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Sport Club Sec/Treas Workshop

Travel & Purchasing Procedures
by UNCW Competitive Sports on 4 February 2014

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Transcript of Sport Club Sec/Treas Workshop

Plan Ahead
Travel Forms/Docs
Trip Request Form
uBusiness
Rentals (Vehicle Request)
Designate a Trip Leader (i.e. Club Secretary)
Person will be responsible for paperwork
Must "sign-off" in uBusiness prior to departure and on all reimbursement requests
Responsible for Club Activity during travel
questions????
Sport Club Secretary/Treasurer Workshop
Travel/Purchasing Procedures Review
Steps to Follow:
MUST IN ORDER TO USE ON CAMPUS FUNDS
1) Shop around, find the best price
2) Get an ESTIMATE/QUOTE from the vendor and ensure they accept Purchase Orders (P.O.s)
3) Submit ESTIMATE/QUOTE for approval.
- All UNCW logos MUST be pre-approved
- once approved, you will receive a PO#
- DO NOT PROCEED WITHOUT THIS!!!
4) PO# will be sent to vendor, and production may begin.
5) When order is received, get an INVOICE
(shows amount due) and submit it to the sport club office.
Travel Procedures
Purchasing Procedures
Complete the Travel Request form and turn it in at least 10 Business Days prior to travel
allows for corrections/additional info
Requires additional documentation
1) Proof of Confirmation (email/print out)
2) Hotel Occupancy Form (Google.doc)
- Fill out w/full names of people in each room
Keep ORIGINAL receipts!!!
Should show
1) price per gallon
2) credit card info (last 4 digits)
3) your name (sometimes)
4) date (must be within approved trip times)
Requires more documents to get reimbursed, easiest if check written directly to host club
1) Need email/receipt/confirmation
2) Should include who we write the check to & address it needs to be sent to
3) Checks ONLY AFTER TRIP
note: can pay using credit card (Travel Request Required)
Vehicle Request Form (Rental Vehicles)
Must be submitted in order to use on campus funds
BE SURE TO INCLUDE CONFIRMATION NUMBER
Must also include QUOTE/INVOICE
Only covers rental, NOT additional insurance
1)
3)
2)
4) Delivery/Pick-up
5) Invoice/Bill
Other Items:
http://uncw.edu/controller/documents/PettyCash120bf.pdf
Independent Contractor
(Coaches/Officials)
Must be done prior to service

Same steps as purchasing equipment
- only addition, another form (independent contractor)
Determine agreed "wage" for billing
(i.e. $60/game, $40/coaching session)
THIS DOESN'T MEAN YOUR CHECK IS READY FOR PICKUP!!!!!
YOU MUST WAIT FOR THIS EMAIL FROM ME!!!
Brian Stelzer
(o) 910-962-7758
stelzerb@uncw.edu

Brian Stelzer
(o) 910-962-7758
stelzerb@uncw.edu
Gas Card:
1) Must be picked up from SRC Main Office
2) May ONLY be used with Rental Vehicles
3) Person responsible for picking up/using card
MUST attend the travel meeting
- additional information when picked up
Receipts/Reimbursement Requests
- Due within 10 business days of return date
- All requests MUST be turned in together
- Late requests may incur -5 budget points for each day late
See the full transcript