fgcu sport clubs financial training fall 2015. today’s agenda o duties of a treasurer o types of...
TRANSCRIPT
FGCU Sport ClubsFinancial Training
Fall 2015
Today’s AgendaO Duties of a Treasurer
O Types of Accounts & Access to Funds
O Purchasing & Reimbursements
O How to: Making Travel Arrangements
O Fundraising & Donations
Duties of a TreasurerO Complete purchase/reimbursement
forms
O Track funds for all club accounts & deposit $
O Assist with fundraising/donation plans
O Work with team to develop budget request
Types of Accounts
•University funding
A&S Account
•Fundraised by your club
Off Campus
A&S AccountO Two ways to receive A&S funding:
O Annual A&S Budget Request – SCC’s request is reviewed by the SG Appropriations Committee each year
O Reserve Account Request - funding requests for unforeseen costs in the middle of the year
O Unused funds are swept at the end of each fiscal year (May 2016)
Annual Budget ProcessEver
y Sport Club submits budg
et requests to
the Sport Club
s Coun
cil
SCC holds
budget hearing
s with
every
club
SCC presents one
budget
request to Student
Government on behalf of all
Sport Clubs
Student
Governme
nt allocates the SCC one
lump sum based on their request
SCC allocates each individual club’
s funds at the end of
the sprin
g semester
Off Campus AccountO Your Club’s Bank Account
O Used for depositing funds raised by the club
O Checks made out to “Eagles (club
name)” can be deposited into this account
O Must track deposits & withdrawalsO Required for semesterly Financial Reports
Funding AccessO What can we use this money for?
O travel costsO entry fees & league duesO home events & facility rentalsO team equipment
O Items purchased with A&S funds can’t be personalized or kept by members
O Access funds through Purchase & Reimbursement Requests
Checking Your A&S Balance
O EagleLinkO View up-to-date account balancesO See transaction details
Google Account Trackers
Purchase Requests
Submit all Purchase Requests to the Sport Clubs Office, Alico Arena 307
•2-3 weeksCheck
•5 business daysCredit Card
What is a Purchase Request?
Where do I find it and how do I fill it out?
Reimbursement Requests
Submit all Reimbursements to the Sport Clubs Office, Alico Arena 307
• 2-3 weeksCheck
• No PaymentNo $
Reimbursement Requests
O Before making a purchase:O Check your account balancesO Ensure the item is A&S eligible
O Reimbursements are made to individuals with UINsO Not to your club, not to your coach,
not to your parents
What is the reimbursement
form?
Where do I find it?
How do I fill it out?
Life of a RequestO Step 1: Submit Paperwork to Sport Clubs
OfficeO include all necessary details, invoices & receiptsO signature of club officer submitting the request and
signature of payee for reimbursements
O Step 2: Approval ProcessO signature of SCC President, Treasurer & Coordinator
O Step 3: Sent to PurchaserO Procurement handles checks & reimbursementsO Campus Rec staff handles credit card purchases
Payment TipsO Complete the form
O No really. All of it.
O Plan ahead! O Make sure payment deadlines are met
O Always include supporting documentsO Invoice that states the price & vendorO Printout of online shopping cartO Receipts & map for fuel reimbursements
Why was My Request Denied?
O Your items are not A&S eligibleO There wasn’t a receipt attached to
your reimbursementO You didn’t submit a travel form for
your tripO Your fuel receipts were outside of
your trip datesO You don’t need those items to play
your sport
Travel How To’sO All found in Team Manual online
O Booking FlightsO Reserving HotelsO Renting a Vehicle
O Including discounted Enterprise rental rates
O You can view the team manual here:O rec.fgcu.edu/SportClubs/resources.html
Booking HotelsO Book a hotel as you normally would,
using a team or personal card to reserve the roomsO The hotel won’t charge you just for
booking!O Turn in a purchase request and credit
card authorization form to the Sport Clubs Office
O We send your hotel payment for your rooms
O Make sure to mention your credit card authorization upon check-in!
Fuel Reimbursements
O Must be submitted with:O Name of destination(s)O Dates of your tripO Use of fuel (car or boat)O Round trip mileage on google map/mapquestO Original receipts
O Reimbursements are made to individualsO Not to your club
FundraisingO Teams are required to match at least
10% of annual A&S allocationO Percentages can be found in SCORE system
handout
O Submit Financial Report for creditO Sponsorships, donations, travel fees,
equipment donations, etc. count towards total %
O Due at the end of each semesterO Submit through EagleLink
DonationsO Off Campus Account
O Account managed by teamO NOT considered tax deductible
O Unless a 501(c)3 tax exempt organization
O FGCU FoundationO Tax deduction letter given for donations
$250+O Only for donations – not sponsorshipsO Account managed by Sport Clubs Office
Transfer Account Request
O Clubs may need to transfer money from travel pool to general or general to travel via EagleLink
O Clubs can NOT:-exceed $5500 in travel spending for the regular season-request more than two transfers per semester without coordinator/accountant approval
Clubs MUST:-submit transfer requests 1 week prior to the final purchasing deadline in the spring-outline specific reasons for the transfer
Important DatesO Annual Funding Application for FY15-
16O SCC application – due mid-SeptemberO SCC hearings – late SeptemberO SCC submits one budget for all teams on
October 10th to Student Government
O Each team will have a budget hearing with the Sport Clubs Council in late September
Questions?
O Sport Clubs Office Located in the Recreation Center, Alico Arena 307
O Email :: [email protected]
O Phone :: 239-590-1420
O Website :: rec.fgcu.edu/sportclubs
Request for Additional Funding
O Reserve Account Request: Replacing Senate billsO Submit request via EagleLinkO Exec Board will view request and determine if you
will receive additional fundsO Highest priority given to:
O Emergency situations O Money needed for basic club functions and
equipment O Current/previous year's SCORE points
Clubs on probation are not eligible to request additional funding until the terms of their probation are complete.