fgcu sport clubs financial training fall 2012
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FGCU Sport ClubsFinancial Training
Fall 2012
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 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 SCC Budgetary Committee each year
O Senate Bill - funding requests for unforeseen costs in the middle of the year
O SCC Budgetary CommitteeO Headed by the Treasurer of the SCCO Goes through series of approvals before being approvedO Budget hearings are in Fall 2012 (for funding during 2013-2014)
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 ANGEL for account balancesO Purchase Requests & Reimbursement
Forms
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:
Submit all Purchase Requests to the Sport Clubs Office
• 2-3 weeksCheck• 5 business
daysCredit Card
Look Over PR form
Any questions?
Reimbursements O Purchases made out of a personal
accountO Individual is reimbursed via a check in 2-3 weeks
O Reimbursements are not guaranteed by the Sport Club OfficeO No money in your account = no reimbursementO No tax can be reimbursed
Submit all Reimbursements to the Sport Clubs Office
Look Over Reimbursement Form
Any questions?
Fuel Reimbursements
O Sport Clubs Mileage logO Must be submitted with
reimbursementO Include original receipts
O Governed by University finance policyO No receipts or log = no fuel
reimbursement
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 & CoordinatorO SG treasurer checks for finance code compliance
O Step 3: Sent to PurchaserO Procurement handles checks, PO’s & 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 Fundraising Report be submitted for creditO Sponsorships, donations, etc. count towards
total %O Team fees for equipment or travel do not countO 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 FY13-
14O Due November 2 to Student GovernmentO Applications released October 1
O Each team will have budget hearing with SG in November
Questions?O Sport Clubs Office Located in the Campus Rec Modular, between the Aquatics Center & NCAA Soccer Complex
O Email :: sportclubs@fgcu.eduO Phone :: 239-590-1420O Website ::
www.fgcu.edu/CampusRec/SportClubs
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