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Financial Administration in Intercollegiate Athletics : 8.03 (Formerly G-041)

Policy/Guideline Area


Applicable Divisions

Community Colleges


This policy is established to provide a necessary level of control and consistency among the TBR community colleges in the financial administration of intercollegiate athletic programs. The provisions set forth below represent standards to ensure program accountability, while allowing for institutional discretion and promoting intercollegiate athletic competition within the limitations of campus resources.


  1. Introduction
    1. Effective July 1, 2003, each community college is authorized to spend a maximum amount (CAP) from student maintenance fee allocations as described by TBR staff and communicated in the annual budget guidelines.

    2. The maximum amount will be reviewed annually by Board staff and may be adjusted based on such factors as the number and type of sport programs offered, student fee increases, inflation, and mandated salary and employee benefit increases.

  2. Program Authorization
    1. Each community college is authorized to participate in any of the following intercollegiate sports: basketball, baseball, softball, tennis, golf, volleyball, soccer, and cross country.

    2. Participation in additional sports will require written justification by the president and approval by the Chancellor.

  3. Revenue

    1. Athletic revenue may be derived from student maintenance fee allocation, gate receipts, concession receipts and restricted fees.

  4. Expenses 
    1. Athletic CAP expenditures include salaries, employee benefits, supplies, materials, travel, scholarships, communications, etc.
      1. Salaries and Employee Benefits
        1. The salary and benefit costs for faculty members who have athletic responsibilities (athletic director, head coach, assistant coach, etc.) will be allocated in accordance with the release time given.
        2. Therefore, if a faculty member receives three hours release time per semester for assistant coach duties, the faculty member’s salary and benefit costs will be allocated between instruction and athletics as follows:
          1. (3 hours release time/15 hours full-time faculty load) x salary (or benefits) = portion allocated to athletics.
        3. The salary and benefit costs for head coaches, assistant coaches, and athletic directors not assigned to the classroom will be allocated in accordance with the percentage of total effort worked annually.
        4. The salary and benefit costs for other full-time and part-time employees, such as clerical support, sports information personnel, etc., will be allocated in accordance with the percentage of total effort worked annually.
      2. Operating Costs

        1. All operating costs which are charged to other units at the institution, such as telephone, postage, and motor pool expenses, are to be allocated to athletics on the same basis that the operating costs are allocated to other units.

      3. Equipment and Supplies

        1. Equipment which is purchased for both athletics and physical education is to be prorated on a 50/50 percent basis.

        2. Equipment which is specifically purchased for athletics is to be charged in total to that unit.
        3. Expenses for items that are utilized for more than one fiscal year, such as uniforms, are to be charged to the fiscal year in which the items are encumbered.
      4.   Athletic CAP expenditures exclude:
        1. The CAP excludes expenditures from gate receipts, concession receipts and restricted funds.

        2. The CAP excludes post-season competition expenses for the TCCAA state and regional tournaments as well as expenses to participate in national tournaments for which teams qualify based on success at the state and regional levels.

        3. Out-of-state tuition waivers for performance-based scholarship expenditures are excluded from the CAP.

        4. Athletic facility costs will not be included in the CAP expenditures.  For example, the cost to construct, purchase, lease, or maintain athletic facilities will not be included.

        5. The salary and benefit costs of security, and ticket office personnel are considered immaterial and will not be allocated to athletics.

        6. Acquisition of vehicles (i.e. busses, shuttles, vans, cars, trucks, etc.) should not be included in the CAP expenditures.  However, an appropriate charge for the FMV usage of the vehicles should be included in the CAP expenditures.

  5. Out-of-State Tuition Performance Based Scholarships
    1. Institutions may award out-of-state tuition performance-based scholarships up to a maximum number equal to one-third of the NJCAA Scholarship limit per sport offered at the institution.  These scholarships will be excluded from the athletic cap.

      1. Out-of-state performance-based scholarships may be transferred between sports within the same gender.

      2. Total scholarships, whether for in-state maintenance fees, out-of-state tuition, or both, cannot exceed the NJCAA maximum per sport any given year.

      3. Total Athletic Financial Assistance (AFA), including the out-of-state performance-based scholarships, must be awarded to each gender in proportion to their respective participation rates.  AFA must match the participation rate within a 1% variance.  Any variance outside 1% must be based on legitimate nondiscriminatory factors.

      4. The costs of these scholarships are to be expended to a group account in the scholarship sub-category in the Scholarship and Fellowship function but are not included in general fund support calculation.

  6. Post-Season Competition
    1. Post-season expenses must be charged to separately identified account(s), per sport, within the athletic budget and are not subject to the expenditure cap.
  7. Sports Governance
    1. TBR community colleges shall operate within the limitations established by the NJCAA as referenced in the association’s NJCAA Handbook and Casebook for recruiting, governance, scholarships, and all other aspects of the colleges' athletic programs.
  8. Housing
    1. TBR community colleges are not authorized to lease or provide, directly or indirectly, housing for student athletes.
  9. Federal and State Regulations
    1. Consistent with Board policy, each president is responsible for ensuring institutional compliance with all pertinent federal and state regulations relative to student participation in intercollegiate athletic programs.
  10. Conference Membership
    1. This policy is based on the understanding that each TBR community college with athletic programs shall hold memberships in the TCCAA conference and the NJCAA conference.
  11. Exceptions
    1. Exceptions to this policy must be approved by the Chancellor.



T.C.A. § 49-8-203


Guideline B-041 Community College Aletics approved March 20, 1981 SBR meeting. Revised June 26, 1981 and March 18, 1983, SBR meetings; July 1, 1984; August 19, 1984; July 1, 1985; July 1, 1986; July 1, 1987; February 16, 1988; July 1, 1988; May 10, 1994; November 9, 1994; May 14, 1996; February 16, 2000; May 9, 2000; August 21, 2001; May 20, 2003; and May 17, 2005 Presidents Meeting; August 21, 2012 presidents meeting. Changed to policy 8:03 Financial Administration in Intercollegiate Athletics and approved by Board on December 13, 2018; Approved by Board on June 19, 2020.