Transcript Funding and Purchasing - Florida Gulf Coast University

FGCU Sport Clubs
Financial Training
Fall 2013
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
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
Types of Accounts
•University
A&S
Account funding
•Fundraised by
On
Campus your club
A&S Account
O Two ways to receive A&S funding:
O Annual A&S Budget Request – requests are processed
by the SG Appropriations Committee each year
O Senate Bill - funding requests for unforeseen costs in
the middle of the year
O SCC Budgetary Committee
O Assists clubs with reviewing their budgets before being
submitted to Student Government
O Budget hearings are in Fall 2013
(for funding during 2014-2015)
O Unused funds are swept at the end of each
fiscal year (June 30)
Cash Account Deposit Log
On Campus Account
O Called a “cash account”
O Used for depositing funds raised by the club
O Checks made out to “FGCU (club name)”
can be deposited into this account
O Making a Deposit
O Cash Account Deposit Log
O Submitted at Cashier’s Window (McTarnagan Hall)
O Club treasurer required to sign off
Funding Access
O What can we use this money for?
O Entry fees, travel costs, uniforms, equipment
O Items purchased with A&S funds can’t be
personalized
O How do I access our club’s money?
O EagleLink for account balances
O Purchase Requests & Reimbursement Forms
Checking Your Account Balance
O EagleLink
O View up-to-date account balances
O See transaction details
Google Account Trackers
Purchase Requests
Check
•2-3 weeks
Credit
Card
•5 business days
Submit all Purchase Requests to the Sport Clubs Office
Look Over PR Form
Any questions?
Reimbursements
Check
No $
•2-3 weeks
•No Payment
Submit all Reimbursements to the Sport Clubs Office
Look Over
Reimbursement Form
Any questions?
Fuel Reimbursements
O Must be submitted with:
O Name of destination(s)
O Use of fuel (car or boat)
O Round trip mileage on google map/mapquest
O Original receipts
Do you know where to find
these forms?
Check out the Sport Clubs website:
fgcu.edu/CampusRec/SportClubs/forms.html
Travel How To’s
O All found in Team Manual online
O Booking Flights
O Reserving Hotels
O Renting a Vehicle
O Including discounted car rental rates
O You can view the team manual here:
O fgcu.edu/CampusRec/SportClubs/resources.html
Life of a Purchase Request
O Step 1: Submit Paperwork to Sport Clubs Office
O include all necessary details/documents
O signatures of club officer submitting the request
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
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 an invoice
O If not an invoice, anything that states the
price & vendor
Fundraising
O Teams are required to fundraise a certain %
of annual A&S allocation
O Percentages can be found in SCORE system
O Submit Fundraising Report for credit
O Sponsorships, donations, travel fees, equipment
donations, etc. count towards total %
O Submit through EagleLink
Donations
O On Campus Account
O NOT considered tax deductible
O Account managed by team
O FGCU Foundation
O Tax deductible for donations $250+
O Only for donations – not sponsorships
O Account managed by Sport Clubs Office
Important Dates
O Annual Funding Application for FY14-15
O Applications release date TBD
O Due in October to Student Government
O Each team will have budget hearing with SG
in October/November
Questions?
O Sport Clubs Office
Located in the Recreation Center, inside Alico Arena
O Email :: [email protected]
O Phone :: 239-590-1420
O Website :: www.fgcu.edu/CampusRec/SportClubs