1. Purpose

This policy establishes the roles, responsibilities, and limitations regarding the use of umpires in matches organized under the auspices of HCCL. It aims to provide clarity and avoid any misinterpretation concerning the legal or financial responsibilities of the organization.

2. Scope

This policy applies to all teams, players, volunteers, and individuals participating in events, matches, or leagues organized by HCCL.

3. Umpiring Responsibility

• The responsibility of securing umpires for matches lies solely with the participating teams.

• HCCL does not guarantee the availability of umpires for any match or event.

4. Umpire Panel (Voluntary Listing)

• HCCL maintains a voluntary list of individuals (referred to as the Umpire Panel) who have self-nominated themselves to be available for umpiring duties.

• Inclusion in this list is entirely voluntary, and individuals are not employed, contracted, or compensated by HCCL.

5. Role of the Organization

• HCCL does not employ, contract, or compensate any umpire or individual listed on the Umpire Panel.

• The organization may facilitate the sharing of information between teams and panel umpires as a convenience only.

• Any arrangements, including compensation, are strictly private matters between the teams and the individuals involved.

6. Volunteer Umpiring

HCCL operates a volunteer umpiring model, where individuals from participating teams are assigned to officiate matches in which their own team is not playing. These volunteers contribute to the fairness and integrity of the league and are not considered employees or contractors of HCCL.

7. Volunteer Umpire Expense Reimbursement and Tax Implications

• To support volunteer participation, HCCL provides an expense reimbursement (currently $60 per match) to umpires to help cover costs such as travel and meals incurred while volunteering. This reimbursement does not constitute wages, employment, or compensation for services rendered.

• All recipients are individually responsible for any tax reporting or immigration implications related to this reimbursement. HCCL does not withhold taxes and accepts no liability for how these funds are treated under federal, state, or immigration laws. Volunteers are encouraged to consult their own tax or legal advisors as needed.

• HCCL provides expense reimbursements to volunteer umpires solely to help offset costs such as travel and meals. These are not payments for services, wages, or compensation, and do not establish an employment or contractor relationship.

• If any individual receives $600 or more in reimbursements within a calendar year and those payments are not supported by appropriate documentation (e.g., expense forms), HCCL may issue an IRS Form 1099-NEC as required by tax regulations. A completed W-9 form may be requested prior to payment in such cases.

• It is the responsibility of each recipient to ensure they are eligible to receive such reimbursements, including compliance with U.S. tax laws, immigration regulations, and work authorization requirements. HCCL does not verify immigration status and disclaims any responsibility or liability for how these reimbursements are treated under tax or immigration law.

• It is the sole responsibility of the participating teams and individuals to ensure any arrangements made comply with local, state, and federal laws, including immigration, labor, and tax regulations.

8. Immigration and Work Eligibility

• HCCL does not verify immigration or work authorization status and does not sponsor or employ any umpires.

• Individuals who receive expense reimbursement are solely responsible for ensuring their participation and payment does not violate U.S. immigration laws, including those governing F-1, H-4, or other visa types.

• Participation is voluntary, and by accepting an expense reimbursement, individuals acknowledge that they are authorized to do so under applicable law.

9. Disclaimer of Liability

• HCCL expressly disclaims any employment or contractual relationship with volunteer umpires. All umpire participation is strictly voluntary, and any payments made are solely for the purpose of reimbursing out-of-pocket expenses, such as travel and meals.

• Any tax filings, immigration obligations, or legal disclosures are the sole responsibility of the individual receiving such reimbursements. HCCL does not verify immigration or work authorization status and assumes no liability for how these payments are treated under federal, state, or immigration law.

• All volunteer umpires receiving expense reimbursements are required to complete and sign the "HCCL Umpire Acknowledgment and Compliance Form", confirming their understanding of:

  • Their volunteer status,

  • The nature and purpose of the expense reimbursement,

  • Their own IRS tax responsibilities, and

  • Compliance with U.S. immigration laws.

• A completed IRS Form W-9 may also be required before participation or acceptance into the umpire panel if cumulative annual reimbursements approach IRS reporting thresholds.

10. Policy Updates

This policy may be amended or updated as necessary. All updates will be posted on the official HCCL website, and it is the responsibility of participating players and umpiring volunteers to review the site periodically for the most current version.