FGCU Sport Clubs Financial Training Fall 2012

Today’s Agenda O 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 Treasurer O 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 Account Fundraised by club On Campus

A&S Account O 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 Committee O Headed by the Treasurer of the SCC O Goes through series of approvals before being approved O Budget hearings are in Fall 2012 (for funding during ) O Unused funds are swept at the end of each fiscal year (June 30)

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

Funding Access O 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 balances O Purchase Requests & Reimbursement Forms

Checking Your Account Balance O ANGEL O View up-to-date account balances O See transaction details O Link to forms on Sport Clubs website O View calendar with SCC meetings, deadlines & events

Purchase Requests O Payment Types: Submit all Purchase Requests to the Sport Clubs Office 2-3 weeks Check 5 business days Credit Card

Look Over PR form Any questions?

Reimbursements O Purchases made out of a personal account O Individual is reimbursed via a check in 2-3 weeks O Reimbursements are not guaranteed by the Sport Club Office O No money in your account = no reimbursement O 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 log O Must be submitted with reimbursement O Include original receipts O Governed by University finance policy O 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’s O All found in Team Manual online O Booking Flights O Reserving Hotels O Renting a Vehicle O Including discounted car rental rates O You can view the team manual here: O fgcu.edu/CampusRec/SportClubs/resources.html fgcu.edu/CampusRec/SportClubs/resources.html

Life of a Purchase Request O Step 1: Submit Paperwork to Sport Clubs Office O include all necessary details/documents O signatures of club officer submitting the request O Step 2: Approval Process O signature of SCC President, Treasurer & Coordinator O SG treasurer checks for finance code compliance O Step 3: Sent to Purchaser O Procurement handles checks, PO’s & reimbursements O Campus Rec staff handles credit card purchases

Payment Tips O 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

Fundraising O Teams are required to fundraise a certain % of annual A&S allocation O Percentages can be found in SCORE system O Fundraising Report be submitted for credit O Sponsorships, donations, etc. count towards total % O Team fees for equipment or travel do not count O Submit through EagleLink

Donations O On Campus Account O NOT considered tax deductible O Account managed by team O FGCU Foundation O Tax deductible for donations $250+ O Only for donations – not sponsorships O Account managed by Sport Clubs Office

Important Dates O Annual Funding Application for FY13-14 O Due November 2 to Student Government O 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 : O Phone :: O Website ::