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FGCU Sport Clubs Financial Training Fall 2013. 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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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 SG Appropriations Committee each year
      • Senate Bill - funding requests for unforeseen costs in the middle of the year
  • SCC Budgetary Committee
      • Assists clubs with reviewing their budgets before being submitted to Student Government
      • Budget hearings are in Fall 2013

(for funding during 2014-2015)

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

Cash Account Deposit Log

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?
    • EagleLink for account balances
    • Purchase Requests & Reimbursement Forms
checking your account balance
Checking Your Account Balance
  • EagleLink
    • View up-to-date account balances
    • See transaction details
purchase requests
Purchase Requests

Submit all Purchase Requests to the Sport Clubs Office

look o ver pr form

Look Over PR Form

Any questions?


Submit all Reimbursements to the Sport Clubs Office

fuel reimbursements
Fuel Reimbursements
  • Must be submitted with:
  • Name of destination(s)
  • Use of fuel (car or boat)
  • Round trip mileage on google map/mapquest
  • Original receipts
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
  • Step 3: Sent to Purchaser
    • Procurement handles checks & 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
  • Submit Fundraising Report for credit
    • Sponsorships, donations, travel fees, equipment donations, etc. count towards total %
    • 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 FY14-15
    • Applications release date TBD
    • Due in October to Student Government
  • Each team will have budget hearing with SG in October/November
  • Sport Clubs Office

Located in the Recreation Center, inside Alico Arena

  • Email :: sportclubs@fgcu.edu
  • Phone :: 239-590-1420
  • Website :: www.fgcu.edu/CampusRec/SportClubs