Club Sport Travel/SGA Allocations 2018-2019
Travel: Using SGA Funds • SGA Financial Paths - Link – Apply for funding AT LEAST 4 WEEKS BEFORE the date of your event • SGA ONLY appropriates funds to SPECIFIC events – Campus Recreation may process non-event-specific fees (i.e. league fees) • SGA DOES NOT reimburse events that have been held in the past • SGA DOES NOT fund routine meetings or anything that does not comply with University policies or federal, state, and local laws
Travel: Using SGA Funds • SGA Event Application – Submit AT LEAST 4 WEEKS PRIOR to travel: Link – Complete ASAP, if able! • Per SGA, 2 officers must attend Leadership Summit to receive funding
Travel: Using SGA Funds Application • Club Name, event name and description, start and end date, location – Number of members attending – Itemized costs – Off-campus: fuels, car/van rental, lodging, event registration • On-campus: officials, athletic trainer and/or police, parking for officials • Police $25-$45 per hour (minimum 3.34 hours) YSU Police are required to be present 2 or more non-YSU teams are competing, and at all events where money • is collected. Athletic Trainer - $30 per hour Parking - $5, or $20 on Home Football days Charge when hosting home event? • How will the event benefit YSU and the student body – Organization information: contact name, number, email, advisor (Tessa, tdpadilla@ysu.edu, 330-941- – 2239), members, EIN Number (Employer Identification Number)
Travel: Using SGA Funds • Attend appropriation meeting – * If sending someone other than the individual who submitted the application, prepare them. You will be contacted with information about meeting time and date; come prepared to discuss the following: • Event Information • What is the purpose of your event? • Have you raised money toward this event? If so, how much? • Activities in which your organization has participated during previous and current academic years. This may include, but is not limited to: community service, new member drives, seminars or speakers attended on campus, etc. • How would your event/trip benefit YSU and the student body? • Any additional information you would like to share.
Club Sport Travel Using SGA Funds • Attend Legislative Body Meeting – Mondays @ 4:00pm bi-weekly • Not required, but highly recommended. • 30 second overview • Receive Confirmation of Funding – After vote and approval, an email will be sent from Office of Student Activities and the Financial Affairs Committee – Includes *NEW* Travel/Event SGA Appropriation form
Travel: Using SGA Funds • Complete *NEW* SGA Appropriation Sheet • Determines which member plans to pay for what • Itemizes for future Concur inputs • Sent by SGA to Appropriation recipients, copies located on Club Sports website
Club Sport Travel Using SGA Funds Schedule meeting with Jeff, CS Travel Supervisor to review travel • Concur forms for those being reimbursed – Trip Leader Packet – Check List, Travel Authorization Form (3pgs) • Complete for EVERY trip, turned in AT LEAST 1 WEEK PRIOR to travel • Participation, medical, and travel waivers for all travel participants – Completed by all members, pulled from CS Office for trips • Travel request submitted and approved – No reservations or charges should occur prior to submitting and approval of travel request – A Travel Request ID will be generated – Rental Car Reservation – Enterprise (330)743-2205 – Completed by CS Staff – Travel Request ID and trip leader name on all reservations/receipts – $25 Early Start Program – Pick up at 4:30 – Drivers must have copy of license, MVR Statement and proof of car insurance on file with CS Office – The driver must be at least 19 years old and hold a valid driver’s license. – Hotel Reservation - Travel Request must be submitted for each individual paying for hotel! – Event Registration – When possible, Campus Rec will cover the cost up front and complete a budget transfer from SGA – Confirm who is traveling to create travel roaster and emergency contact list – Copy is sent to Club Sport Staff, Director, VP Student Affairs and Travel •
Travel: Using SGA Funds • Trip Leader – Pick-up Trip Leader packet • Includes Travel Roster/Emergency Contacts, Authorization for Emergency Medical Treatment, and Travel Authorization forms for each traveler • Kept with trip Leader at all times!
Travel: Using SGA Funds • Pick up rental, attend trip, have an amazing time, represent YSU, take pictures – Park vehicles left on campus in M53 Lot – Notify parking: Link
Travel: Using SGA Funds • Post-trip responsibilities – Drop off rental – keys can be given to University Police if needed – Event Summary: Link – Injury Report (If Needed) - Link – Turn receipts into club sport staff • Valid receipts include: date, amount, merchant information, method of payment, itemized information for hotel and food. • In order, by date and label with club name & who paid • Names need to match who is being reimbursed • If itemized receipts are not provided by merchant within two weeks of request, please notify staff – WE CAN HELP! • If issues arise, please communicate with Staff within 30 days to assist, if possible
Events: Using SGA Funds • SGA Event Application – Submit AT LEAST 4 WEEKS PRIOR to travel: Link – Complete ASAP, if able! • Per SGA, 2 officers must attend Leadership Summit to receive funding
Events: Using SGA Funds Receive confirmation of funding • After vote and approval, an email will be sent from Office of Student Activities and the Financial Affairs Committee • Includes *NEW* SGA Appropriation Form –CS Event Details
Events: Using SGA Funds • Complete a Home Event Request Form – Determine events needs • Reservations • Personnel: Police & Athletic Trainer • Parking • YSU Guest Fact Sheet • Officials • Club Sports Monitor • Schedule meeting with Jeff, CS Travel Supervisor to review event
Events: Using SGA Funds • Post-event responsibilities – Event Summary: Link – Injury Report: Link • Turn receipts into CS Staff • Valid receipts include: date, merchant information, method of payment, • In order, by date and label with club name & who paid • Names need to match who is being reimbursed • If itemized receipts are not provided by merchant within two weeks of request, please notify Staff • If issues arise, please communicate with Club Sport staff within 30 days to assist, if possible
Proper Documentation • DUE BY 9/14 (or prior to any travel!) • Concur Travel - Link • Motor Vehicle Record Statement - Link – Copy of driver’s license and insurance card – Rostered participant list and emergency contacts
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