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Student Managers

Athletics Business Office. 2. Introduction. Responsibility

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Student Managers

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    1. Student Managers 2005 - 2006

    2. Athletics Business Office 2 Sr. Mgrs have learned policies & procedures involving $; responsibility to teach jr. mgrs. (keep documentation/notes), keep accurate records of expenses, timely return of $ & amex card (expense report can follow once completed), plan ahead (cash advances turned in early, assure establishments accept amex), use the web site & help us to make it more functional w/ suggestions ask questions! Bus. Office Role facilitate/help mgrs. do their jobs. 8:00-5:00 Kristal 1-4843 (cash advance & trav cheque requests & pick up, amex card sign-out, itinerary & roster) Sandy 1-5209 (travel expense reports, recruit host $) Heidi 1-8087 (Hotel/transpo contracts) Bev 1-8872 (summer camp expenses) Janice 1-7247 General # 631-8112Sr. Mgrs have learned policies & procedures involving $; responsibility to teach jr. mgrs. (keep documentation/notes), keep accurate records of expenses, timely return of $ & amex card (expense report can follow once completed), plan ahead (cash advances turned in early, assure establishments accept amex), use the web site & help us to make it more functional w/ suggestions ask questions! Bus. Office Role facilitate/help mgrs. do their jobs. 8:00-5:00 Kristal 1-4843 (cash advance & trav cheque requests & pick up, amex card sign-out, itinerary & roster) Sandy 1-5209 (travel expense reports, recruit host $) Heidi 1-8087 (Hotel/transpo contracts) Bev 1-8872 (summer camp expenses) Janice 1-7247 General # 631-8112

    3. Athletics Business Office 3 Student Manager Program Purpose Athletics Business Office Web Site Meal Allowances (per diem) AmEx Corporate Meetings Card Athletics Bus/Van Use Quiz

    4. Athletics Business Office 4 Purpose & Expectations Understanding of fiscal policies/procedures Compliance with ND, NCAA and IRS Processing equality between teams Uniform reporting http://www.nd.edu/~abusines/manager/introduction.shtmlhttp://www.nd.edu/~abusines/manager/introduction.shtml

    5. Athletics Business Office 5 Athletics Business Office Online Online Guidebook Printable Forms Links to current rates Per Diem Rates Mileage Rates Currency Converter www.nd.edu/~abusines New Forms expense report form / foapal budget numbers (get from coach) Per Diem Rate: Requested on cash advance form at least 2 weeks prior can be turned in at start of season-more next page Mileage: $.40.5 per mile / mapquest New Forms expense report form / foapal budget numbers (get from coach) Per Diem Rate: Requested on cash advance form at least 2 weeks prior can be turned in at start of season-more next page Mileage: $.40.5 per mile / mapquest

    6. Athletics Business Office 6 Meal Allowances (Per Diem) Daily Percentages Issuing Per Diem Post Season Allowance Break Periods When requesting, list all uses for $ on cash advance form. Only 2 cash advances outstanding at a time (exp rep not submitted) 20% breakfast, 30% lunch, 50% dinner Signatures each issuance , every athlete + mgrs for each day issued / $2 less max for athletes / coaches not to be included Post season (NCAA) incidental allowance request 2 wks prior for max amount of time whether youre guaranteed a trip or not Break Periods plan ahead, know when dining halls will close, must be a purpose for an athlete to stay (ie. Competition, training) Request per diem or schedule meals through food services Expense Report X in cells where per diem was issued (new exp report slightly different) When requesting, list all uses for $ on cash advance form. Only 2 cash advances outstanding at a time (exp rep not submitted) 20% breakfast, 30% lunch, 50% dinner Signatures each issuance , every athlete + mgrs for each day issued / $2 less max for athletes / coaches not to be included Post season (NCAA) incidental allowance request 2 wks prior for max amount of time whether youre guaranteed a trip or not Break Periods plan ahead, know when dining halls will close, must be a purpose for an athlete to stay (ie. Competition, training) Request per diem or schedule meals through food services Expense Report X in cells where per diem was issued (new exp report slightly different)

