Minor League Ops Playbook

1. Pittsburgh Pirates Florida Complex

Address: 1701 27th Street East, Bradenton, FL, 34208

Here at the Pittsburgh Pirates Florida Complex, we have 4 full fields, indoor cages, and a 4 pack of bullpens.

• All fields are equipped with IP cameras (CF, ISO, RHP, RHB, LHP, and RHP).
• Each field is equipped with bullpens in between each field.
• Each field is also equipped with TrackMan Stadium units, and one field has HawkEye (Field 4).
• Pirate City includes an indoor gym, offices, and a cafeteria.

2. Technology

Here at the Pittsburgh Pirates, we utilize a variety of different technologies:

• TrackMan
• Hawkeye
• SpeedCamPro
• HitTrax
• Trajekt
• Blast Motion
• BATS

TrackMan:

TrackMan tracks the full trajectory and spin rate of pitched and batted baseballs, providing critical data points for assessing and improving player performance. The system is used to analyze ball movement, spin, velocity, and other key metrics.

Hawkeye:

The Hawk-Eye system tracks the field of play using 12 high-resolution, high-frame rate video cameras installed at each ballpark. Video from these cameras is synchronized and analyzed to detect and track ball and player movement.

SpeedCamPro:

SpeedCamPro is a high-speed video camera that is used to see the pitcher’s grip when throwing a pitch.

HitTrax:

HitTrax is a baseball simulation system that provides a powerful combination of performance data and entertainment value. It measures captured metrics that quantify performance and help players and coaches identify strengths and weaknesses before stepping onto an actual field.

Trajekt:

The Trajekt Arc pitching machine uses baseball’s high-tech data to mimic the way balls break from every big-league pitcher and has been approved by Major League Baseball for in-game use this year in batting cages. Using video of deliveries and data, the robot allows a hitter to step in against recreated offerings from any pitcher he wants to face.

Blast Motion:

Blast Motion is a sensor that is attached to the baseball bat to get motion capture data about swings. The sensor measures different metrics such as swing speed, swing plane, attack angle, and bat path.

BATS:

BATS is the software system that allows RAW game videos to be split into ABs and Innings.

3. Sides

3.1 Sides Supplies

• 2 Cameras (Batteries + Wires) + 2 Tripods
• SpeedCamPro + Tripod + Battery
• iPad
• TrackMan Bag with TrackMan Unit + Tripod
• 2 SD Cards (64 GB)
• Measuring Tape + Squid

*This is the setup for one mound. Each will need to be duplicated depending on the number of mounds used that day.

3.2 Sides Set-Up

1. Collect Materials.
2. Set up TrackMan tripod (9 feet back, 7 feet high to middle of TM unit).
3. Attach TrackMan and turn it on.
4. Set up CF angle and Open Side Pitcher angles.

*For PC only, take off TV cover and screen mirror from iPad to the corresponding TV.

3.3 TrackMan Calibration

1. Open Wi-Fi in Settings and connect to the corresponding TrackMan (number is on the bottom right of the unit).
2. Open TrackMan application.
3. Click the Burger icon at the top, and then click “Connect to TrackMan”.
4. There will be a Trackman that pops up and a green line that will come across when connected.
   
5. The TrackMan then must be calibrated.
   
6. You will see that it says “Not Calibrated” in the top right corner > Click there.
7. You will then select “Pitching” as this is the session you will need to calibrate for.
8. This will then prompt a “Select Trackman Location” > Select Outdoor
9. This will then prompt a “Place Your Trackman” (9 feet back and 7 feet high).
10. This will then prompt “Confirm rubber, tip of home plate and roll are within the allowed range. This is where you will make sure the rubber and home plate are in the correctly colored boxes. You will also need to level the TrackMan so that there is a green line (this indicates that TrackMan is level).
11. This will then prompt you to “Point out Home Plate” You will place the cursor on each corner of the plate before moving on to the next screen.
12. The last prompt is to “Point out Rubber”. You will put the cursor in the middle of the rubber.
13. All set – now time to tag pitches as they come in.

3.4 SpeedCamPro Setup

1. Set up camera on tripod (little offset for whatever pitcher handedness you will be behind) and attach lens.
2. Put in white TP link to connect either your phone or another iPad to that Wi-Fi. (This is how you will view captures in real time – may not have equipment).
   1. To do this, go Advanced > Details > Start > Scan QR Code.
3. Connect power cord to the Battery brick and turn on (button on top right).
4. Click System > File Name Tag to enter the pitcher’s name to save properly.
5. Use two dials on front to adjust for clear picture (front dial is brightness, back dial is focus).
   
