Transcript Funding and Purchasing - Florida Gulf Coast University

FGCU Sport Clubs
Financial Training
Fall 2012
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
A&S
Account
•University funding
On
Campus
•Fundraised by club
Off
Campus
•Fundraised by club
A&S Account
O Two ways to receive A&S funding:
O Annual A&S Budget Request – requests are processed
by the SCC Budgetary Committee each year
O Senate Bill - funding requests for unforeseen costs in
the middle of the year
O SCC Budgetary Committee
O Headed by the Treasurer of the SCC
O Goes through series of approvals before being approved
O Budget hearings are in Fall 2012
(for funding during 2013-2014)
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
Outside Bank Account
O Account is still subject to FGCU Sport Club
policies and disciplinary procedures
O Regulations
O Must not use the University’s name, tax identification
number, any FGCU address or department name in
conjunction with the account
O Alcohol shall not be purchased from the account under any
circumstances.
*** Any individual who opens an outside bank account under their name must
declare that account on their individual tax return. ***
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 ANGEL for account balances
O Purchase Requests & Reimbursement Forms
Checking Your Account Balance
O ANGEL
O View up-to-date account balances
O See transaction details
O Link to forms on Sport Clubs website
O View calendar with SCC meetings, deadlines
& events
Purchase Requests
O Payment Types:
Check
•2-3 weeks
Credit
Card
•5 business days
Reimbursements
O Purchases made out of a personal account
O Individual is reimbursed via a check in 2-3 weeks
O Reimbursements are not guaranteed by the
Sport Club Office
O No money in your account = no reimbursement
O No tax can be reimbursed
Fuel Reimbursements
O Sport Clubs Mileage log
O Must be submitted with reimbursement
O Include original receipts
O Governed by University finance policy
O No receipts or log = no fuel reimbursement
Example Payment
Forms
O FINANCES
O Treasurer Forms
O
O
O
O
O
Annual Funding Application 2012-2013
Annual Funding Guidelines & Instructions 12-13
Cash Account Deposit Log
Purchase Request Form
Reimbursement Form
O Vendor Forms
O Independent Contractor Form
O Officials Form for Payment
O W-9 Form
Travel How To’s
O Booking Flights
O Reserving Hotels
O Renting a Vehicle
Travel How To’s
O Booking Flights
O 10+ passengers:
O Team officer must contact the airline to secure a
group rate
O Submit quote/contract with purchase request
O Less than 10 passengers:
O Team officer may submit desired flight information
with Purchase Request
O Submit a complete roster of all persons traveling
Travel How To’s
O Reserving Hotels
O Step 1:
A team officer makes reservations on their own credit
card; obtain a credit card authorization form from the hotel
O Step 2:
Sport Clubs Office will submit the authorization form
O Step 3:
Hotel will switch the pending charges to the University
credit card, instead of the officer’s card
Travel How To’s
O Renting a Vehicle
O Include quote for the rental price with your Purchase
Request (Enterprise preferred)
O Include a copy of the driver’s license in order to speed
up check in when you arrive at your destination
Life of a Purchase Request
O Step 1: Submit Paperwork
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 SG treasurer checks for finance code compliance
O Step 3: Sent to Purchaser
O Procurement handles checks, PO’s & 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 Fundraising Report be submitted for credit
O Sponsorships, donations, etc. count towards total %
O Team fees for equipment or travel do not count
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 FY13-14
O TBA due date - will be due at the end of October or
beginning of November
O Full budget request will be given to SG
Appropriations Committee in late November
Questions?
O Sport Clubs Office
Located in the Campus Rec Modular, between the Aquatics Center & NCAA Soccer Complex
O Email :: [email protected]
O Phone :: 239-590-1420
O Website :: www.fgcu.edu/CampusRec/SportClubs