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FGCU Sport Clubs Financial Training Fall 2012. Today’s Agenda. Duties of a Treasurer Types of Accounts & Access to Funds Purchasing & Reimbursements How to: Making Travel Arrangements Fundraising & Donations. Duties of a Treasurer. Complete p urchase/reimbursement forms

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Fgcu sport clubs financial training fall 2012

FGCU Sport ClubsFinancial TrainingFall 2012

Today s agenda
Today’s Agenda

  • Duties of a Treasurer

  • Types of Accounts & Access to Funds

  • Purchasing & Reimbursements

  • How to: Making Travel Arrangements

  • Fundraising & Donations

Duties of a treasurer
Duties of a Treasurer

  • Complete purchase/reimbursement forms

  • Track funds for all club accounts & deposit $

  • Assist with fundraising/donation plans

  • Work with team to develop budget request

A s account
A&S Account

  • Two ways to receive A&S funding:

    • Annual A&S Budget Request – requests are processed by the SCC Budgetary Committee each year

    • Senate Bill - funding requests for unforeseen costs in the middle of the year

  • SCC Budgetary Committee

    • Headed by the Treasurer of the SCC

    • Goes through series of approvals before being approved

    • Budget hearings are in Fall 2012

      (for funding during 2013-2014)

  • Unused funds are swept at the end of each fiscal year (June 30)

  • On campus account

    On Campus Account

    • Called a “cash account”

      • Used for depositing funds raised by the club

    • Checks made out to “FGCU (club name)” can be deposited into this account

    • Making a Deposit

      • Cash Account Deposit Log

      • Submitted at Cashier’s Window (McTarnagan Hall)

      • Club treasurer required to sign off

    Funding access
    Funding Access

    • What can we use this money for?

      • Entry fees, travel costs, uniforms, equipment

      • Items purchased with A&S funds can’t be personalized

    • How do I access our club’s money?

      • ANGEL for account balances

      • Purchase Requests & Reimbursement Forms

    Checking your account balance
    Checking Your Account Balance

    • ANGEL

      • View up-to-date account balances

      • See transaction details

      • Link to forms on Sport Clubs website

      • View calendar with SCC meetings, deadlines & events

    Purchase requests
    Purchase Requests

    • Payment Types:

      Submit all Purchase Requests to the Sport Clubs Office

    Look over pr form

    Look Over PR form

    Any questions?


    • Purchases made out of a personal account

      • Individual is reimbursed via a check in 2-3 weeks

    • Reimbursements are not guaranteed by the Sport Club Office

      • No money in your account = no reimbursement

      • No tax can be reimbursed

        Submit all Reimbursements to the Sport Clubs Office

    Fuel reimbursements
    Fuel Reimbursements

    • Sport Clubs Mileage log

      • Must be submitted with reimbursement

      • Include original receipts

    • Governed by University finance policy

      • No receipts or log = no fuel reimbursement

    Do you know where to find these forms
    Do you know where to find these forms?

    Check out the Sport Clubs website:


    Travel how to s
    Travel How To’s

    • All found in Team Manual online

      • Booking Flights

      • Reserving Hotels

      • Renting a Vehicle

        • Including discounted car rental rates

    • You can view the team manual here:

      • fgcu.edu/CampusRec/SportClubs/resources.html

    Life of a purchase request
    Life of a Purchase Request

    • Step 1: Submit Paperwork to Sport Clubs Office

      • include all necessary details/documents

      • signatures of club officer submitting the request

    • Step 2: Approval Process

      • signature of SCC President, Treasurer & Coordinator

      • SG treasurer checks for finance code compliance

    • Step 3: Sent to Purchaser

      • Procurement handles checks, PO’s & reimbursements

      • Campus Rec staff handles credit card purchases

    Payment tips
    Payment Tips

    • Complete the form

      • No really. All of it.

    • Plan ahead!

      • Make sure payment deadlines are met

    • Always include an invoice

      • If not an invoice, anything that states the price & vendor


    • Teams are required to fundraise a certain % of annual A&S allocation

      • Percentages can be found in SCORE system

    • Fundraising Report be submitted for credit

      • Sponsorships, donations, etc. count towards total %

      • Team fees for equipment or travel do not count

      • Submit through EagleLink


    • On Campus Account

      • NOT considered tax deductible

      • Account managed by team

    • FGCU Foundation

      • Tax deductible for donations $250+

      • Only for donations – not sponsorships

      • Account managed by Sport Clubs Office

    Important dates
    Important Dates

    • Annual Funding Application for FY13-14

      • Due November 2 to Student Government

      • Applications released October 1

    • Each team will have budget hearing with SG in November


    • Sport Clubs Office

      Located in the Campus Rec Modular, between the Aquatics Center & NCAA Soccer Complex

    • Email :: [email protected]

    • Phone :: 239-590-1420

    • Website :: www.fgcu.edu/CampusRec/SportClubs