1. CLUB SPORTS COUNCIL |TREASURER TRAINING
DREXEL UNIVERSITY
DEPARTMENT OF ATHLETICS

2. Club Sports Financial Overview
People
Jillian Formanksi– Assistant Director; Intramural and Club Sports
Aaron Singer–Club Sports Coordinator
Location
Club Sports Office
When
Club Sports Office Hours – if you have questions/need assistance
By Appointment Only – Dropping off Deposit
What
Purchase Requests
Deposits 2 2

3. Club Sports Accounts Overview
2 Types of Accounts Account Code Org. Code
SAFAC (17) – XXX
Team/Fundraising (71) – XXX 3 3

4. SAFAC (17) Account Overview
Money allocated from Student Activity Fees – does not roll over from year to year
Applied for and Allocated through Club Sports
Some Spending Restrictions
Uniforms cannot be purchased
Individual athletic gear can not be purchased
May be used for Local/Regional/National league sanctioned events only
Gas, Car Rentals, & Buses will not be reimbursed from (17)
Coaching fee can only be funded up to $4000, excess amount must be funded by team 4 4

5. Team (71) Account Overview
Money from dues, fundraisers, donations, etc. – does roll over from year to year
Spending Restrictions
Purchases may not violate Drexel Code of Conduct or Club Sports Policy Manual
Must always have appropriate documentation and support 5 5

6. How Much Money Do I Have? Club should keep their own records.
Only money coming out of Account will be from Approved Purchase Requests
WebFinance
To request WebFinance password reset log onto the Dragon Link Home Page and click “Web Finance Password Reset”
WebFinance should line up with the Purchase Requests you have submitted.
Check Requests are shown immediately.
Credit Card purchases are delayed (20th to 20th of each Month, reconciled on the 25th of each month) 6 6

7. Purchase Request Form
All Purchases Requests need to be submitted online via the Purchase Request Form on the Club Sports Dragon Link Page
Purchase Request included the following types of purchases:
Check Request
Gas Reimbursement
Reimbursement Requests
Credit Card Payments

8. Purchase Request Form

9. Check Request
Used for referees, league fees, travel and other reimbursements, etc.
Fill out Purchase Request Form
Select “Check Request”
Required documentation
Invoices
W9 Forms and Independent Contractor paperwork (when paying individuals such as referees)
Check requests – the checks are always mailed – Pick up option only exists on a case-by-case basis 9 9

10. Check Request 10 10

11. Credit Card Purchase University Credit Card Purchase
Easiest method to pay for:
Hotels, Equipment, League Fees, Booking Travel, Off-Campus Practices, etc.
Vendor or business receiving payment must be approved by Club Sports
Hotels.com, Expedia.com, Academy Bus, PayPal
Fill out Purchase Request Form
Select “Credit Card Payment”
Clearly write-up any special instructions on a separate sheet of paper when required
Include username and password when purchases must be made from your account OR
Include all invoices and quotes
When you order equipment, please do NOT have it sent to personal addresses. Have it sent to the Rec Center 11 11

12. Credit Card Purchase 12 12

13. Travel Reimbursements
Must be submitted within 2 weeks of travel
For gas reimbursements:
Gas is reimbursed at a mileage rate that cannot exceed $0.56 / mile
Partial mileage reimbursement rate can be used- write “Partial Reimbursement for Mileage” on cash or check request
Include Google Maps with route taken and mileage
Gas can only be reimbursed from Team (71) Account
For toll reimbursements
Obtain EZ-Pass statement OR receipt from toll booth (required)
Include Google Maps with route taken
Tolls can only be reimbursed from Team (71) Account 13 13

14. Travel Reimbursements

15. Reimbursement Request
For reimbursements:
All reimbursement need to be approved beforehand by Aaron or Jill
For reimbursements
Need a copy of paid invoice/receipt
Need a copy of bank/credit card statement showing charge
If check was written, need a photo copy of the check.

16. Reimbursement Request

17. Cash & Check Deposit
DO NOT LEAVE DEPOSITS IN OFFICE- be sure to setup an appointment to bring in a Deposit.
to setup an appointment to make a Deposit. (Appointment takes 5-10 minutes)
Fill out a Deposit Form.
If you show up without an appointment or come without a filled out Deposit Form you will be sent away.
Checks cannot be deposited into your account if they are older than 90 days.
*** Specify on form if it is a donation to the Club. The donor will get tax credit and an official letter from Drexel stating that they donated. 17 17

18. Cash Receipt Deposit Voucher
Fill in each column.
If depositing cash, you do not need a payer name, just put “CASH”.
Leave Acct. Code and Activity Code blank.
Using the dropdown, choose 1 for Cash or 2 for Check for each line
Name of your club
Ensure this contact information is always Aaron
These numbers will sum automatically 18 18

19. Purchases Over $2500
For purchases over $2,500, Aaron or Jill must fill out an exemption form
Contact if you are trying to make a purchase over $2,500
There will be a slight delay in the amount of time needed to make these larger purchases. 19 19

20. Turn Around Time For Requests
Requests are immediately processed by Club Sports when received and send to Accounts Payable for additional authorization and fulfillment
Each type of request has its own turn around time associated with it- THESE ARE ESTIMATES AS PROCESSING TIME IS NOT STANDARD
Check Requests: 1-2 weeks
Travel Reimbursement: 1-2 weeks
Reimbursement Request: 1-2 weeks
Credit Card Purchase: 2-3 Business Days
Cash deposit: 1-2 weeks 20 20

21. Where is My Check?
Use WebFinance to check on the status of your check.
Check Date – Day check was mailed out
Recon ID: If blank, check has not been cashed. 21 21

22. Negative Balances
Club Sports Office monitors account balances to ensure that your account balance does not go negative
Even with careful monitoring, this can still occur, whether by accidental charges or oversight
IT IS YOUR RESPONSIBILITY TO SECURE FUNDS TO RECTIFY NEGATIVE BALANCE IF THIS OCCURS AS A RESULT OF INTENTIONAL SPENDING 22 22

23. Reserve Funding
In order to provide maximum funding to all teams, Club Sports sets aside a minimal amount for reserve funding
Fill out Club Sports Reserve Funding Form, via Club Sports Dragon Link page.
Do not hold your request until the last minute
Team must fundraise $500 during the year.
Must be 100% compliant .
Proper evidence of an unforeseen expense,
i.e. an invitation to a regional/national tournament. 23 23

24. Annual Allocations
The process for budgeting starts during the middle of winter term
Presidents and Treasurers will be required to attend allocation information sessions
Applications for Allocation Requests will be available shortly after
Teams submitting Allocation Requests must attend a budget hearing 24 24

25. Questions?
Fire Away