Participation Fund

Thank you for your interest in the FRNY Participation Fund. The Fund helps ensure that all members can participate in club-supported running and training activities by reducing financial barriers to participation.

Please review the 2026 Participation Fund Rules below and complete the application form. Multiple submissions are allowed and preferred — one for each event or expense. All information will be kept confidential. Questions may be directed to participationfund@frny.org.

Purpose

The FRNY Participation Fund ensures that all members can participate in club-supported activities regardless of financial ability. These funds are reserved for members for whom the cost of participation presents a financial barrier.

Eligibility

• Membership: Applicants must be an active FRNY member for at least three months.

• Statement of Need: To comply with non-profit regulations, applicants must attest that the cost of the event or training presents a barrier to their participation. (This is a self-attestation check-box on the application form; no financial documents are required).

Funding Limits & Coverage

• Annual Cap: The total reimbursement limit is $500 per member per calendar year across all categories.

• Reimbursement Rate: Approved requests will be reimbursed at 100% of the cost paid, up to the category and annual limits.

Categories

1. NYRR Club Points Races: Covers registration fees. Does NOT cover NYRR membership (that falls into the Training category).

   • Individual Cap: $250 per year.

   • For race registrations where payment was made for both a NYRR Club Points race and an NYRR membership, please submit two requests — one for each category with the appropriate amount. (Sorry, this helps us with our workflow.)

2. Relays: Covers registration for FRNY Participation Award relays (e.g., Ragnar, Reach the Beach).

   • Individual Cap: $200 per year.

3. Other Eligible Races: Covers registration fees for any non-Club Points race eligible for the Participation Award (marathons, triathlons, track meets).

   • Individual Cap: $250 per year.

   • Includes travel/lodging expenses for out-of-town events at the Committee's discretion.

4. Training: Covers training fees or necessary memberships (e.g., Armory, swim cards, USMS Membership).

   • Individual Cap: $250 per year.

Application & Reimbursement Process

• Submission: Members may submit a request for reimbursement as soon as an expense is incurred.

• Pre-approval is not required. You do not need to apply before the race date.

• Deadline: Requests must be submitted within 30 days of the transaction date or the event date, whichever is later.

• Documentation: A valid receipt and proof of purchase showing the actual amount paid and the date of purchase are required.

  • Note: Reimbursement is based on the actual amount paid, not early-bird pricing.

• Review Cycle: Applications are reviewed by the Treasurer and Board on a monthly basis.

• Payout: Reimbursements for approved requests are processed monthly.

• All reimbursements are subject to the availability of Participation Fund resources and approval by the Board.

What’s new for 2026?

• Simpler reimbursement rules. Reimbursements are now based on the actual amount paid, not early-bird pricing or historical race fees.

• No pre-approval requirement. You no longer need to apply before a race or training activity. Requests may be submitted after expenses are incurred.

• Clear submission deadline. Requests must be submitted within 30 days of the transaction date or event date, whichever is later.

• 100% reimbursement up to limits. Approved expenses are reimbursed at 100%, up to the applicable category and annual caps—eliminating prior percentage calculations.

• Streamlined review and payout schedule. Applications are reviewed at least monthly, and approved reimbursements are processed on at least a monthly cycle. Urgent requests will be expedited.

• Clear eligibility standard. Applicants now self-attest that the expense presents a financial barrier to participation. No financial documentation is required.

How will I be paid?

Approved reimbursements will be paid via ACH (direct deposit). If you do not already have a vendor profile on file from a past electronic payout, you will receive an email invitation from Rho, FRNY’s banking partner, to complete a secure vendor profile where you will provide your bank details for direct deposit. No banking information is collected through the Participation Fund application itself nor accessible directly by FRNY.

Once your reimbursement is approved and your vendor profile is complete, payment will be issued as part of the Club’s regular reimbursement cycle.