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 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) CANNOT BE PAID UNTIL AFTER THE TRIP 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