6. Plug in clicker, and when the pitcher is ready, click the button right after release.

3.5 BATS Upload (Sides)

1. Plug in SD cards to the computer you are working on.
2. Create Desktop folder; usually date, followed by Sides. (Example: 211 Sides).
3. Then, make folders for each angle within that folder (CF, OS, Edgers).
4. Copy Videos from SD cards into the folders.
5. Open FileZilla - Connect > Practice > Month > Date to find the TrackMan file.
6. To retrieve, go to C server > Users > Video.
7. Once the file is open, delete Pitch Call Column (Column I).
8. Go to BATS Input.
9. Click Minor League Spring Fall.
10. Click Import Data > TM Portable > Copy File Path from folder on desktop.
11. Click Reread.
12. Click on file > Go > Yes (Whoever threw will show up).
13. Go back to the Main Menu > EZ Video > Process EZ Video Camera File.
14. Click Show EZ Video.
15. Click Options (up at top left) > Use structure, and then copy File Path as well.
16. Double click on first pitch.
17. Find CF Angle.
18. Pause video right at release then go back 5 seconds.
19. Hit Set Start > Generate Marks for Next Clips > OK.
20. Write down release time for first pitch of Angle A.
21. Select Angle B.
22. Find Video and Release.
23. Click Options > Show Time Marks.
24. Set Start Mark at the release time for first pitch of Angle A > Generate Marks.
25. Make sure time aligns with Angle A.
26. Hit OK > Trim & Finish > Hit Go.

3.6 HighSpeed Upload

1. Go to EZ Video > EZ Player Video.
2. Change Start Date to current date.
3. Locate Player (by last name).
4. CLICK OLDEST TO NEWEST SUPER IMPORTANT.
5. Click Manage Angles > Add a Group of Clips.
   
6. Copy Path to Edger Folder within the Sides Folder.
7. Click Display Files > Highlight all clips on top and bottom – SHOULD MATCH.
   1. If they do not match, make sure you make a note of missed TrackMan pitches or missed High Speed captures so you save time.
8. Select “L” angle.
9. Click No when asked to compress.

*This process will need to be done for each pitcher.

3.7 Publishing Sides

1. Go to BATSWebPublisher > Minor Spring Fall > Publish EZ Video.
2. Change Date to Current Date + Highlight Everything.
3. Add to selected > Publish.
4. Open Publish Folder on Desktop.
5. Change “BATSWEBWORK” to “BATSWEBWORK 211 sides”, for example.
6. Cut Folder.
7. Go to PCO5 > D Drive > BATS Video Exchange > 55 FCL > Paste.
8. Message Marc in Teams “Dropboxed mm/dd side # of clips”.

3.8 If No CSV File

1. Clipchamp the files (make sure to name them with the correct pitcher).
2. BATSInput > EZ Video > EZ Player Video.
3. Locate Player (by last name).
4. Open file > Find CF.
5. Store Current Video Clip > CF Angle.
6. Repeat steps 4-5 for other angles.
7. Click Group Multiple Clips > Find.
8. Locate Edger Files > Click OK once.
9. Publish as normal!

4. Live BP

4.1 Live BP Supplies

• TrackMan Laptop + TrackMan Bag + TrackMan Tripod
• SpeedCamPro + Tripod + Battery
• Pitch Clock

*If IPs are down, you’ll need corresponding handheld angles.

• Camera & 64 SD Card
• Tripod or Clamp, depending on Angles.

4.2 IP Cameras

• To start, click on BATS Capture on the Desktop, and Open Sydex IP Captures.
• Create a folder on desktop just as you would for Sides (For example: 211 Lives).
• Once capture window opens, go to Source to ensure it is correct angle.
• Then, go File > Set Capture Location, and put the angle in the appropriate location in your created folder (For example, CF should go in CF folder within the 211 Lives folder).
• Click Capture > Start – it will go from Previewing to Capturing on the bottom left.
• To stop once Live BP is over, come in and click Capture > Stop, and it should take a little bit of time before changing back to Previewing.

5. Cages

5.1 Set-Up

Cages will always be at the hitting coaches’ discretion.

For a normal complex set-up, the supplies needed are: - iPad - Magnet Tripod for iPad - Blast Sensors

5.2 HitTrax

HitTrax is set up in Cages 2, 3 & 4. You will need to turn on the corresponding TVs for this to be on the TV.

