Sport Club Leadership Workshop Fall 2013 Financial Travel Session

Sport Club Leadership Workshop Fall 2013 Financial/Travel Session 9/4/13

Sport Club Assignments 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, Dance. Sport, Disc Golf, Fencing, Judo, Ki Aikido, Kumdo/Kendo, Racquetball, Rock Climbing, Rugby (M), Rugby (W), Running, Table Tennis, Tae Kwon Do, Volleyvall (W)

Sport Club Supervisors Chris Cox & TBD

Contact Info Tyler Spencer o Sport Club Coordinator o 204 E ASRFC o 864 -0792 Patti Anderson o o Jill Urkoski o Assoc. Director, KU Rec. Services o 103 ASRFC o 864 -0798 Mary Chappell o Director – Recreation Services o 103 ASRFC o 864 -0789 SOFAs Account Coordinator 7 Caruth-O’Leary 864 -5942 patti 6@ku. edu 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!

Program Managers: 203 ASRFC Fall ’ 13 Hours: Kendall Knott No Phone Until further notice sclubs@ku. edu Mykala Sandifer o M: 12: 30 pm-5 pm o M: 2: 30 pm-4 pm o T: 9: 30 am-12: 30 pm o T: 10 am-2 pm o W: 12: 30 pm-5 pm o W: 2: 30 pm-5: 30 pm o R: 9: 30 am-12: 30 pm o R: 10 am-4 pm o F: 9 am-2 pm o F: 12 pm-5 pm ** Or by appointment

Emergency Information • • 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.

Club Funds (Income) Budget Allocations o Restricted Fee Membership Dues o SOFAS Account (Cash & check ONLY) Donations from individuals/corporations o For tax benefit: Endowment Account o Without tax benefit: SOFAS Account Fundraising Activities o SOFAS Account

Membership dues policy 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.

Generated Income SOFAS account + Endowment deposits Deadline is 1/31/14 Current generated income is any money deposited into SOFAs or Endowment since 2/1/13

Generated Income Inquiries • • 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!

Restricted Fee Allocations 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. 1 st through January 31 st • Paid dues to your club o Generated Income • Deposits into SOFAs account • Fundraising • Donations

Restricted Fee Allocation 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

Level 5 Declaration Given $75 in allocated money Must have a generated income of $40 Only have to attend the workshop policy meetings (1 st meeting of fall semester & 1 st 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

Restricted Fee 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 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

Restricted Fee: Equipment Purchase 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.

Restricted Fee: Travel When Traveling: o Only Travel Reps can pay for travel expenses • Travel expenses include: • • Hotel costs Rental costs Gas Tournament entry fee costs

Restricted Fee: Travel 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)

Restricted Fee: Travel Reimbursement: o Each travel representative must submit a Travel Receipt Log 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.

Restricted Fee Use Penalty • • • 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 FY 10 allocation of $6000. They will be penalized $240 of their FY 11 allocation of $5000. Therefore they will be left with $4760 for FY 11

Restricted Fee: Supplemental Requests 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 Form T

SOFAs: Expenditures 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 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/

Endowment account 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

Outside Money 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!!!

Budget Form • Must fill out and turn in by 9/18/13 for first revision • Final submissions due 9/25/13 (2 nd SC meeting)

Contractual agreements 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.

Capital improvement Clubs Eligible • • • Quidditch Disc Golf Boxing Bowling Judo Rock Climbing Ki Aikido Dance. Sport Men’s Rugby Club Alternates • Women’s Ultimate • Jiu Jitsu • Softball

Travel Policies & Documents

TRAVEL REPRESENTATIVES • 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 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

Intent to Travel Form • • 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

Strict travel deadlines!!! BEFORE TRAVEL Must have w-9, EFT, & voided check turned in 1 st 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 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

Recommended Vendors 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)!

Recommended Vendors-Apparel/Gear Francis Sporting Goods Patrick Woods 785 -856 -2189 *104 pwoods@sunflower. com www. francisteamsales. com GTM Rhonda Wright 1008 W. 23 rd Lawrence, KS 66046 785 -838 -3000 *1702 Rhonda. wright@gtm. com www. gtmsportswear. com Ultimate Athletics (UA) Mike Bergkamp 800 -496 -4339 bergkampm@ultimateathletic. com www. ultimateathletic. com

Recommended Vendors-Hotel/Motel 6 / Studio 6 CP 545316 800 -671 -2089 www. motel 6. com www. staystudio 6. com Holiday Inn Katy Mc. Connell 785 -749 -8920 kmcconnell@hulsinghot els. com

Recommended Vendors-Car Rental Premier Auto Co. Ryan Blum 2332 Haskell Ave, Ste A Lawrence KS 66046 (785) 841 -6200 office Business Hours: 8 am-5: 30 pm M-F, 9 am-1 pm Sat

Allocation for FY ‘ 14

Break Time! Be Back in 10 Minutes STRETCH!