FGCU Sport Clubs Financial Training Fall 2013

1. FGCU Sport ClubsFinancial TrainingFall 2013

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 SG Appropriations Committee each year • Senate Bill - funding requests for unforeseen costs in the middle of the year • SCC Budgetary Committee • Assists clubs with reviewing their budgets before being submitted to Student Government • Budget hearings are in Fall 2013 (for funding during 2014-2015) • 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? • EagleLink for account balances • Purchase Requests & Reimbursement Forms

8. Checking Your Account Balance • EagleLink • View up-to-date account balances • See transaction details

9. Google Account Trackers

10. Purchase Requests Submit all Purchase Requests to the Sport Clubs Office

11. Look Over PR Form Any questions?

12. Reimbursements Submit all Reimbursements to the Sport Clubs Office

13. Look Over Reimbursement Form Any questions?

14. Fuel Reimbursements • Must be submitted with: • Name of destination(s) • Use of fuel (car or boat) • Round trip mileage on google map/mapquest • Original receipts

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

16. 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

17. 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 • Step 3: Sent to Purchaser • Procurement handles checks & reimbursements • Campus Rec staff handles credit card purchases

18. 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

19. Fundraising • Teams are required to fundraise a certain % of annual A&S allocation • Percentages can be found in SCORE system • Submit Fundraising Report for credit • Sponsorships, donations, travel fees, equipment donations, etc. count towards total % • Submit through EagleLink

20. 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

21. Important Dates • Annual Funding Application for FY14-15 • Applications release date TBD • Due in October to Student Government • Each team will have budget hearing with SG in October/November

22. Questions? • Sport Clubs Office Located in the Recreation Center, inside Alico Arena • Email :: sportclubs@fgcu.edu • Phone :: 239-590-1420 • Website :: www.fgcu.edu/CampusRec/SportClubs