Transcript Sport Club Leadership Workshop Fall 2009

Financial/Travel Session
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9/4/13
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Administrator Assignments:
o Tyler Spencer: club levels 1-5
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Program Manager Assignments:
o Kendall Knott:
• Baseball, Bowling, Crew, Jiu Jitsu, LAX (M), LAX (W),
Marksmanship, Quidditch, Sailing, Soccer (M), Soccer (W),
Softball, Swimming, Tennis, Ultimate (M), Ultimate (W),
Waterski
o Mykala Sandifer:
• Badminton, Boxing, Cycling, DanceSport, Disc Golf, Fencing,
Judo, Ki Aikido, Kumdo/Kendo, Racquetball, Rock Climbing,
Rugby (M), Rugby (W), Running, Table Tennis, Tae Kwon Do,
Volleyvall (W)
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Chris Cox & TBD
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Tyler Spencer
o Sport Club Coordinator
o 204E ASRFC
o 864-0792
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Patti Anderson
o
o
o
o
Jill Urkoski
o Assoc. Director, KU Rec. Services
o 103 ASRFC
o 864-0798
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Mary Chappell
o Director – Recreation Services
o 103 ASRFC
o 864-0789
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SOFAs Account Coordinator
7 Caruth-O’Leary
864-5942
[email protected]
Aaron Quisenberry
o
o
o
SILC Coordinator
400 Kansas Union
864-4861
Rec Info Line
o Field Conditions Hotline
o 864-3456
This info can be found in the
Sport Club Handbook online!
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203 ASRFC
Fall ’13 Hours:
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Kendall Knott
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No Phone Until further
notice
[email protected]
Mykala Sandifer
o M: 2:30pm-4pm
o M: 12:30pm-5pm
o T: 10am-2pm
o T: 9:30am-12:30pm
o W: 2:30pm-5:30pm
o W: 12:30pm-5pm
o R: 10am-4pm
o R: 9:30am-12:30pm
o F: 12pm-5pm
o F: 9am-2pm
** Or by appointment
** Or by appointment
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•
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Tyler Spencer – Sport Club Coordinator
Office: 864-0792
Cell: (270) 779-4554
Jill Urkoski– Rec. Services Assoc. Director
Office: 864-1820
Cell: (785) 2187-5065
Mary Chappell-Recreation Services Director
Office: 864-0789
Home: 841-1986
Cell:393-1597
When reporting an injury please have as much information available as
possible. Specifics such as what happened, location of injury, severity,
name of injured persons, living Greek or Residence Hall, etc.
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Budget Allocations
o Restricted Fee
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Membership Dues
o SOFAS Account (Cash & check ONLY)
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Donations from individuals/corporations
o For tax benefit: Endowment Account
o Without tax benefit: SOFAS Account
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Fundraising Activities
o SOFAS Account
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Sport Clubs are required to privately collect dues and
submit funds to 23 Strong Hall.
Please provide documentation for every club member
that has paid dues.
o AKA: Provide a Member’s list (app.E) which contains:
• Full name
• Amount in membership dues paid
• Date the membership dues were deposited
***Any member not documented will not count toward
the allocation process.
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SOFAS account + Endowment deposits
Deadline is 1/31/14
Current generated income is any money deposited into
SOFAs or Endowment since 2/1/13
•
•
If you would like to know where your club currently
stands with your generated income then ask your
program manager.
Remember, you must meet BOTH requirements to
qualify for a certain level!