5.2.1 To set up HitTrax for a Training Session:

1. First, flip the switch on the wall to turn the HitTrax unit on.
2. Turn on the Computer (The On-Button is on the lower left side of the monitor).
3. Once the computer is on, open the HitTrax application.
4. Once the application loads, you will click “Play!”
5. Click on Training.
6. Click “Log-In”.
7. Click “Users/Reports”.
8. Choose Aaron Aardvark > Hit the Bat Icon.
9. Click on New Session & Play Ball!
10. Last Step: Go to Settings icon > Stadium icon > and change to PNC Park.

5.2.2 Viewpoint

1. Open the iPad and connect to proper Viewpoint Wi-Fi.
2. Go to HitTrax Viewpoint application on iPad, hit Refresh until the unit pops up, and then Hit the arrow on the right side to start session.
3. Once the HitTrax session on the Desktop is up and running, you should see a Camera icon with a little “1” on the right side of the screen. Click that.
4. Change the dropdown menu to the “Viewpoint” option to display.
5. “Connect to a Wireless Display” and choose the appropriate TV (for example, Cage 2) to display on the TV.

*Cages do not need to be uploaded, but please make sure you turn off the HitTrax at the end of the day.

6. TrackMan V1 Unit

1. From the desktop you will be using to tag, open the tagging page.
2. Select “Game Tagging”. On this page, you will see scheduled games. If your scheduled game is not there, you will need to create a game.
3. To create a game, you will click the “Create Game” Tab on the upper right side of the screen.
4. This will then ask you to select “Game Type”. An Official Game means that this data will be shared with TrackMan. This is for games against opponents. The other option is a private game where data will not be shared.
5. This will then prompt you to “Game Settings”. You will need to enter in organization, level, league and ruleset.
6. You will then select “Create & Set Lineup”.
7. This will prompt a page with the Away Team and Home Team.
8. You will be able to search for the Away Team and your Home Team.
9. Once the teams are selected, it will bring up lineups.
10. You will then be able to search these team’s rosters for the players. If a player is not found by search, then you will need to create the player.
11. Once you have added all the players, then you can enter in their positions.
12. You will then click “Start Tagging”
13. This will then prompt the tagging screen.
14. You will need to make sure that the toggle in the top left corner is set on WarmUp until the game starts.
15. Once a pitch has been read by TrackMan, then you will identify the Pitch Type.
16. Then the page will ask, “what was the call?” This is where you will enter “Ball”, “Strike” or “In Play”.
17. Another screen will pop up depending on the previous screen.
18. After you have entered all the details of the play, you will need to select “Save Tag”. Then, it will take you back to the original tagging page.
19. Once the game is over, you will select “End Game” in the top left hand corner.
20. This will then prompt a page to fix any mistakes that have been made during the game.
21. After you have fixed any mistakes, you can get your exported CSV.

Attached is a link to practice tagging using mock data:
https://andrewrenteria.shinyapps.io/TrackmanTrainer/

7. Setting Up a Game in BATS

1. BATSInput > Game Entry > Add New Game
2. Click Today’s Date
3. Check rosters.
4. Add Home Team & Visitors.
5. Enter in lineups > Hit Ok.
6. Pull up on TM Dashboard
7. Pull up IP Cameras (Gigapitch/HH/CF)
8. Go to D drive on each computer and delete the videos in VIDWORK
9. Open BATSCapture.
10. Open each IP/Compression

• In Game Compression for CF/A
• Sassy Compression for all other IPs/Giga

11. Go back to BATS Input and open up game
12. Click test & initialize.
13. Make sure that only the angles that you have are selected.
14. Once it says “video capture ready”, capture and hit go on gigapitch.
15. Ensure that compression show up.
16. Click “Back one pitch” and you are ready to go!

8. Charting & PCF (Process Camera File)

1. At home we chart the full game due to the use of Gigapitch which has to be ran manually as a part of BATS. When charting at home you will merge the CSV with the already charted game which will add in all metrics.
2. On the road, you will only chart the first game of each series to make sure the data is clean and uploads well. If the data is good then you will PCF off of the CSV itself and will not actually chart the game. You can expect the CSV approximately 30-45 minutes after the game which will allow you to collect all cams and clean up from the game.
3. You will learn the full process of charting in Spring Training but the upload and PCF is exactly the same as doing lives or sides once the chart is completed. You will upload all camera angles and then line them up within .1 seconds of each other and align all the fixed clips before trimming. You will then need to flip camera angles to match the necessary letters in the PCF. (Ex. Hitter open is H and Hitter back is K, so you will need to make sure all RHH and LHH opens go in H which means if you upload RHH in H and LHH in K you will need to flip all LHH H/K angles. This can be done in Add Video to finished games/select the game/move video within a pitch/select the corresponding pitches/select the angles you want to flip and then flip them.
4. When publishing a game you open bats web publisher and publish game. Select the game you want to publish, include all angles EZ video and enhanced data then publish. Upload to Dropbox but do not rename games. Leave them labeled BATSWEBWORK.

