Presentation Transcript

1. FGCU Sport ClubsFinancial TrainingFall 2011

2. Today’s Agenda Duties of a Treasurer Types of Accounts Funding & Access to Funds Purchasing & Reimbursements How to: Making Travel Arrangements Fundraising & Donations
3. Duties of a Treasurer Complete any purchasing forms Track funds for all club accounts Make deposits Work with team to develop budget request
4. Types of Accounts Cash Account Fundraised by club A&S Account University funded Off Campus Account Fundraised by club
5. Cash Account Used for depositing fundraising money Where checks made out to “FGCU (club name)” can be deposited Making a Deposit Cash Account Deposit Log Submitted at Cashier’s Window Club treasurer required to sign off
6. A&S Account Two ways to receive A&S funding: Annual A&S Budget Request - allocated by the SCC Budgetary Committee each Spring Senate Bill - funding requests for unforeseen costs in the middle of the year SCC Budgetary Committee Headed by the Treasurer of the SCC Exec Coordinator approves final budgets Budget hearings are in Spring 2012 (for funding during 2012-2013) Unused funds are swept at the end of each fiscal year (June 30)
7. Outside Bank Accounts Sport Clubs are permitted to have one Still subject to FGCU Sport Club policies and disciplinary procedures Regulations Must not use the University’s name, tax identification number, any FGCU address or department name in conjunction with the account 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. ***
8. 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 & Reimbursements
9. 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
10. Purchase Requests Payment Types University Check 2-3 weeks University Credit Card 5 business days Purchase Order 2-3 weeks
11. Reimbursements Club officers and members can make purchases out of their personal accountand get reimbursed Reimbursement is not guaranteed by the Sport Club Office No money in your account = no reimbursement No tax can be reimbursed
12. Fuel Reimbursements Sport Clubs Mileage log Must be submit with reimbursement form Include original receipts Governed by University finance policy No receipts or log = no fuel reimbursement
13. Forms Example Payment FINANCES Treasurer Forms Annual Funding Application 2011-2012 Annual Funding Guidelines & Instructions 11-12 Cash Account Deposit Log Purchase Request Form Reimbursement Form Vendor Forms Independent Contractor Form Open Records Statement W-9 Form
14. Travel How To’s Booking Flights Reserving Hotels Renting a Vehicle
15. Travel How To’s Booking Flights 10+ passengers: Team officer must contact the airline to secure a group rate Submit quote/contract with purchase request Less than 10 passengers: Team officer may submit desired flight information with Purchase Request Submit a complete roster of all persons traveling
16. Travel How To’s Reserving Hotels Step 1: A team officer makes reservations on their own credit card; obtain a credit card authorization form from the hotel Step 2: Sport Clubs Office will submit the authorization form Step 3: Hotel will switch the pending charges to the University credit card, instead of the officer’s card
17. Travel How To’s Renting a Vehicle Include quote for the rental price with your Purchase Request (Enterprise preferred) Include a copy of the driver’s license in order to speed up check in when you arrive at your destination
18. Life of a Purchase Request Step 1: Submit Paperwork include all necessary details/documents signatures of President & Treasurer Step 2: Approval Process signature of Coordinator SCC treasurer checks for finance code compliance Step 3: Sent to Purchaser Procurement handles checks, PO’s reimbursements Sport Clubs staff handles credit card purchases
19. 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
20. Fundraising Teams required to fundraise a certain % of annual A&S allocation Fundraising completion form must be submitted for credit
21. Donations Monetary NOT tax deductible - goes to your cash account Becomes property of team Equipment Tax deductible through the FGCU Foundation Becomes property of Campus Rec
22. Questions? Sport Clubs Office Located in the Campus Rec Modular, between the Aquatics Center & Varsity Soccer Complex Email :: sportclubs@fgcu.edu Phone :: 239-590-1420 Website :: www.fgcu.edu/CampusRec/SportClubs