1. FGCU Sport Clubs Financial Training Fall 2015

2. 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

3. 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

4. Types of Accounts University funding A&S Account Fundraised by your club Off Campus

5. A&S Account O Two ways to receive A&S funding: O Annual A&S Budget Request – SCC’s request is reviewed by the SG Appropriations Committee each year O Reserve Account Request - funding requests for unforeseen costs in the middle of the year O Unused funds are swept at the end of each fiscal year (May 2016)

6. Annual Budget Process Every Sport Club submits budget requests to the Sport Clubs Council SCC holds budget hearings with every club SCC presents one budget request to Student Government on behalf of all Sport Clubs Student Government allocates the SCC one lump sum based on their request SCC allocates each individual club’s funds at the end of the spring semester

7. Off Campus Account O Your Club’s Bank Account O Used for depositing funds raised by the club O Checks made out to “Eagles (club name)” can be deposited into this account O Must track deposits & withdrawals O Required for semesterly Financial Reports

8. Funding Access O What can we use this money for? O travel costs O entry fees & league dues O home events & facility rentals O team equipment O Items purchased with A&S funds can’t be personalized or kept by members O Access funds through Purchase & Reimbursement Requests

9. Checking Your A&S Balance O EagleLink O View up-to-date account balances O See transaction details

10. Google Account Trackers

11. Purchase Requests Submit all Purchase Requests to the Sport Clubs Office, Alico Arena 307 2-3 weeks Check 5 business days Credit Card

12. What is a Purchase Request? Where do I find it and how do I fill it out?

13. Reimbursement Requests Submit all Reimbursements to the Sport Clubs Office, Alico Arena 307 2-3 weeks Check No Payment No $

14. Reimbursement Requests O Before making a purchase: O Check your account balances O Ensure the item is A&S eligible O Reimbursements are made to individuals with UINs O Not to your club, not to your coach, not to your parents

15. What is the reimbursement form? Where do I find it? How do I fill it out?

16. Life of a Request O Step 1: Submit Paperwork to Sport Clubs Office O include all necessary details, invoices & receipts O signature of club officer submitting the request and signature of payee for reimbursements O Step 2: Approval Process O signature of SCC President, Treasurer & Coordinator O Step 3: Sent to Purchaser O Procurement handles checks & reimbursements O Campus Rec staff handles credit card purchases

17. 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 supporting documents O Invoice that states the price & vendor O Printout of online shopping cart O Receipts & map for fuel reimbursements

18. Why was My Request Denied? O Your items are not A&S eligible O There wasn’t a receipt attached to your reimbursement O You didn’t submit a travel form for your trip O Your fuel receipts were outside of your trip dates O You don’t need those items to play your sport

19. Travel How To’s O All found in Team Manual online O Booking Flights O Reserving Hotels O Renting a Vehicle O Including discounted Enterprise rental rates O You can view the team manual here: O rec.fgcu.edu/SportClubs/resources.html rec.fgcu.edu/SportClubs/resources.html

20. Booking Hotels O Book a hotel as you normally would, using a team or personal card to reserve the rooms O The hotel won’t charge you just for booking! O Turn in a purchase request and credit card authorization form to the Sport Clubs Office O We send your hotel payment for your rooms O Make sure to mention your credit card authorization upon check-in!

21. Fuel Reimbursements O Must be submitted with: O Name of destination(s) O Dates of your trip O Use of fuel (car or boat) O Round trip mileage on google map/mapquest O Original receipts O Reimbursements are made to individuals O Not to your club

22. Fundraising O Teams are required to match at least 10% of annual A&S allocation O Percentages can be found in SCORE system handout O Submit Financial Report for credit O Sponsorships, donations, travel fees, equipment donations, etc. count towards total % O Due at the end of each semester O Submit through EagleLink

23. How do I fill out the financial report?

24. Donations O Off Campus Account O Account managed by team O NOT considered tax deductible O Unless a 501(c)3 tax exempt organization O FGCU Foundation O Tax deduction letter given for donations $250+ O Only for donations – not sponsorships O Account managed by Sport Clubs Office

25. Transfer Account Request O Clubs may need to transfer money from travel pool to general or general to travel via EagleLinkvia EagleLink O Clubs can NOT: -exceed $5500 in travel spending for the regular season -request more than two transfers per semester without coordinator/accountant approval Clubs MUST: -submit transfer requests 1 week prior to the final purchasing deadline in the spring -outline specific reasons for the transfer

26. Important Dates O Annual Funding Application for FY15-16 O SCC application – due mid-September O SCC hearings – late September O SCC submits one budget for all teams on October 10 th to Student Government O Each team will have a budget hearing with the Sport Clubs Council in late September

27. Questions? O Sport Clubs Office Located in the Recreation Center, Alico Arena 307 O Email :: sportclubs@fgcu.edu O Phone :: 239-590-1420 O Website :: rec.fgcu.edu/sportclubs

29. Request for Additional Funding O Reserve Account Request: Replacing Senate bills O Submit request via EagleLink O Exec Board will view request and determine if you will receive additional funds O Highest priority given to: O Emergency situations O Money needed for basic club functions and equipment O Current/previous year's SCORE points Clubs on probation are not eligible to request additional funding until the terms of their probation are complete.