    7. Athletics Business Office 7 AmEx Corporate Meetings Card Purpose & Use Replace Direct Billing Eliminates risk of paying unallowable incidentals Responsibility to review & provide bill to Athletics Business Office CMC vs. Direct Billing ideally replace other forms of payment Contract will specify allowable expenses eliminates potential eligibility issues Mgr review bill (charges may not exceed initial contract & form) & return original bill to B.O. No athlete incidentals. No need to reflect on an expense report / Role of the B.O. to pay Amex billCMC vs. Direct Billing ideally replace other forms of payment Contract will specify allowable expenses eliminates potential eligibility issues Mgr review bill (charges may not exceed initial contract & form) & return original bill to B.O. No athlete incidentals. No need to reflect on an expense report / Role of the B.O. to pay Amex bill

    8. Athletics Business Office 8 AmEx Corporate Meetings Card Completing the CMC Form Hotel Contract Copy of card if required Sales tax exemptions Form & Instruction online CMC form & procedure / calculating expected charges (contract for rooms & meals) / sales tax exemption by state online & exemption forms in files / Coachs signature on contract Need complete folio reflecting Amex charges upon return. Assure charged to CMC card -x4006CMC form & procedure / calculating expected charges (contract for rooms & meals) / sales tax exemption by state online & exemption forms in files / Coachs signature on contract Need complete folio reflecting Amex charges upon return. Assure charged to CMC card -x4006

    9. Athletics Business Office 9 Athletics Bus/Van Use Contact Lefty Smith 631-5020 100 Loftus Sports Center Policy & Form Available Online two 23-passenger vans / Reserve prior to season at least 2 weeks ahead & provide drivers w/ intinerary & travel roster/ include name of university driver & their tip on expense report in Detail area for tax purposestwo 23-passenger vans / Reserve prior to season at least 2 weeks ahead & provide drivers w/ intinerary & travel roster/ include name of university driver & their tip on expense report in Detail area for tax purposes

    10. Athletics Business Office 10 Additional Responsibilities NCAA Expense Report Available on ncaa.org Complete & return within 30 days of competition Copy to Business Office Dining Hall Meals & Off-Campus Athletes Copy Heidi on Food Services requests Include participants & price Gatorade Mandy Clark, Loftus, 1-3005

    11. Athletics Business Office 11 Break Periods & Post Season Per Diem over Break Periods Extra $10 day allowed over fall, Christmas & spring breaks NCAA Expense Report Available on ncaa.org Complete & return within 30 days of competition Copy to Business Office

    12. Athletics Business Office 12 Student Manager Quiz 1. When should the Next of Kin list be turned in? As soon as the team members are finalized & prior to practice 2. True or False? Student athletes must sign for their per diem every time that it is issued. True 3. What percentage of a per diem should be attributed to each meal? Breakfast 20%, Lunch 30%, Dinner 50%

    13. Athletics Business Office 13 Student Manager Quiz 4. How many cash advances may be outstanding at one time per team? Two 5. What is the preferred method of payment for team travel hotel charges? American Express Corporate Meetings Card 6. True or False? Coaches may receive a meal allowance or be reimbursed by a managers cash advance for individual meals. False

    14. Athletics Business Office 14 Student Manager Quiz 7. How many copies of a completed expense report should be turned in to the Business Office? Two, the original + one copy 8. What should you do if youve lost an original receipt? Complete a Missing Receipt Affidavit & submit with your expense report 9. True or False? Student host money may be issued directly to a recruit on an official visit. False

    15. Athletics Business Office 15 Student Manager Quiz 10. When submitting an expense report for student host money what must accompany it? A copy of the Student Host Statement (original to compliance) 11. When should a Request for a Cash Advance Form be submitted to the Business Office? At least 2 weeks prior to the scheduled trip 12. Travel Rosters & Itineraries must be completed prior to each trip. Where should they be filed? The Athletics Directors Office, your sports administrator, Sports Information & the Athletics Business Office

    16. Student Managers 2004 - 2005

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