9. BSK (HawkEye)

1. Hawkeye creates a session with the two teams. You are responsible with going in and inputting all players on both rosters one by one. You then insert the starting lineups.
2. The game process is extremely similar to BATS. You have to indicate the start of the pitch by hitting “Windup” or “Stretch” depending on the situation. You then mark the result of the pitch “Ball”, “Foul”, “In Play”, etc. If it’s just a simple pitch with nothing happening, you cycle through the options and hit end play. If it’s a ball in play, it’s important to go to the Fielding tab, and indicate every fielder who touched the ball during the play (even cutoff and relays back to the infield on a simple base hit, for example).
3. You then go to Running tab and make sure you drag base runners accordingly to replicate the correct bases. And then you proceed to End Play. Honestly it is probably a little easier than BATS, just most important aspect is to not miss the start of a play just like BATS. Everything else can be edited between innings or after the game in the Edit Session tab.

10. Walker & PitchTyping

1. Pull up the roster for the team you are about to play.
2. Open up the pitch typing app (https://informatics.pirates.net/pitchtyping/player)
3. Type in the player’s name (it will say the team’s name below the player if correct)
4. Correct missing pitches and make sure there are not duplicate pitch types (FT and SI)
5. Go to Walker (https://walker.pirates.net/app/major-league-positions)
6. Go to CPD Reports > Advance
7. Click on the team and level you are looking at.
8. Find the Player’s name in the dropdown menu.
9. Click Hitter Advance - Player and then the report will run.

*If the report “breaks” you will see it disappear from the bottom of the screen. This means something is wrong with the code/pitch typing was incorrect.

11. Team Workbook

You will be able to view all the tabs, but you are not allowed to modify or adjust anything without Robby’s or Freddy’s permission. Your manager might ask you to input some information for him in the dashboard and that is allowed.

11.1 Entering Data Onto The Roster Management & Dashboard

11.1.1 Roster Management

** USE THE PLAYER’S NAME ON TEAM ROSTER ON milb.com OR on the one you receive from your team PR **

All Names must be entered with a: First Initial. Last Name format (Jim Horner = J. HORNER or J. Horner)

11.1.2 Roster Moves

Ops Assistants will be in charge of communicating roster moves to the coaching staff through the respective Teams channel. Communication with the opposing Ops Assistant is crucial to keep up to date. All data and advance reports should be inputted immediately.

12. Weekly Advance Report

For 3A and 2A specifically, Ops Assistants will need to produce and send out an Advance Report to Staff through the Teams channel. This data for this report can all be found through the MiLB roster pages and TruMedia.

13. Reimbursement and Travel

13.1 Packing

1. All equipment needs to be packed and ready to go for each road series/trip. This means having everything with you that you would need to run a week as an Ops exactly how you would if you were at a home series. This includes tech, mounts/tripods, office supplies, printers etc.

13.2 PD Credit Card

1. Each affiliate ops will have a PD credit card that will be given to them for the season by Marc, and they will be responsible for taking care of that card throughout the season. This card is to be only used for approved expenses related to the job and must be approved by Marc, Julio, or Freddy before it’s use. This includes purchases such as office supplies and tech or other charges that are approved.Always send pictures of receipts to Julio and Mark McKnight via email right after the purchase.

13.3 Booking Flights

1. Go to SAP Concur
2. Click Book for a Guest
3. Add departure and arrival airports with date that the player will be leaving.
   
