Sport Club Leadership Workshop Fall 2013

Financial/Travel Session

9/4/13

Administrator Assignments:o Tyler Spencer: club levels 1-5

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)

Chris Cox & TBD

Tyler Spencero Sport Club Coordinatoro 204E ASRFCo 864-0792

Jill Urkoskio Assoc. Director, KU Rec.

Serviceso 103 ASRFCo 864-0798

Mary Chappello Director – Recreation

Serviceso 103 ASRFCo 864-0789

Patti Andersono SOFAs Account Coordinatoro 7 Caruth-O’Learyo 864-5942o [email protected]

Aaron Quisenberryo SILC Coordinatoro 400 Kansas Uniono 864-4861

Rec Info Lineo Field Conditions Hotlineo 864-3456

This info can be found in the Sport Club Handbook online!

203 ASRFC Fall ’13 Hours:

Kendall Knotto M: 2:30pm-4pm

o T: 10am-2pm

o W: 2:30pm-5:30pm

o R: 10am-4pm

o F: 12pm-5pm

** Or by appointment

No Phone Until further notice

[email protected] Mykala Sandifer

o M: 12:30pm-5pm

o T: 9:30am-12:30pm

o W: 12:30pm-5pm

o R: 9:30am-12:30pm

o F: 9am-2pm

** Or by appointment

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 DirectorOffice: 864-0789 Home: 841-1986Cell: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.

Budget Allocationso Restricted Fee

Membership Dueso SOFAS Account (Cash & check ONLY)

Donations from individuals/corporationso For tax benefit: Endowment Accounto Without tax benefit: SOFAS Account

Fundraising Activitieso SOFAS Account

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.

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!

Where does this money come from?o Student Fees: $4 of every students fee goes to the

Sport Club Restricted Fee Fund 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 MembersGenerated

Income Allocation

Range

I 50 + $13,500 +$10,000 - $20,000

II 30-49 $5,000 + $3,500 - $7,000

III 15-29 $1,300 + $1,000 - $3,000

IV 8-14 $200 +Match

Generated (up to $500)

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

Can be used for:o Travelo Tournament/Game

official’s payo 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

CANNOT be used for:o Coaching serviceso Social functionso Insuranceo 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

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 managero 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:

• Hotel costs• Rental costs• Gas• Tournament entry fee costs

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)

Reimbursement:o Each travel representative must submit a Travel

Receipt Log with list of all expenses within 5 business days of returning from trip

o There must be a receipt for EVERY expense listedo Funds will be sent by direct deposit to the travel

representative’s bank account – there will be no checks issued

o Submit “clean receipts”o 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

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

expenseso 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

Form T

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 To be reimbursed, keep all receipts & turn them in

with proper documentationo 2 signatures are required for any SOFAS withdrawals

***All SOFAs forms can be found at: http://www.comptroller.ku.edu/central_accounting_services/sofas/

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

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)

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•Quidditch•Disc Golf•Boxing•Bowling•Judo•Rock Climbing•Ki Aikido•DanceSport•Men’s Rugby

Club Alternates•Women’s Ultimate•Jiu Jitsu•Softball

Policies & Documents

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

• 4 travel reps required per club

• 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

• 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

BEFORE TRAVELMust have w-9, EFT, & voided check turned in 1st

Then submit ITT 15 days before travelMeet with program manager 10 days before travel5 days before travel: check that reservations, registrations, etc. have been paid

AFTER TRAVELTurn in “clean” receipts (in travel rep’s name) within 5 business days of returnSign Travel Expense Detail Report 3 days within notification

KU Sport Club’s Recommended VendorsThe 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 GoodsPatrick Woods785-856-2189 *[email protected]

GTMRhonda Wright1008 W. 23rd Lawrence, KS 66046785-838-3000 *[email protected]

Ultimate Athletics (UA)Mike Bergkamp800-496-4339

[email protected]

www.ultimateathletic.com

Motel 6 / Studio 6CP545316800-671-2089www.motel6.comwww.staystudio6.com

Holiday InnKaty [email protected]

Premier Auto Co.Ryan Blum2332 Haskell Ave, Ste ALawrence KS 66046(785) 841-6200 officeBusiness Hours: 8am-5:30pm M-F, 9am-1pm Sat

Allocation for FY ‘14

Allocation for FY ‘14

STRETCH!