Athlete Grant

The Athlete Grant module is for programmes in which the organization pays an athlete a monthly allowance — a municipal sports-incentive grant, a club sponsoring its young talent. It keeps track of who receives it, how much, for how long and whether the athlete met the attendance requirement, and it produces the accountability report.

Don’t confuse it with the monthly-fee scholarship discount, which reduces what a student pays the academy — that one is in Academy monthly fees.

It lives on the organization dashboard, under Quick actions → Athlete Grant.

Registering a grant

Use + New grant and fill in:

• Athlete — search by name among the organization’s athletes
• Programme — e.g. “Municipal Sports Incentive Grant”
• Sport (optional)
• Monthly amount
• Start and end of validity
• Minimum attendance (%) — default 75%. Below that, the grant is suspended automatically

Every grant starts as Active. When editing, you can change the status manually — that’s how you reactivate a suspended grant or cancel one.

Status	When
Active	In force
Suspended	The month’s attendance was below the minimum
Expired	The validity period ended
Cancelled	Ended manually

There’s no automatic renewal: when the validity ends, register a new grant.

Monthly accountability report

On the grant’s detail page, Accountability tab, use Record accountability once a month:

• Period — the reference month
• Attendance (%) — if the athlete is enrolled in one of the organization’s academy classes, leave it blank: Torneyo calculates it from the athlete’s own attendance that month, across all their classes. Without an enrolment (a tournament grant holder, for instance), enter the percentage
• Receipt (optional) — PDF, JPG or PNG, stored in the athlete’s documents

The report is Pending and must be approved or rejected (a reason is required). There is one report per grant per month.

Payments

The transfer to the athlete happens outside the platform (bank transfer, instant payment). In Torneyo, you record and confirm it:

1. On the Payments tab, use Record payment: period, amount and, optionally, that month’s accountability report.
2. The payment stays Pending until someone with permission uses Confirm payment — then it becomes Paid, with the date and who confirmed it.

Approval queue

The Approval queue button gathers, across all grants, the pending accountability reports and pending payments, with the same approve, reject and confirm actions.

What happens automatically

• Suspension for low attendance — on the 1st of each month, each active grant is checked against the previous month’s report. If attendance was below the minimum, the grant becomes Suspended and the organization owner gets an email. A month without a report (or without attendance) doesn’t suspend.
• Expiry warning — 15 days before the end of validity, the owner gets an email saying the grant is about to expire.
• Expiry — the day after the end of validity, the grant becomes Expired.

Report

Under Reports, the Accountability - Athlete Grant template lists, for the chosen month, each grant holder with programme, monthly amount, attendance, accountability status and payment amount and status, with totals at the bottom. It exports to PDF, CSV, XLS, HTML or PNG — whatever format the internal audit or the audit court asks for.

Who can do what

Action	Owner	Administrator	Manager	Operator / Finance
View grants, reports, payments and the report	✓	✓	✓	✓
Register, edit and deactivate grants	✓	✓	✓	–
Record accountability reports and payments	✓	✓	✓	–
Approve or reject reports and confirm payments	✓	✓	–	–

Separating who records from who approves is deliberate: it’s what accountability for a public programme usually requires.

Current limitations

• The athlete can’t see the grant in the athlete area; everything is entered by the organization.
• There’s no call for applications or candidate registration: grants are registered directly.
• There’s no bank integration for the transfer, and a recorded payment can’t be cancelled or edited.
• Automatic attendance only counts class attendance; tournament matches aren’t included.
• Automatic notices go by email to the organization owner only.