4. Find the best flight based on time and price.
5. Add the flight to “cart”
6. Once flight has been added, you will need to enter in the player’s information such as birthdate, full name, etc. Make sure that you have double checked this information before submitting the flight. International players full name in passport should be used for flight name
   1. Domestic player names and birthdate can be found here: Pittsburgh Pirates Player Directory
   2. International player passports can be found here: Pirates Players & Staff Passports
      1. If any international player doesn’t show up here, please ask him for his passport picture and upload in the appropriate folder
         
7. Pay for the flight with the pre-loaded PD credit card.
8. SAP Concur will ask if you want to include anyone to send the itinerary to via email. Make sure to include Julio, Mark and the OPS that the player is flying to. For example, if a player was being moved to AA, then you would include the AA OPS.
   1. If player is flying to FL complex, ask if the player needs airport pick up from a Pirate City driver
      1. If the player needs a Pirate City driver, include Dan Carroll and Tyler Gleim in the email as well

13.4 Renting a Car

This only applies to AAA and AA. We only rent from Avis or Enterprise due to ability to direct bill to Pirates with only those two companies. We rent car for manager when the team is in the road and always rent it under your name and go pick it up and return it yourself when leaving the city you are playing in. We should use the bus for these trips to pick up car rental or after you drop off the car rental. The easiest way to book the car is to book through concur the week prior to your road trip and add travel agent note on booking that this car rental needs to be directly billed to the Pirates. If needed, email Liz Pope and give her the details to book the car and ask her to directly bill it to Pirates. Her email is pope.liz@ace.aaa.com. Please CC Frederic Rioux on any email to Liz Pope.

In case you need our Enterprise codes:

1. Enterprise Pirates Corporate code: XZ40150
2. ID (direct bill): 18107223

13.5 Housing

1. AAA to FCL. Minor league players will receive housing for free and will get preference of roommates. First come, first serve. 40-Man/ineligible players will only be able to go into housing if there are open spots and they must pay to stay. They will also be asked to vacate if an eligible player reports, and we need the room to accommodate.
   1. Minor League Housing Responsibility
      1. AAA – Mark McKnight
      2. AA – Richie Saville
      3. High A – Danny Matejczyk
      4. Low A – Mark McKnight
2. When team is on the road, all players must have a roommate
   1. Road trip Hotel Room List Responsibility
      1. AAA – Andrew Renteria / Sam Klein
      2. AA – Nick Mote
      3. High A – Kenny Berdejo
      4. Low A – Mark McKnight
   2. AAA only, all players have the option to get their own room and pay 50% of the team rate at the hotel front desk. Always subject to hotel availability. We can’t use a separate / different hotel.
      1. Be proactive and ask players a couple of weeks in advance if they want a room by themselves. Set a deadline for players to let you know so that you can avoid late requests when possible
      2. The Pirates staff member is responsible for arranging this with the hotel point of contact. It is important to clarify with our hotel contact that the team is ONLY responsible for half of the hotel room rate. Any additional charges and incidentals should be charged to the player directly
   3. AA or High A only, this is only an option for married players. Married players may elect to get their own room and pay 50% of the team rate at the hotel front desk. Always subject to hotel availability. We can’t use a separate / different hotel.
      1. Be proactive and ask players a couple of weeks in advance if they want a room by themselves. Set a deadline for players to let you know so that you can avoid late requests when possible
      2. The Pirates staff member is responsible for confirming marriage and arranging this with the hotel point of contact. It is important to clarify with our hotel contact that the team is ONLY responsible for half of the hotel room rate. Any additional charges and incidentals should be charged to the player directly
3. AAA or AA specific. Upon a player being optioned from the major leagues to the minor leagues, eligible players receive 3 nights of hotels on the Pirates. We must go with a reasonable hotel rate (Base room rate and taxes $200 or less/night), which should have the Pirates corporate discount. Specifically, we only cover base room rate
   1. In some cases, we will cover overnight parking. That must be approved by Frederic Rioux through the Teams group chat
   2. We don’t cover any incidentals. NO food charged to the room, enhanced Wi-Fi, etc. If a player chooses to enter Pirates housing, they will go straight in, unless told otherwise

13.6 In-Season Travel

1. In most instances, Ryan Denlinger and / or Mark McKnight will aid in booking flights and rental cars for players. If not, you will be required to do so. Delta, American Airlines, United, Southwest or JetBlue are the allowed airlines to book.
   1. Shop by rates on Concur to find options that are lowest cost and most reliable (ex. early morning flights, 1 hour+ layovers to avoid issues w delays, etc.)
   2. The Ops is responsible for reimbursing players appropriately. Travel day per diem ($32.50/day), up to 2 personal bags (up to 3 personal bags for catchers) and any necessary Ubers getting to and from the airport. No overweight fees will be reimbursed
2. Any medical trips that will be going to PIT will go through Mark McKnight. Make sure Frederic Rioux and Julio Sepulveda are aware of the trip before communicating with Mark McKnight. Mark will book travel, hotel stays, and any other necessary expenses. Hotel stays will be at the Hyatt in PIT and they will go through Mark McKnight as well.
3. Driving mileage will be given to players that use their personal cars while traveling on Pirates trips (only if approved by Frederic Rioux) for roster moves travel. Mileage will be at the 2026 IRS mileage reimbursement rate (72.5 cents per mile traveled, ex. 100 miles = $72.5)
   