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Where does this money come from?
o Student Fees: $4 of every students fee goes to the Sport Club
Restricted Fee Fund
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Why are there differences in allocations?
o Member Requirements:
• Unique person (by KU id #)
• Feb. 1st through January 31st
• Paid dues to your club
o Generated Income
• Deposits into SOFAs account
• Fundraising
• Donations
Levels Members
Generated
Income
Allocation
Range
$10,000 $20,000
I
50 +
$13,500 +
II
30-49
$5,000 +
$3,500 - $7,000
III
15-29
$1,300 +
$1,000 - $3,000
$200 +
Match
Generated (up
to $500)
IV
8-14
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Given $75 in allocated money
Must have a generated income of $40
Only have to attend the workshop policy meetings (1st
meeting of fall semester & 1st meeting of spring
semester), not the sport club council meetings
May not apply for supplemental requests
Not eligible for capital improvement
May travel once per semester
If interested in declaring: contact your SC Program
Manager
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Can be used for:
o Travel
o Tournament/Game official’s
pay
o Equipment costs
• NOTE: This will be
inventoried so this
equipment MUST stay with
the club!
o Advertising (up to $175)
o CLUB membership to
associations or organizations
o Guest Instructor
• Workshop with Expert
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CANNOT be used for:
Coaching services
Social functions
Insurance
Personal items (Items you
intend to take when you are
finished)
o Individual memberships to
associations or organizations
o Individual event registration for
alumni, ASRFC faculty/staff or
coaches
o Food or Alcohol
o
o
o
o
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When purchasing equipment:
o Fill out appropriate Purchase Request Form
• Appendices:
• U ($5000 & above) – for purchases over $5000, Tyler must bid for
the lowest offer out of 3 provided vendors
• V ($4999 & below)
o The Purchase Request Form must be accompanied by
documentation of the item(s) being ordered, prices, etc.
o Turn Purchase Request Form into program manager
o ALL PURCHASES MUST BE APPROVED BY TYLER!
• You will NOT be reimbursed for purchases you completed yourself,
without prior permission.
When Traveling:
o Only Travel Reps can pay for travel expenses
• Travel expenses include:
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•
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Hotel costs
Rental costs
Gas
Tournament entry fee costs
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Tyler must pay for hotel, car rental and registration,
plane tickets (if payable by credit card)
You must collect a room receipt from the hotel
For registration fee: if they do not provide a receipt
come prepared with a Receipt Form
For hotels, Sport Club Coordinator must be provided
with the hotel’s Credit Card Authorization form
Need w-9 from all vendors (exception is hotels and
travel expenditures)
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Reimbursement:
o Each travel representative must submit a Travel Receipt Log
o
o
o
o
with list of all expenses within 5 business days of returning
from trip
There must be a receipt for EVERY expense listed
Funds will be sent by direct deposit to the travel
representative’s bank account – there will be no checks
issued
Submit “clean receipts”
ALL receipts MUST be in a Travel Representative’s name.
Any receipts not in a Travel Representative’s name will not
be reimbursed.
•
•
•
Clubs will be penalized 50% of their unused Restricted Fee
for any amount 5% and over in their next Fiscal Year’s
allocation
Penalized Funds will be put into Supplemental Funding that
all clubs can apply for
Ex 1: Snow Skiing Club had $480 (8% of their budget) left
from their FY10 allocation of $6000. They will be
penalized $240 of their FY11 allocation of $5000.
Therefore they will be left with $4760 for FY11
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About once a month (refer to schedule in Handbook)
the Executive Board will meet to hear Supplemental
Requests
The deadline for any requests is the Friday before the
next meeting
Eligibility:
o New clubs can request funds to help with initial expenses
o Clubs ineligible for restricted fee allocation can request funds
but they will not exceed the amount they would have received if
eligible, up to Executive Board discretion
o Requests should be for one-time or reasonably unexpected
purchases
o Requests can be for travel if unexpected (regional/national
tournament) and is not a yearly custom of the club
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Form T
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A club’s SOFAS account works like a normal bank account,
apart from 2 exceptions:
• No reimbursements or payments can be made with a credit
card – SOFAS utilizes ONLY checks.
• SOFAS account is NOT tax exempt
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To be reimbursed, keep all receipts & turn them in with
proper documentation
o 2 signatures are required for any SOFAS withdrawals
***All SOFAs forms can be found at:
http://www.comptroller.ku.edu/central_accounting_ser
vices/sofas/
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Endowment Donations should be sent directly to KU Endowment directed to the Sport
Club Program account. Checks should be made payable to KU Endowment
Association. Please have the donor write which club the donation will be applied to on
the memo line of the check. Checks should not be sent to KU Recreation Services
and should not be sent directly to club officers.
