What can our team spend money on?
Last verified October 18, 2026
Anything that supports the team's robotics program, such as parts, tools, software, registration and event fees, travel to competitions, safety gear, outreach and reasonable admin costs. Nothing for personal use, nothing for any one person's benefit, and nothing political.
Allowed
Section 3.1 of the agreement lists what program money is for:
- robot parts and materials
- tools
- software
- team registration and event fees
- travel to competitions
- safety equipment
- outreach and community programming
- reasonable administrative costs of the program
Every purchase needs a clear team purpose, has to follow FIRST rules and your program's guidelines, and needs a receipt within 14 days.
Not allowed
Section 3.2 rules out spending:
- for the private benefit of any person, including team members, parents, mentors and their families. The exception is paying fair market value for goods or services actually provided to the team.
- on political campaigns, or on lobbying beyond the small amount a 501(c)(3) is permitted
- on anything unlawful, or anything that would put the Foundation's tax-exempt status at risk
- on alcohol, tobacco, cannabis, controlled substances, firearms or gambling
- on any personal expense unrelated to the program
- on anything the Foundation's written spending policies prohibit
Section 7.4 adds that program money can never be advanced or lent to a person for personal use, or used to pay a personal bill.
Other rules worth knowing
No individual fundraising accounts. Money raised belongs to the whole team. It can't be credited to the member or family who raised it, and taking part in the team can't depend on how much someone raised (Section 3.3).
Conflicts of interest. Buying from a team member, a parent, or a business either of them has a financial stake in needs the Foundation's written approval first. It's only approved when the team genuinely needs it and the price is no higher than an unrelated seller would charge (Section 13.3).
Stay within the balance. The Foundation doesn't advance money, and the team shouldn't take on costs it can't cover (Section 4.5).
Equipment belongs to the Foundation. Anything bought with program money is held for the team's use. The team decides how to use it and can lend it to another youth robotics team or a school, but selling or giving it away needs written approval (Section 10).
The Foundation can say no. It may decline, reverse or put conditions on a purchase it decides is outside the agreement or poorly documented, and it gives the reason (Sections 2.7 and 7.2). A purchase going through on the card isn't proof it was allowed.
If something was bought by mistake
A personal or out-of-scope card charge has to be repaid. The Cardholder Agreement gives the cardholder 15 days from being notified. If the cardholder is a minor, their parent or guardian is responsible for repayment (Sections 8.3 and 16.5). Repeated or deliberate misuse can end the sponsorship.
Not sure if something counts? Email contact@robotics-catalyst.org before you buy it.