Transcript Club Sports Officer Training (SOOT)

DREXEL UNIVERSITY
DEPARTMENT OF ATHLETICS
Club Sports Financial Overview
•People (Dan, Caprice, Zak, Alex, Ashley, Mia?)
•Location (Club Sports Office, CS Dropbox)
•When (Any time during Rec Center Hours)
•What (Check requests, request to purchase, cash request,
deposit)
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Club Sports Accounts Overview
•2 Types of Accounts
• SAFAC (17) – 170XXX-4298
• Team/Personal (71) – 710XXX-3596
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SAFAC (17) Account Overview
•What is the SAFAC (17) Account?
• Money allocated from Student Activity Fees
• Applied for and Allocated through Club Sports
• Spending Restrictions
• Uniforms can only be purchased every 3 years
• Individual athletic gear can not be purchased
• May be used for Local/regional 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
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Team (71) Account Overview
•What is the Team (71) Account?
• Money from dues, fundraisers, donations, etc.
• Spending Restrictions
• Purchases may not violate Drexel Code of Conduct or
Club Sports Policy Manual
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How Much Money Do I Have?
•There are several ways to check your account balances
• WebFinance (Preferred)
• To request WebFinance access, submit a request
through DragonLink (formerly CollegiateLink)
• Club Sports Account Balance Sheet
• All Club Sports financial transactions processed
through Club Sports Office recorded for accounting
• DragonLink
• Coming Soon (Hopefully)
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Types of Transactions
•Check Request
•Request to Purchase
•Cash Reimbursement
•Deposit
•Fund Transfer
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Check Request
•Used for referees, league fees, travel and other reimbursements, etc.
•Fill out check request form
•Required documentation
• Invoices or Original Receipt
• Tournament Flyer with date and location information if applicable
• Scan/Copy of Cancelled Checks or Credit Card/Bank Statement
• Must have personal information (Name, Account Number) visible
• W-2 Forms (when paying individuals such as referees)
•Submit to Club Sports Office for processing and necessary signatures
•Check requests MUST BE MAILED – PICKUP OPTION NO LONGER EXSISTS
•Direct deposit automatically occurs for student employees who have enrolled
in direct deposit
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Check Request
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Cash Reimbursement
•Used for reimbursements of $100 or less
•Fastest and easiest way to get reimbursed
•Fill out cash request form
•Required documentation
• Original Receipt indicating proof of purchase
• Tournament Flyer with date and location information if applicable
• Scan/Copy of Cancelled Checks or Credit Card/Bank Statement
• Must have personal information (Name, Account Number) visible
•CANNOT BE USED TO OBTAIN CASH IN ADVANCE OF PURCHASEREIMBURSEMENT ONLY
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Cash Reimbursement
•Bring to Club Sports Office for approval and necessary signatures
•After processing, you will be contacted at phone number listed on form
•Obtain approved cash reimbursement form
•Cash pickup will take place at Cashier’s Desk in the Main Building
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Cash Reimbursement
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Request to Purchase
•Easiest method to pay for:
• Hotels
• Equipment
• League Fees
• Booking Travel
• Off-Campus Practices
•Vendor or business receiving payment must be approved by Club Sports
• Some Trusted Vendors:
• Hotels.com
• Expedia.com
• Academy Bus
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Request to Purchase
•Fill out Request to Purchase
•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
•Schedule a time to meet with Kia Perkins to complete approved purchase
• Meeting should be scheduled through Club Sports
•Include all invoices and quotes
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Request to Purchase
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Cash Deposit
•Fill out Cash Deposit form and submit to Club Sports for documentation
and processing
•Include all checks or cash to be deposited- PLEASE USE AN ENVELOPE
(available at Club Sports Office if needed)
•DO NOT LEAVE DEPOSITS IN DROPBOX- be sure to bring deposits when
office is staffed
• Email [email protected] if you cannot deposit during regular
hours
•Photocopy or scan all checks (can be done at Club Sports Office)
•Obtain signed copy of Cash Deposit form for your records
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Cash Deposit
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Fund Transfer
•Used to transfer funds between your team and student organizations, Drexel
offices or services (Event Services, copy shop, etc.), or to pay off debts in your
SAFAC (17) account
•CANNOT BE USED TO TRANSFER SAFAC (17) FUNDS TO TEAM (71) ACCOUNT
•Fill out Fund Transfer form and bring to Club Sports Office for approval and
necessary signatures.
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Fund Transfer
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Travel Reimbursements
•For gas reimbursements:
• Gas is reimbursed at the flat mileage rate of $0.50/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 form 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
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Capital Expenditures
•Capital Expenditures are team property, usually equipment or uniforms that
are collected every year
•Can only be purchased every 3 years or more when using SAFAC (17)
Account funds
• Purchase history referenced when attempting to use SAFAC (17)
Account funds for purchase
•Fill out request to purchase, check request, or cash request as needed
•Supply required documentation for purchase
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Purchases Over $2500
•For purchases over $2500, you must fill out an exemption form
•Contact [email protected] if you are trying to make a purchase over
$2500
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Keeping Records
•The spreadsheet containing a summary of your Team’s financial
transactions for both accounts are available from Club Sports on request
•These spreadsheets are NOT A SUBSTITUTE FOR KEEPING YOUR OWN
RECORDS
•Request a signed copy or scan of every form submitted to Club Sports
•Check your WebFinance to ensure accuracy of charges- this is the official
record of your account in Drexel’s eyes
• WebFinance does not immediately update but charges shown have
already occurred
• Use WebFinance to track the status of your requests
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Turn Around Time For Requests
•Requests are immediately processed by Club Sports when received and
brought to the Office of Student Life shortly after
•Office of Student Life will authorize request 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- 4-6 weeks
• Cash reimbursements- 1-2 weeks
• Request to purchase- up to 1 week
• Cash deposit- up to 2 weeks
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Where is My Check?
•If more than 6 weeks have passed since submitting your check request:
• Email [email protected] OR
• Call Accounts Payable – (215) 895-2840
• Explain that you are inquiring about the status of a check
• Have payee name and SAFAC (17)/Team (71) Account number
ready
• Email [email protected] if answer not provided
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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
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Reserve Funding
•In order to provide maximum funding to all teams, Club Sports does not set
aside reserve funding
•However, unexpected expenses from championships and other unforeseen
circumstances do arise
•Contact Club Sports Treasurer, Coordinator, President, and/or Dan
Simmons if you feel that you need assistance
•Do not hold your request until the last minute
•A written proposal justifying need is recommended
•NO FUNDS ARE GUARANTEED
•We will do everything possible to accommodate you if your need is justified
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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 budget request will be available shortly after
•Teams submitting budget requests must attend a budget hearing
•More information will follow during winter term
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QUESTIONS?
F I R E AW AY