4. In the event a player goes from an affiliate to another affiliate in a rental car, the players will not receive any mileage reimbursement. Pirates will just direct bill the rental car and player receives travel per diem
   1. In these cases, the players will be able to reimburse gas receipts
5. Car shipments won’t be covered for players at all. Exceptions are made at times if you get approval from Frederic Rioux
   
6. Pirates don’t cover All Star Break travel for any player. They are on their own for the All Star Break
7. Pirates cover All Star Break flight from/to affiliate for staff.
   1. A month in advance of the All Star Break, Ops must send a message to their staff asking them if they need a flight

2. If we are booking flight for staff, it should be travel home and it shouldn’t be any travel outside of their home country. In the event the request is for a different country, you must contact Mark McKnight and get his approval before booking

8. AAA and AA only. Players may ask to drive themselves to an away series. If they ask you, direct them to your Manager. We do not cover these expenses since they are opting out of going on the team bus.
   
9. AAA and AA only. The manager will get a rental car for the road trip. If the manager does not need the car for the week, you are to give the keys to the training staff to use in case of medical trips. You will still be responsible for bringing the car to and from the rental location at the beginning/end of week.

13.7 Away Series Team Bus Travel

1. Away Series Team Bus Scheduling Responsibility

1. AAA – Andrew Renteria / Sam Klein
2. AA – Nick Mote
3. High A – Kenny Berdejo
4. Low A – Mark McKnight

2. If you are responsible, make sure you connect with your manager about the bus time expectations for the year.
3. Staff member will be in charge of coordinating bus times and sending out the times to the team for away series.Typically, the first bus (staff) arrives at the field one hour before clubhouse opens unless told otherwise. Player buses (2) will arrive at the clubhouse 15 mins before and 15 mins after clubhouse opening. These times should be communicated through Team, Teamworks Blast feature, and with the bus driver.
4. Staff member will also be in charge of coordinating bus times and sending out bus times postgame. The first bus will usually leave about 30 mins after the last pitch. The next two buses will leave at 25-30 min intervals depending on how far the hotel is from the stadium.

13.8 Reporting to Affiliate

1. Ops are responsible for informing their affiliate staff of what they can get reimbursed for travel from FL to their affiliate
   1. Inform your staff that we reimburse mileage through concur for driving from Pirate City to the affiliate location. For staff driving, inform them that we reimburse 1 hotel night ($200/night or less) every 10 hours of driving
   2. Inform your staff that ST per diem ended for AAA on 3/23 and 3/28 for the rest of the affiliates. If they are still physically on the road the day after ST per diem ended, they are allowed to expense $55/day per diem through concur for that specific date
   3. If staff is flying, they get up to 2 bags reimbursed, no overweight fees. Have them submit through concur
2. Ops are responsible for making sure players know the plan when it comes to travel to report to their affiliate for the start of the season. Connect with your Manager to make sure you follow his plan
3. Ops are responsible for making sure we reimburse players appropriately and on a timely matter for travel to report to their affiliate for the start of the season
   1. Players who are flying, Mark McKnight will book their flight
      1. The Ops are responsible to ask for baggage receipt and after receiving receipt, we will reimburse up to 2 personal bags (up to 3 personal bags for catchers), reimburse travel day per diem ($32.50/day), and any necessary Ubers getting to and from the airport
      2. No overweight fees will be reimbursed
      3. AAA only. Exceptions could happen, depending on Major League camp decisions when it comes to roster moves
   2. Players who are driving, Ops are responsible for giving them their mileage reimbursement and travel per diem reimbursement.
      1. Mileage reimbursement will be at the 2026 IRS mileage reimbursement rate (72.5 cents per mile traveled, ex. 100 miles = $72.5)
         
      2. If a player requests a hotel PRIOR TO DEPARTING PIRATE CITY, let Mark McKnight know and ask for his approval. We WON’T approve any hotel requests after they have already started their drive.
         
   3. Car shipments won’t be covered for players at all. Exceptions are made at times if you get approval from Frederic Rioux.

