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Welcome Treasurers
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Chris Jones
Assistant Director of Sport Clubs
•Coordination and administration of the Sport Club program
•Risk management, allocation of facilities, final approval over sport club budgetary issues
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MC Sowder
Graduate Assistant
•Shares in in the coordination and administration of the Sport Club program
•Ensures that club offerings represent the current needs of students
•Works 15-20 hours per week, [email protected]
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Mailboxes• Your Club mailbox is:
• James Madison University Recreation
CO/Club’s name
MSC 3901
Harrisonburg, VA 22807
• All forms should be turned in here
• Make sure to check your mailbox regularly for mail and bank statements
• Do NOT put forms you are turning in to your own mailbox!!
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Budgets • Clubs should prepare and maintain a yearly
budget• Budgets help determine what to charge for dues
and how much fundraising is needed. • Focuses on planning for:
• Tournaments• Hotels• Vans• League fees• UNFORESEEN EXPENDITURES such as broken
equipment, etc
• It is required to have a budget prepared before your mid-semester check in meeting, but should be done before your season starts.
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Budget Example
Item Revenue Expense Date
Beginning Balance 1,130.00$
Fundraiser $435.09
8/24/2014
Cookout $56.44 8/26/2014
Entry Fee for Race $300.00 9/29/2014
Team Uniforms $1,200.00 10/22/2014
Dues $2,000.00
11/4/2014
$3,565.09 $1,556.44 $2,008.65
Revenue Expense Total
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Checking Account
• There should be two officers on the account • President • Treasurer
• The checkbook and check-cards should only be handled by these two people
• You are responsible for keeping track of revenues and expenses
• Deposit all cash/checks within 5 days of receiving it• Loose money can get lost or stolen!
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UREC Account
• Handled by the SCC Treasurer • How your money is determined:
• Last school year your club got points for:• Community Service• Attending meetings • Turning reports in on time
• Each point is worth approx. $30 • These accumulated points are now reflected in your
UREC account balance • What you do this year will carry through to next year.
Be a leader and help out your team the best you can!
• You will be getting an email with your Beginning Balance
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UREC Account
• Income for your UREC Account:• Supportive Funds • Sport Club of the Month ($50)
• Expenses from your UREC Account: • Hotels • JMU Vans (email Keala Mason)• Team uniforms • Team equipment • Referees/Umpires/Judges • Trainers/Coaches • Airfare to tournaments • Tournament and league fees
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UREC Account
• Important Notes:• You cannot use your UREC account for:
• Gas • Food • Social events • Items under $50
• Using your UREC account takes time. • UREC to prepay with a check – 6 weeks
ahead• UREC to prepay with card – 3 weeks ahead
• Your UREC Account does not roll-forward to the next year • It must be used by May 1, 2015
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Supportive Funds
• Proposals submitted to Holden (Treasurer)• To be considered submit by:
• Between October 1st – April 1st
• How the funds positively impact your club
• Include budgets from UREC and personal accounts
• Funds awarded throughout year
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Foundation Account
• The JMU Foundation is for handling private gift funds given to James Madison University (or Sport Clubs)• Not all clubs have a Foundation Account
• Income: • Donations from individuals
• Club members can write letters asking for donations• The donors can get a tax write-off
• Expenses • Same as the UREC Account • Contact the SCC Treasurer if you need to use your
Foundation Account
• This money rolls forward from year to year
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Which Accounts to Use?
• UREC Account• Uniforms • Equipment • Entry fee • Hotel rooms
• Your club’s checking account • Goods for pre-tournament dinner • Team wristbands (personal item)
• What About transportation? • If you are driving, you must use your club’s checking
account to pay for the gas • You can rent a JMU van using your UREC Account.
• Contact Keala Mason, [email protected]
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Travel, very important…
• Entry Fees (tournament fees) and Hotels are done using the same form • Travel Authorization forms are needed every time that
you are traveling and using your UREC account to pay for part or all of the trip
• The TA must be turned in at least 3 weeks prior to travel. • It has to go across campus and get three signatures
before it is approved
• If you are not traveling (you have an event at JMU) then you do not need a TA
• Team Roster• Meet with the SCC Treasurer or SCC President,
we are a resource!!!
