FGCU Sport ClubsFinancial Training

Fall 2013

Today’s AgendaO 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 TreasurerO 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 Accou

nt• Fundraised by your club

On Camp

us

A&S AccountO Two ways to receive A&S funding:

O Annual A&S Budget Request – requests are processed by the SG Appropriations Committee each year

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

O SCC Budgetary CommitteeO Assists clubs with reviewing their budgets before being

submitted to Student Government O Budget hearings are in Fall 2013(for funding during 2014-2015)

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

On Campus AccountO 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 DepositO Cash Account Deposit Log O Submitted at Cashier’s Window (McTarnagan Hall)O Club treasurer required to sign off

Cash Account Deposit Log

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 EagleLink for account balancesO Purchase Requests & Reimbursement

Forms

Checking Your Account Balance

O EagleLinkO View up-to-date account balancesO See transaction details

Google Account Trackers

Purchase Requests

Submit all Purchase Requests to the Sport Clubs Office

• 2-3 weeksCheck• 5 business

daysCredit Card

Look Over PR Form

Any questions?

Reimbursements

Submit all Reimbursements to the Sport Clubs Office

• 2-3 weeksCheck

• No PaymentNo $

Look Over Reimbursement Form

Any questions?

Fuel Reimbursements

O Must be submitted with:O Name of destination(s)O Use of fuel (car or boat)O Round trip mileage on google

map/mapquestO Original receipts

Do you know where to find these forms?Check out the Sport Clubs website:

fgcu.edu/CampusRec/SportClubs/forms.html

Travel How To’sO All found in Team Manual online

O Booking FlightsO Reserving HotelsO Renting a Vehicle

O Including discounted car rental rates

O You can view the team manual here:O fgcu.edu/CampusRec/SportClubs

/resources.html

Life of a Purchase Request

O Step 1: Submit Paperwork to Sport Clubs OfficeO include all necessary details/documentsO signatures of club officer submitting the request

O Step 2: Approval ProcessO signature of SCC President, Treasurer & Coordinator

O Step 3: Sent to PurchaserO Procurement handles checks & reimbursementsO Campus Rec 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 are required to fundraise a

certain % of annual A&S allocationO Percentages can be found in SCORE system

O Submit Fundraising Report for creditO Sponsorships, donations, travel fees,

equipment donations, etc. count towards total %

O Submit through EagleLink

DonationsO On Campus Account

O NOT considered tax deductibleO Account managed by team

O FGCU FoundationO Tax deductible for donations $250+O Only for donations – not sponsorshipsO Account managed by Sport Clubs

Office

Important DatesO Annual Funding Application for FY14-

15O Applications release date TBDO Due in October to Student Government

O Each team will have budget hearing with SG in October/November

Questions?O Sport Clubs Office Located in the Recreation Center, inside Alico Arena

O Email :: sportclubs@fgcu.eduO Phone :: 239-590-1420O Website ::

www.fgcu.edu/CampusRec/SportClubs