fgcu sport clubs financial training fall 2011. today’s agenda o duties of a treasurer o types of...
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FGCU Sport ClubsFinancial Training
Fall 2011
Today’s AgendaO Duties of a Treasurer
O Types of Accounts
O Funding & Access to Funds
O Purchasing & Reimbursements
O How to: Making Travel Arrangements
O Fundraising & Donations
Duties of a TreasurerO Complete any purchasing forms
O Track funds for all club accounts
O Make deposits
O Work with team to develop budget request
Types of AccountsO Cash Account
O Fundraised by club
O A&S AccountO University funded
O Off Campus AccountO Fundraised by club
Cash AccountO Used for depositing fundraising
money O Where checks made out to “FGCU
(club name)” can be deposited
O Making a DepositO Cash Account Deposit Log O Submitted at Cashier’s WindowO Club treasurer required to sign off
A&S AccountO Two ways to receive A&S funding:
O Annual A&S Budget Request - allocated by the SCC Budgetary Committee each Spring
O Senate Bill - funding requests for unforeseen costs in the middle of the year
O SCC Budgetary CommitteeO Headed by the Treasurer of the SCC Exec O Coordinator approves final budgetsO Budget hearings are in Spring 2012 (for funding during 2012-2013)
O Unused funds are swept at the end of each fiscal year (June 30)
Outside Bank Accounts
O Sport Clubs are permitted to have oneO Still subject to FGCU Sport Club policies and
disciplinary procedures
O RegulationsO 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 AccessO 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 balancesO Purchase Requests &
Reimbursements
Checking Your Account Balance
O ANGELO View up-to-date account balancesO See transaction detailsO Link to forms on Sport Clubs websiteO View calendar with SCC meetings,
deadlines & events
Purchase RequestsO Payment Types
O University CheckO 2-3 weeks
O University Credit CardO 5 business days
O Purchase OrderO 2-3 weeks
Reimbursements O Club officers and members can make
purchases out of their personal account and get reimbursed
O Reimbursement is not guaranteed by the Sport Club OfficeO No money in your account = no
reimbursementO No tax can be reimbursed
Fuel Reimbursements
O Sport Clubs Mileage logO Must be submit with
reimbursement form O Include original receipts
O Governed by University finance policyO No receipts or log = no fuel
reimbursement
FormsO FINANCESO Treasurer Forms
O Annual Funding Application 2011-2012O Annual Funding Guidelines & Instructions 11-12O Cash Account Deposit LogO Purchase Request FormO Reimbursement Form
O Vendor FormsO Independent Contractor Form O Open Records Statement O W-9 Form
Example Payment
Travel How To’sO Booking Flights
O Reserving Hotels
O Renting a Vehicle
Travel How To’sO Booking Flights
O 10+ passengers:O Team officer must contact the airline to
secure a group rateO Submit quote/contract with purchase
request
O Less than 10 passengers:O Team officer may submit desired flight
information with Purchase RequestO Submit a complete roster of all persons
traveling
Travel How To’sO 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’sO 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 PaperworkO include all necessary details/documentsO signatures of President & Treasurer
O Step 2: Approval ProcessO signature of CoordinatorO SCC treasurer checks for finance code compliance
O Step 3: Sent to PurchaserO Procurement handles checks, PO’s reimbursementsO Sport Clubs staff handles credit card purchases
Payment TipsO 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
FundraisingO Teams required to fundraise a certain
% of annual A&S allocation
O Fundraising completion form must be submitted for credit
DonationsO Monetary
O NOT tax deductible - goes to your cash account
O Becomes property of team
O EquipmentO Tax deductible through the FGCU
FoundationO Becomes property of Campus Rec
Questions?
O Sport Clubs Office Located in the Campus Rec Modular, between the Aquatics Center & Varsity Soccer Complex
O Email :: [email protected]
O Phone :: 239-590-1420
O Website :: www.fgcu.edu/CampusRec/SportClubs