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FGCU Sport Clubs Financial Training Fall 2012

FGCU Sport Clubs Financial Training Fall 2012. Today’s Agenda. Duties of a Treasurer Types of Accounts & Access to Funds Purchasing & Reimbursements How to: Making Travel Arrangements Fundraising & Donations. Duties of a Treasurer. Complete p urchase/reimbursement forms

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FGCU Sport Clubs Financial Training Fall 2012

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  1. FGCU Sport ClubsFinancial TrainingFall 2012

  2. Today’s Agenda • Duties of a Treasurer • Types of Accounts & Access to Funds • Purchasing & Reimbursements • How to: Making Travel Arrangements • Fundraising & Donations

  3. Duties of a Treasurer • Complete purchase/reimbursement forms • Track funds for all club accounts & deposit $ • Assist with fundraising/donation plans • Work with team to develop budget request

  4. Types of Accounts

  5. A&S Account • Two ways to receive A&S funding: • Annual A&S Budget Request – requests are processed by the SCC Budgetary Committee each year • Senate Bill - funding requests for unforeseen costs in the middle of the year • SCC Budgetary Committee • Headed by the Treasurer of the SCC • Goes through series of approvals before being approved • Budget hearings are in Fall 2012 (for funding during 2013-2014) • Unused funds are swept at the end of each fiscal year (June 30)

  6. Cash Account Deposit Log On Campus Account • Called a “cash account” • Used for depositing funds raised by the club • Checks made out to “FGCU (club name)” can be deposited into this account • Making a Deposit • Cash Account Deposit Log • Submitted at Cashier’s Window (McTarnagan Hall) • Club treasurer required to sign off

  7. Funding Access • What can we use this money for? • Entry fees, travel costs, uniforms, equipment • Items purchased with A&S funds can’t be personalized • How do I access our club’s money? • ANGEL for account balances • Purchase Requests & Reimbursement Forms

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

  9. Purchase Requests • Payment Types: Submit all Purchase Requests to the Sport Clubs Office

  10. Look Over PR form Any questions?

  11. Reimbursements • Purchases made out of a personal account • Individual is reimbursed via a check in 2-3 weeks • Reimbursements are not guaranteed by the Sport Club Office • No money in your account = no reimbursement • No tax can be reimbursed Submit all Reimbursements to the Sport Clubs Office

  12. Look Over Reimbursement Form Any questions?

  13. Fuel Reimbursements • Sport Clubs Mileage log • Must be submitted with reimbursement • Include original receipts • Governed by University finance policy • No receipts or log = no fuel reimbursement

  14. Do you know where to find these forms? Check out the Sport Clubs website: fgcu.edu/CampusRec/SportClubs/forms.html

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

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

  17. Payment Tips • Complete the form • No really. All of it. • Plan ahead! • Make sure payment deadlines are met • Always include an invoice • If not an invoice, anything that states the price & vendor

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

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

  20. Important Dates • Annual Funding Application for FY13-14 • Due November 2 to Student Government • Applications released October 1 • Each team will have budget hearing with SG in November

  21. Questions? • Sport Clubs Office Located in the Campus Rec Modular, between the Aquatics Center & NCAA Soccer Complex • Email :: sportclubs@fgcu.edu • Phone :: 239-590-1420 • Website :: www.fgcu.edu/CampusRec/SportClubs

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