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1
2
54
3
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1- Basic Information
• This form is found online • Make sure you fill out all the highlighted
areas. • Contact person should say “Lisa O’Fallon”
• Destination: if you are traveling to a university, make sure you put the city that it is in
• Reason for travel: “college tournament” or “club competition” or the name of the event
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2- Entry Fees
• This is where you pay for your entry fee• Make sure you fill out the “Pay To” column
• For example, if you will be writing a check out to NCAA, write “NCAA” in the “Pay To” column
• Write in the amount of the entry fee
• Attach a copy (if you can) of an advertisement or entry confirmation stating the price with the TA
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3- Hotels
• Hotels need to be under per diem. • http://www.jmu.edu/finprocedures/4000/4215mie.shtml
• Not under per diem? Your club will only be reimbursed up to the per diem amount!• Example: Per diem is $88, you find a hotel room for $92.
Your club will only be reimbursed $88 for the room.
• Hotels cannot be considered a “Spa” or “Resort” or “Suite” • They need to be standard, 4-person room hotels
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3- Hotels Continued
• You’ve found the hotel you want to stay in, what now? • You may book the necessary hotel rooms that you
need• DO NOT pay for them until the TA has been approved
• You will receive an email• On the TA fill out the number of nights, number of
rooms, and price per room for hotel • Make sure it is clearly written and added up correctly!
• Attach a printout with hotel information to the TA• Address and price
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3- Hotels Continued
• UREC to directly pay for and book your hotel rooms• TA turned in 3 weeks before travel • Include specific hotel information
• Hotel: name, address, phone number, URL • Number of rooms and nights • What names (1 per room) you want to book the rooms
under• Print a copy of hotel info from hotels.com to include with
TA
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4 and 5- Totals and Signature
• Write in the total of your travel expenditures in the highlighted column • Double-check your math!
• TA must be signed to be authorized• Attach a roster with a list of the people
traveling • Without one, it will not be processed
• Turn in to my mailbox on the 3rd Floor of UREC • Past the track on the right• Go through two sets of glass doors • Mailboxes are on the left, the SCC Treasurer’s box is
labeled
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Once You Return From Your Trip
• All receipts must be turned in within 5 business days
• Hotels• Must submit receipt showing a $0 balance• No receipt? - print bank statement showing the
payment
• Entry Fees• Turn in a Reimbursement Receipt Form
• Found online• http://www.jmu.edu/recreation/Programs/SportClubs/
forms.html• Must be signed by the person you are giving the
payment to• Example: tournament director, president of competing
school team
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Please Take Note
• Once the paperwork has been turned in to JMU Accounts Payable, it is out of our hands• Reimbursements take 30-40 business days • We have no control on speeding up the process• Reimbursements do not happen within a few days of
turning it in
• Please be understanding of this, and realize we can not guarantee the reimbursement by a certain date • You will be emailed when the check has arrived at
UREC, and will be put into your club’s mailbox on the 3rd floor of UREC
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What About Airfare?
• Reimbursement: • If you are flying, fill out the “Pay To” column with
airfare information • Print out airline information and attach to TA• Cannot fly 1st class
• UREC paying for airfare: • Contact me at least 6 weeks before travel
• I will work with you on an individual basis
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Where Are These Forms?
• www.jmu.edu/recreation• Click on “Programs, Classes, Sports and More”• Click on “Sport Clubs” • Click on “Club Resources”• Click on “Forms” • Scroll down to “Expenditure and Reimbursement”
• Travel Authorization • Reimbursement Receipt • Purchase Request • Merchandise Approval Form
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Finally… a Few Last Things
• W-9 Forms • The W-9 form states your club’s Federal Identification
Number• Your team should have a W-9 on file with UREC • If not, you will be emailed • In order to be reimbursed, your team must have one on
file
• Filing Tax Return• Must fill out a 990 form every year to remain tax
exempt• May 15th
• Please see a Certified Public Accountant if you need assistant with getting your tax exempt status reinstated.
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Wrapping Up
• If you need anything, please email us!• [email protected]• [email protected]
• Remember, the sooner you turn in forms, the better!• That way, if something is wrong we have time to get it
fixed
• Have a GREAT school year!