, and providing the proof required by the club. The next season begins with a new account and new setup.

Training parents and volunteers

Section 19 recommends that clubs create communications and training for:

  • parents who need to understand how team finances will be handled; and
  • volunteers who need to follow the club's rules and the GTHL policy.

A policy is easier to follow when the club explains the steps, roles, deadlines, and records before teams begin collecting money.

GTHL Rule 5.11 reporting requirements

The bank account policy explains how teams handle money. GTHL Rule 5.11 explains what teams must report.

Each team must:

  • give families a reasonably detailed estimated budget before or at registration and keep written acknowledgement that it was received;
  • obtain the required agreement before making a material change to the budget or program, except where an estimate was clearly subject to finalization;
  • provide interim financial updates within ten business days of September 30 and January 31;
  • provide a final statement of team income and expenses within four weeks of the last team event;
  • have the final statement signed by at least two signing authorities, including at least one parent representative;
  • and give the club identical copies of the financial disclosures when they are provided to families.

The rule also makes the organization responsible for ensuring its teams provide the required disclosure and controls.

The club's annual confirmation

When an organization applies for GTHL membership, it must submit a letter signed by two officers, including the officer responsible for financial matters. The letter confirms that the organization has satisfied itself that its teams are following the Team Bank Account Policy.

That makes club oversight more than a request for year-end spreadsheets. The club needs a reasonable way to confirm that teams are using the correct accounts, keeping the required records, completing reviews, and closing each season.

GTHL team finance checklist

Account setup

  • The team has a designated account and the club provided the authorization letter.
  • The account was opened before team fees were collected.
  • The account has at least three signing authorities with the required independence.
  • Team money is not passing through personal accounts.

Spending and records

  • The team has a documented approval process for all payments.
  • Cheques and withdrawals receive the required two signatures.
  • E-transfers over $100 receive two documented approvals.
  • Cash withdrawals and e-transfers receive the required independent review.
  • Every transaction has the required details and supporting documentation.

Review and reporting

  • The account is reconciled regularly and reviewed by someone other than the preparer.
  • Families receive the estimated budget and required interim updates.
  • Material changes receive the agreement required by Rule 5.11.
  • The final statement is completed, signed, and delivered on time.
  • The club receives the required copies and can confirm the team's status.

Season closeout

  • Any surplus is handled according to club policy.
  • No surplus carries into the next season.
  • The bank account is closed.
  • The club receives the final report and proof it requires.

How HuddleBooks supports the recordkeeping

HuddleBooks imports transactions from the team bank account through a read-only connection. The treasurer reviews each transaction, selects the budget category, validates the details, and attaches the receipt or other support.

Required approvals and explanations can stay with the relevant transaction instead of being scattered across emails and text messages. Parents can log in whenever they choose to see the financial information available to their role. Authorized club leaders can view participating teams through the Association Command Centre.

HuddleBooks cannot move money, approve an e-transfer at the bank, or replace the independent review required by the policy. Those controls remain with the team's financial institution and the people appointed by the club.

Request a walkthrough to see how the team and association views work.

GTHL Team Bank Account Policy questions

How many signing authorities does a GTHL team account need?

At least three. The group must include at least one Team Official and at least two independent parent representatives who are unrelated to Team or Club Officials.

What approval is required for an e-transfer over $100?

Two signing authorities must approve the e-transfer and document that approval. Where the club permits e-transfers, an independent reviewer must also review each e-transfer and sign that it is in order.

Can a GTHL team use a personal account?

No. Team money must be deposited into the designated team account. Personal accounts cannot be used.

Can the account carry into the next season?

No. The policy requires the team account to close at the end of the season. Surplus funds must be handled according to club policy and cannot carry into the following season.

When do families receive financial reports?

Rule 5.11 requires an estimated budget before or at registration, interim updates within ten business days of September 30 and January 31, and a final statement within four weeks of the team's last event.

The policy and rulebook control if anything in this guide differs from the official wording.