13.9 Player Transactions NoD/RELEASES/CONTRACTS/REHAB ASSIGNMENTS

1. Upon notification of a player’s release, wait until they are notified through the proper channels (usually from the manager of the affiliate), you must get the necessary paperwork signed on the spot after player is aware. We will cover flight or mileage reimbursement back home. Reimbursement will be loaded onto their US Bank card in the weekly submission.
   1. The plan is for player to depart asap. Usually next day
      1. Ops will need to ask and know the player’s travel plan when getting NoD signed
      2. Ask the player where they are traveling. We will cover flight/mileage/baggage/necessary Ubers/travel per diem.
2. If Frederic Rioux requests your help to get other documents signed, you must talk with the player as soon as possible so that they sign said NoD or Contract
3. Pittsburgh Front Office will request your assistance with Major League rehab paperwork

1. Players must sign this paperwork as soon as possible and the document must be sent to the Pittsburgh Front Office staff member that requested it as soon as possible.

13.10 Player Plan Meetings

1. The Ops Assistant will be asked to sit in on player plan meetings twice a season for position players and pitchers. You will receive printouts from the various departments for these meetings, and you will be required to take notes and then upload those notes to coach notes under the various tabs for each player in coach notes.

13.11 Reimbursement Uploads

1. Ops Assistants will be required to submit a reimbursement and travel per diem document each week to Sam Klein and CC Frederic Rioux and Julio Sepulveda. The email must be sent every Monday after 1pm and before 5pm ET.
   1. Exceptions might be needed if a player move requires it
2. These excel documents will be compiled by Sam Klein into one email and sent to Judy Hindes. These documents should include any reimbursements from the previous week and per diem for the upcoming road trip, as necessary.
   1. Ops WILL NEVER include multiple full road series per diems in the same card load because player moves can happen any day within a two-week period
      1. In the event Ops have two straight weeks on the road, Ops will need to submit the standard Monday card load via email
         
3. The excel should be in a specific format (example below) with all receipts being reimbursed attached on the email
   1. Funding Card ID & Funding Card Passcode will always be the same, and column must be filled out
   2. Cardholder account is the current card ID unique to each player and must be filled out
      1. Use this link to access the US Bank master card list: US Bank Master Card List
      2. If a player gets a new card and it isn’t in the Master List, the Ops is responsible for updating the master list with the correct current card ID
   3. Amount being reimbursed must be filled out
   4. Reference column must be filled out. Include player last name and 2-3 word description of reimbursement in reference column
      1. No special characters should be included in the excel as the upload is very sensitive to this
   5. A master reimbursement document tracker is a must use tool for Ops Assistants creating these submissions for their own tracking / evidence of process in case anyone asks questions about a card load later on. Here is an example: Travel Tracker Example
4. There are three budget codes that will be used throughout the season
   1. Reporting (Affiliate Specific) - This is for regular travel to affiliate
   2. Road Trips (Affiliate Specific) - This is for roadtrip per diem
   3. Medical (53501-1001-200) - This is for travel to/from medical trips
   4. Here is the file that has all the minor league codes for your reference: P Card Codes
      1. AAA will use ML code at time if approved by Frederic Rioux or Ryan Denlinger (ML Travel Manager), but you can get that code from Frederic or Ryan

13.12 Petty Cash (Road Trips)

1. Ops Assistants will get petty cash on the road. This includes per diem for coaches and staff for the week. This needs to be handed out no later than the first day of the road trip and each staff member must physically sign when receiving their money. DO NOT SIGN FOR ANY OTHER STAFF MEMBER
2. Staff may come to you with receipts to reimburse. These reimbursements must be approved by Frederic Rioux. After Freddy approves, you must take the physical receipt and record the amount of petty cash on the ledger. The Pirates will reimburse the exact amount of the receipt; NOTHING MORE, NOTHING LESS
3. In unique circumstances, Freddy may approve player reimbursements if they don’t have their US Bank card yet

13.13 Off-Season Training

1. Minor League players will be allowed to stay at Pirate City for off-season training. Players that choose to stay at Pirate City voluntarily will be required to pay $57/night for housing and meals. This charge only applies to voluntary training, excluding off-season training camps. Players that stay off-site will not be charged the fee.

13.13 End of Season Travel

1. At the end of the season the OPS Assistants will oversee handling all post-season travel and reimbursements for the travel for all players at their affiliate. There are several pieces that go into this.
   
2. Ops will compile all planned travel. This is creating forms through Teamworks to determine if a player is flying or driving and their destination. We book flights for the players. We also reimburse milage for the players who drive.
3. You will also have to make sure you have travel per diem for each player based on their travel and where they are going.
4. Players traveling internationally will also receive a 50$ uber/taxi credit on their reimbursement.
5. One week before the last game of the season you will send an email to Judy Hindes with an estimate for how much your card load will be when you compile all travel.

