Club Sport Travel/SGA Allocations 2018-2019 Travel: Using SGA Funds - - PowerPoint PPT Presentation

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

• f 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
• n 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
• f 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