CLUB SPORTS COUNCIL 24&25 SEPTEMBER|TREASURER TRAINING DREXEL UNIVERSITY DEPARTMENT OF ATHLETICS

Club Sports Financial Overview 2 People (Dan, Caprice, Zak, Alex, Ashley, Mia?) Location (Club Sports Office, CS Dropbox) When (Any time during Rec Center Hours) What (Check requests, request to purchase, cash request, deposit)

Club Sports Accounts Overview 3 2 Types of Accounts SAFAC (17) – 170XXX-4298 Team/Personal (71) – 710XXX-3596

SAFAC (17) Account Overview 4 What is the SAFAC (17) Account? Money allocated from Student Activity Fees Applied for and Allocated through Club Sports Spending Restrictions Uniforms can only be purchased every 3 years Individual athletic gear can not be purchased May be used for Local/regional events only Gas, Car Rentals, & Buses will not be reimbursed from (17) Coaching fee can only be funded up to $4000, excess amount must be funded by team

Team (71) Account Overview 5 What is the Team (71) Account? Money from dues, fundraisers, donations, etc. Spending Restrictions Purchases may not violate Drexel Code of Conduct or Club Sports Policy Manual

How Much Money Do I Have? 6 There are several ways to check your account balances WebFinance (Preferred) To request WebFinance access, submit a request through DragonLink (formerly CollegiateLink) Club Sports Account Balance Sheet All Club Sports financial transactions processed through Club Sports Office recorded for accounting DragonLink Coming Soon (Hopefully)

Types of Transactions 7 Check Request Request to Purchase Cash Reimbursement Deposit Fund Transfer

Check Request 8 Used for referees, league fees, travel and other reimbursements, etc. Fill out check request form Required documentation Invoices or Original Receipt Tournament Flyer with date and location information if applicable Scan/Copy of Cancelled Checks or Credit Card/Bank Statement Must have personal information (Name, Account Number) visible W-2 Forms (when paying individuals such as referees) Submit to Club Sports Office for processing and necessary signatures Check requests MUST BE MAILED – PICKUP OPTION NO LONGER EXSISTS Direct deposit automatically occurs for student employees who have enrolled in direct deposit

Check Request 9

Cash Reimbursement 10 Used for reimbursements of $100 or less Fastest and easiest way to get reimbursed Fill out cash request form Required documentation Original Receipt indicating proof of purchase Tournament Flyer with date and location information if applicable Scan/Copy of Cancelled Checks or Credit Card/Bank Statement Must have personal information (Name, Account Number) visible CANNOT BE USED TO OBTAIN CASH IN ADVANCE OF PURCHASE- REIMBURSEMENT ONLY

Cash Reimbursement 11 Bring to Club Sports Office for approval and necessary signatures After processing, you will be contacted at phone number listed on form Obtain approved cash reimbursement form Cash pickup will take place at Cashier’s Desk in the Main Building

Cash Reimbursement 12

Request to Purchase 13 Easiest method to pay for: Hotels Equipment League Fees Booking Travel Off-Campus Practices Vendor or business receiving payment must be approved by Club Sports Some Trusted Vendors: Hotels.com Expedia.com Academy Bus

Request to Purchase 14 Fill out Request to Purchase Clearly write-up any special instructions on a separate sheet of paper when required Include username and password when purchases must be made from your account OR Schedule a time to meet with Kia Perkins to complete approved purchase Meeting should be scheduled through Club Sports Include all invoices and quotes

Request to Purchase 15

Cash Deposit 16 Fill out Cash Deposit form and submit to Club Sports for documentation and processing Include all checks or cash to be deposited- PLEASE USE AN ENVELOPE (available at Club Sports Office if needed) DO NOT LEAVE DEPOSITS IN DROPBOX- be sure to bring deposits when office is staffed if you cannot deposit during regular Photocopy or scan all checks (can be done at Club Sports Office) Obtain signed copy of Cash Deposit form for your records

Cash Deposit 17

Fund Transfer 18 Used to transfer funds between your team and student organizations, Drexel offices or services (Event Services, copy shop, etc.), or to pay off debts in your SAFAC (17) account CANNOT BE USED TO TRANSFER SAFAC (17) FUNDS TO TEAM (71) ACCOUNT Fill out Fund Transfer form and bring to Club Sports Office for approval and necessary signatures.

Fund Transfer 19

Travel Reimbursements 20 For gas reimbursements: Gas is reimbursed at the flat mileage rate of $0.50/mile Partial mileage reimbursement rate can be used- write “Partial Reimbursement for Mileage” on cash or check request Include Google Maps with route taken and mileage Gas can only be reimbursed form Team (71) Account For toll reimbursements Obtain EZ-Pass statement OR receipt from toll booth (required) Include Google Maps with route taken Tolls can only be reimbursed from Team (71) Account

Capital Expenditures 21 Capital Expenditures are team property, usually equipment or uniforms that are collected every year Can only be purchased every 3 years or more when using SAFAC (17) Account funds Purchase history referenced when attempting to use SAFAC (17) Account funds for purchase Fill out request to purchase, check request, or cash request as needed Supply required documentation for purchase

Purchases Over $ For purchases over $2500, you must fill out an exemption form Contact if you are trying to make a purchase over

Keeping Records 23 The spreadsheet containing a summary of your Team’s financial transactions for both accounts are available from Club Sports on request These spreadsheets are NOT A SUBSTITUTE FOR KEEPING YOUR OWN RECORDS Request a signed copy or scan of every form submitted to Club Sports Check your WebFinance to ensure accuracy of charges- this is the official record of your account in Drexel’s eyes WebFinance does not immediately update but charges shown have already occurred Use WebFinance to track the status of your requests

Turn Around Time For Requests 24 Requests are immediately processed by Club Sports when received and brought to the Office of Student Life shortly after Office of Student Life will authorize request and send to Accounts Payable for additional authorization and fulfillment Each type of request has its own turn around time associated with it- THESE ARE ESTIMATES AS PROCESSING TIME IS NOT STANDARD Check requests- 4-6 weeks Cash reimbursements- 1-2 weeks Request to purchase- up to 1 week Cash deposit- up to 2 weeks

Where is My Check? 25 If more than 6 weeks have passed since submitting your check request: Call Accounts Payable – (215) Explain that you are inquiring about the status of a check Have payee name and SAFAC (17)/Team (71) Account number ready if answer not

Negative Balances 26 Club Sports Office monitors account balances to ensure that your account balance does not go negative Even with careful monitoring, this can still occur, whether by accidental charges or oversight IT IS YOUR RESPONSIBILITY TO SECURE FUNDS TO RECTIFY NEGATIVE BALANCE IF THIS OCCURS AS A RESULT OF INTENTIONAL SPENDING

Reserve Funding 27 In order to provide maximum funding to all teams, Club Sports does not set aside reserve funding However, unexpected expenses from championships and other unforeseen circumstances do arise Contact Club Sports Treasurer, Coordinator, President, and/or Dan Simmons if you feel that you need assistance Do not hold your request until the last minute A written proposal justifying need is recommended NO FUNDS ARE GUARANTEED We will do everything possible to accommodate you if your need is justified

Annual Allocations 28 The process for budgeting starts during the middle of winter term Presidents and Treasurers will be required to attend allocation information sessions Applications for budget request will be available shortly after Teams submitting budget requests must attend a budget hearing More information will follow during winter term

QUESTIONS? FIRE AWAY