Volunteers, coaches and mini-jobs: assignments, allowances and the earnings limit
Enter each person's role, hourly rate and hours per month. The Excel file works out the annual pay, deducts the matching allowance and flags where the minimum wage or the mini-job limit does not fit.
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What is in the template?
Ready to use, with formulas, sample data and a legend.
- Roles: mini-job, coach, volunteer, coach in a mini-job, unpaid
- Allowances under section 3 nos. 26 and 26a EStG per person and year
- Checks of minimum wage, the annual mini-job limit and months over twice the limit
- Values for 2026 on a sheet of their own, changeable by the club itself
- An assignment plan for training, tournaments and club parties, also as a PDF
When does the template fit?
Ideal as an interim solution or for small teams, with clear limits.
- Sports clubs with groundskeeper, coaches and treasurer
- Club parties and tournaments with many helpers
- Preparing the documents for payroll
The groundskeeper in a mini-job needs a record, the treasurer a limit.
In MetronHR employees and mini-jobbers record their time via the app, in the browser or at a terminal in the clubhouse, with automatic break calculation. In the Professional plan assignments are advertised, and payroll receives the hours per person.
| Excel template | MetronHR | |
|---|---|---|
| Upkeep | Manual upkeep | Automatic calculations |
| Approvals | No workflows | Approval workflow |
| Reminders | No reminders | Reminders |
| Team | Copy again for every employee | One central source for the whole team |
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Frequently asked questions
Answers on usage and legal aspects.
Question not answered here? Every step is explained in the help centre.
Send us a messageHow high are the coach allowance and the volunteer allowance?
Income as a coach for a charitable club is tax-free up to 3,300 euros a year (section 3 no. 26 EStG), other part-time activities up to 960 euros (section 3 no. 26a EStG). Tax-free income does not count as pay for social insurance.
May mini-jobbers at a club receive more than 603 euros in one month?
Yes, if the year stays below the limit on average, so below 7,236 euros in 2026. An unforeseeable excess of the annual limit is allowed in up to two months, but never above twice the monthly limit. For coaches in a mini-job the allowance comes on top, 275 euros a month when spread evenly.
Does the minimum wage apply to volunteers?
No, volunteers do not fall under the minimum wage (section 22(3) MiLoG), and as non-employees not under the Working Hours Act either (section 2(2) ArbZG). But anyone scheduled under instructions and paid well beyond their expenses can be an employee despite the label (section 7(1) SGB IV). The Excel file therefore flags an hourly rate below the minimum wage for coaches and volunteers for a check.
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