FGCU Sport Clubs Financial Training Fall 2012

Today’s Agenda O 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 Treasurer O 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 club On Campus Fundraised by club Off Campus

A&S Account O Two ways to receive A&S funding: O Annual A&S Budget Request – requests are processed by the SCC Budgetary Committee each year O Senate Bill - funding requests for unforeseen costs in the middle of the year O SCC Budgetary Committee O Headed by the Treasurer of the SCC O Goes through series of approvals before being approved O Budget hearings are in Fall 2012 (for funding during ) O Unused funds are swept at the end of each fiscal year (June 30)

On Campus Account O Called a “cash account” O Used for depositing funds raised by the club O Checks made out to “FGCU (club name)” can be deposited into this account O Making a Deposit O Cash Account Deposit Log O Submitted at Cashier’s Window (McTarnagan Hall) O Club treasurer required to sign off Cash Account Deposit Log

Outside Bank Account O Account is still subject to FGCU Sport Club policies and disciplinary procedures O Regulations O Must not use the University’s name, tax identification number, any FGCU address or department name in conjunction with the account O Alcohol shall not be purchased from the account under any circumstances. *** Any individual who opens an outside bank account under their name must declare that account on their individual tax return. ***

Funding Access O What can we use this money for? O Entry fees, travel costs, uniforms, equipment O Items purchased with A&S funds can’t be personalized O How do I access our club’s money? O ANGEL for account balances O Purchase Requests & Reimbursement Forms

Checking Your Account Balance O ANGEL O View up-to-date account balances O See transaction details O Link to forms on Sport Clubs website O View calendar with SCC meetings, deadlines & events

Purchase Requests O Payment Types: 2-3 weeks Check 5 business days Credit Card

Reimbursements O Purchases made out of a personal account O Individual is reimbursed via a check in 2-3 weeks O Reimbursements are not guaranteed by the Sport Club Office O No money in your account = no reimbursement O No tax can be reimbursed

Fuel Reimbursements O Sport Clubs Mileage log O Must be submitted with reimbursement O Include original receipts O Governed by University finance policy O No receipts or log = no fuel reimbursement

Forms O FINANCES O Treasurer Forms O Annual Funding Application O Annual Funding Guidelines & Instructions O Cash Account Deposit Log Cash Account Deposit Log O Purchase Request Form Purchase Request Form O Reimbursement Form Reimbursement Form O Vendor Forms O Independent Contractor Form O Officials Form for Payment O W-9 Form Example Payment

Travel How To’s O Booking Flights O Reserving Hotels O Renting a Vehicle

Travel How To’s O Booking Flights O 10+ passengers: O Team officer must contact the airline to secure a group rate O Submit quote/contract with purchase request O Less than 10 passengers: O Team officer may submit desired flight information with Purchase Request O Submit a complete roster of all persons traveling

Travel How To’s O Reserving Hotels O Step 1: A team officer makes reservations on their own credit card; obtain a credit card authorization form from the hotel O Step 2: Sport Clubs Office will submit the authorization form O Step 3: Hotel will switch the pending charges to the University credit card, instead of the officer’s card

Travel How To’s O Renting a Vehicle O Include quote for the rental price with your Purchase Request (Enterprise preferred) O Include a copy of the driver’s license in order to speed up check in when you arrive at your destination

Life of a Purchase Request O Step 1: Submit Paperwork O include all necessary details/documents O signatures of club officer submitting the request O Step 2: Approval Process O signature of SCC President, Treasurer & Coordinator O SG treasurer checks for finance code compliance O Step 3: Sent to Purchaser O Procurement handles checks, PO’s & reimbursements O Campus Rec staff handles credit card purchases

Payment Tips O Complete the form O No really. All of it. O Plan ahead! O Make sure payment deadlines are met O Always include an invoice O If not an invoice, anything that states the price & vendor

Fundraising O Teams are required to fundraise a certain % of annual A&S allocation O Percentages can be found in SCORE system O Fundraising Report be submitted for credit O Sponsorships, donations, etc. count towards total % O Team fees for equipment or travel do not count O Submit through EagleLink

Donations O On Campus Account O NOT considered tax deductible O Account managed by team O FGCU Foundation O Tax deductible for donations $250+ O Only for donations – not sponsorships O Account managed by Sport Clubs Office

Important Dates O Annual Funding Application for FY13-14 O TBA due date - will be due at the end of October or beginning of November O Full budget request will be given to SG Appropriations Committee in late November

Questions? O Sport Clubs Office Located in the Campus Rec Modular, between the Aquatics Center & NCAA Soccer Complex O : O Phone :: O Website ::