13.14 End of Season Packing

1. At the end of the season the OPS Assistants will oversee packing all necessary equipment and tech and getting it ready to ship back to Florida. This includes the large trunk, all cameras, Trackman, High Speed Camera, Goal Zero Batteries, etc.
2. All office supplies like paper, pens, etc. can me left at the affiliate to be used the following season.

14. TeamWorks

TeamWorks is the main form of communication with players during the season.

1. The Ops Assistant will oversee adding affiliate staff and players to your affiliate team. All CPD Coordinators and CPD Leadership will be in every Team on TeamWorks
   1. Ops are responsible for adding and removing players from their teams as each move is announced. Players need to be removed as soon as the player is aware to eliminate any potential confusion.
2. The Ops is responsible for creating two different schedule groups and any other necessary groups as requested by your coaching staff throughout the season.
   1. Schedule group #1 – Must include all CPD Coordinators, CPD Leadership affiliate players and affiliate staff. This is where the daily schedule will be sent every day and any message related to game getting postponed or cancelled
   2. Schedule group #2 – Must include CPD Coordinator visiting or CPD Leadership visiting only when they are physically present. And just affiliate players and affiliate staff. This is where any other message specific to the affiliate is sent
3. Ops are responsible for sending out messaging regarding team travel, hotels, and any other forms/announcements.

15. Post Game Reports

Ops Assistants may be required to run postgame reports from Bridge or the CPD Reports App. If you are required to do so, these should be done the night of/morning after the game. Pitcher/Catcher reports will be found under the Pitching > Bullpen/Daily sector of the CPD Reports. The Pitching game reports and catching reports should be printed before clubhouse open and put in the respective players’ locker.

16. Home Cities By Affiliate

All Contacts info can be found on MiLB Hub under each affiliate

AAA - Indianapolis

Ballpark: Victory Field Address: 501 W. Maryland Street, Indianapolis, IN 46225

Hotel Contact: Fairfield Inn & Suites by Marriott Indianapolis Downtown Address: 501 W Washington St, Indianapolis, IN 46204, USA Hotel Contact: Monica Sahm Contact Phone: +1 317 860 5796 Contact Email: monica.sahm@whitelodging.com

Bus Company: Gold Shield Indy Worldwide LLC Contact Name: William Woods Contact Phone: (859) 279-5605 Contact Email: william@goldshieldcars.com

AA - Altoona

Ballpark: Peoples Natural Gas Field Address: 1000 Park Avenue, Altoona, PA 16602

Hotel Contact: Microtel Inn & Suites by Wyndham Altoona Address: 1601 Valley View Blvd, Altoona, PA 16602, USA Hotel Contact: Eve Claar Contact Phone: +1 814 946 1400 Contact Email: eclaar@centrehotel.com

Alternate Hotel: Wingate by Wyndham Altoona Downtown/Medical Center Address: 909 Chestnut Ave, Altoona, PA 16601, USA Hotel Contact: Ashley Unrue Contact Phone: +1 843 442 7982 Contact Email: ashleyu@nhghotels.com

Bus Company: Fullington Trailways

Fullington Trailways Contact Name: Val Zimmerman Contact Phone: (814) 355-4900 Contact Email: val@fullingtontours.com Bus Driver: Chadd Woodring Bus Driver Phone: (812) 243-2043

High A - Greensboro

Ballpark: First National Bank Field Address: 408 Bellemeade Street, Greensboro, NC 27401

Hotel Contact: La Quinta Inn & Suites by Wyndham Greensboro Arpt High Point Address: 7905 Triad Center Dr, Greensboro, NC 27409, USA Hotel Contact: James Peele Contact Phone: +1 336 840 1550 Contact Email: 53788@bywyndham.com

Bus Company: Black Tie Bus Charters, INC. Contact Name: Jeff Shanker Contact Phone: (609) 802-7498 Contact Email: jeff@blacktietransportation.net Bus Driver: JD Bus Driver Phone: (336) 768-5177

Low A - Bradenton

Ballpark: LECOM Park Address: 1611 9th Street W., Bradenton, FL 34205

Pirate City

Address: 1701 27th Street East, Bradenton, FL, 34208

DSL Academy

Address: Academia de Baseball de Los Piratas de Pittsburgh, El Toro, Dominican Republic