 Any account inquiries, spending endowment $, balances, etc. email Tyler
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Checking Account, Credit Cards, etc.
Money through these accounts WILL NOT qualify for
generated income.
To remain qualified as a club you MUST have at least
$200 of generated income (level IV)
USE CAUTION!!!
• Must fill out and turn in by 9/18/13 for
first revision
• Final submissions due 9/25/13 (2nd SC
meeting)
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Any contractual agreements with the club and any coach
must first be reviewed by the Sport Club Coordinator with
the club President prior to the document being signed. It is
recommended that any contracts be reviewed by Legal
Services for Students here on campus. Contractual
agreements should last no longer than one year and should
be renewed each year the club would like to retain the
services of the coach from the previous year.
Clubs Eligible
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Quidditch
Disc Golf
Boxing
Bowling
Judo
Rock Climbing
Ki Aikido
DanceSport
Men’s Rugby
Club Alternates
• Women’s Ultimate
• Jiu Jitsu
• Softball
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Policies & Documents
•
4 travel reps
required per club
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• 2 board members +
2 regular members
• Fill out new officer’s
sheet for travel
representatives
• All travel reps
must fill out a
w-9, EFT, &
submit a
voided check
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All receipts, prepaid
reservations, &/or registration
fees must be in a travel
representative’s name
WE WILL NOT REIMBURSE A
MEMBER WHO IS NOT A
TRAVEL REPRESENTATIVE &
DOES NOT HAVE THE PROPER
PAPERWORK SUBMITTED
•
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Turn in 15 days prior to leaving for trip
Meet with program manager 10 days before trip to verify
details
•
•
•
IF YOU DO NOT MEET WITH YOUR PROGRAM MANAGER, YOUR
CLUB WILL NOT BE ALLOWED TO TRAVEL & NOT RECEIVE
FUNDING FROM YOUR RESTRICTED ACCOUNT
It is your job to verify hotel reservations, car rentals, etc.
If you need to pre register for an event, hotel, rental, etc.
you MUST have your ITT turned in first.
•
We will not reimburse any members who prepaid for an event
without turning in an ITT first
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BEFORE TRAVEL
Must have w-9, EFT, &
voided check turned in 1st
Then submit ITT 15 days
before travel
Meet with program
manager 10 days before
travel
5 days before travel: check
that reservations,
registrations, etc. have
been paid
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AFTER TRAVEL
Turn in “clean” receipts (in
travel rep’s name) within 5
business days of return
Sign Travel Expense Detail
Report 3 days within
notification
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KU Sport Club’s Recommended Vendors
The following vendors have approached the Sport
Club offices to offer their products. Some offer
special discounts, some offer product longevity, some
are simply reasonable prices on equipment/services
clubs normally need, etc. Clubs have previously used
most, but not all of these companies, please notify
sport club staff of a good or bad experience with
them so we can continue to recommend the
companies that will benefit you most!
Remember, all sport club policies apply towards
purchases (even with these vendors)!
Francis Sporting Goods
Patrick Woods
785-856-2189 *104
[email protected]
www.francisteamsales.com
GTM
Rhonda Wright
1008 W. 23rd
Lawrence, KS 66046
785-838-3000 *1702
[email protected]
www.gtmsportswear.com
Ultimate Athletics (UA)
Mike Bergkamp
800-496-4339
[email protected]
www.ultimateathletic.com
Motel 6 / Studio 6
CP545316
800-671-2089
www.motel6.com
www.staystudio6.com
Holiday Inn
Katy McConnell
785-749-8920
kmcconnell@hulsinghot
els.com
Premier Auto Co.
Ryan Blum
2332 Haskell Ave, Ste A
Lawrence KS 66046
(785) 841-6200 office
Business Hours: 8am-5:30pm M-F, 9am-1pm Sat
Allocation for FY ‘14
Allocation for FY ‘14
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STRETCH!