Club Sports Instruction
Dave Brown, the Club Sports Coordinator in
the Office of RecSports, must approve all financial transactions
for Club Sports prior to submission to the Business Office.
Next
of Kin Lists
A Next
of Kin List must be completed and turned into
the Athletics Business Office as soon as your team members
are finalized and before practice
begins. The list should be updated, in writing, as needed,
throughout the season.
The list should include the student's name, campus address, and campus telephone number, as
well as the name(s), address(es), and home and business
telephone number(s) of the student's next of kin--the person
we should contact in case of emergency.
If any of the parents on the list are divorced, we would
like to know which parent is at the home address. Also,
name the stepparent, non-custodial parent, home and business
phones for each, if applicable. Daytime work numbers
are important, as it is often necessary to reach parents
during the daytime hours.
Travel
Rosters and Itineraries
Travel
Rosters and Itineraries must be filed with the Business
Office at least 48 hours prior to departure from campus.
If necessary, they can be slipped under the door
of the Business Office after hours. Use more than one form
if your travel roster or itinerary form information exceeds
the space allotted.
The Travel Roster/Itinerary must include the names of all
travelers (players, coaches, administrators, etc.); departure/return
dates and times; method of travel; air carrier; flight numbers;
connecting cities; hotel; hotel phone number (direct line);
a coach's cell phone number or number where a member of
the travel party may be reached at all times; city of destination;
playing site; and Club name. The name of the playing site
and the time of competition are very important - make sure
this information is recorded.
Request
for Cash Advance
The Request
for Cash Advance form should be used to request
all team travel advances the team may require. The amount
of cash requested should be computed based on the cash
needs for the trip. Request only the minimal amount
required for the trip. For security reasons, we prefer
that you carry as little cash as practical on the trips.
Alternate methods for payment (American Express Corporate
Card and Traveler's Cheques) are available to cover large
expenses, such as hotels, gasoline charges, team meals,
and emergency needs.
It is recommended that all Cash Advance Requests be submitted
at one time prior to the season . This
will require planning for these needs.
The American Express Corporate Card should be used
whenever practical. Cash requests and usage should be kept
to a minimum. Adequate planning is the key to reducing
the amount of cash needed on trips. When possible, make
advance arrangements with hotels, transportation companies
and restaurants that will direct bill the University or
accept the American Express credit card or Traveler's Cheques.
This will minimize the risk of lost or stolen cash.
All requests for advances must be in the Athletics Business
Office two weeks prior to
your departure date. This is necessary so that the Business
Office can approve the request, submit it to the General
Accounting Office, and receive a check back from that office.
Note that the cash advance is really a check made
payable to the requestor.
Only two Cash Advances can be outstanding at one
time per club team. Expense reports must be submitted before
another advance will be issued.
The first time you send this form to the Business Office,
you must have your team roster attached, as this will be
sent to Accounting for their records. Each Request for
Cash Advance is assigned a A TR Number by the General
Accounting Office. This number should be documented on your
Expense Report to account for the cash advance.
NOTE: Any
money left over from your cash advance must be counted
and turned into the Business Office on
the day of your return or the next business morning.
You should obtain a receipt from the
Business Office for the amount of cash you turn in.
Make sure that the receipt is for the amount
that you turned in! |
Typical cash expenditures for a team trip include:
a. Taxi/Shuttle fares: Most fees for public
ground transportation
b. Tips: Tips for van and bus drivers, hotel
services, taxis, etc. Recommended tip amounts are:
Bus trip: $10 per trip or $ 20 per day, per driver
Luggage handling/valet: $2 per bag
Taxi: 15% of the total cost
Restaurants: 15% (Note that most restaurants already include
this gratuity in the billing for large parties).
Again, hotel bills, meals, transportation, and other expenses
should be paid using the American Express Corporate Card,
whenever practical.
American
Express Corporate Cards
Club Sport Presidents and designated officers will be issued
American Express Corporate Cards in order to minimize the
amount of cash taken on trips. These cards should be used
to pay for all Club hotel charges, gasoline charges, transportation,
meals, etc., that cannot be billed directly to the University.
Each club sport is issued only 1 American Express Card.
Your American Express Corporate Card should be checked
out the day of, or the day before, departure and returned
immediately after arriving back at Notre Dame. See Janice
in the Business Office to sign out your credit card. You
are responsible for securing your card and its usage when
it is in your possession. Your Corporate Card should be
returned to the Business Office on the day of
your return or the next morning , unless you
come back on a weekend, in which case it is due on Monday.
Notre Dame will pay the balance due to American Express
directly. However, the cards are assigned in the names of
the Club Officers, and the Club Officers are responsible
for all charges on their card. All original
receipts from American Express must be turned in with the
corresponding Expense Report for the trip. The
billings from American Express are reconciled to the Expense
Reports prior to payment.
American
Express Travelers'
Cheques
American Express Travelers' Cheques can be issued to Club
officers by the Business Office. Travelers' Cheques should
be checked out and returned just like the Corporate Card,
before and after each trip.
The purpose of Travelers' Cheques is to provide emergency
cash assistance to the team without having to carry large
amounts of cash. Most hotels will cash the cheques, therefore,
a Club officer may carry and cash them as needed. A Request
for Travelers'
Cheques form should be submitted along
with the Request for Cash Advance. Again, it is
recommended that you plan ahead with your advisor and submit
these requests two weeks prior to departure.
The Travelers' Cheques should be signed by the Club officer
when he/she receives them, and secured like cash at all
times.
Sales
Tax Certificates
The University of Notre Dame is exempt from sales tax in
many states. However, each state has different sales tax
forms that must be presented to take advantage of the tax
exemption.
Click here for
a list of states, and the current sales tax status of the
University in that state. If you will be traveling to a
state which affords the University the sales tax exemption,
you should make every effort to take advantage of this discount.
The forms you need to present can be obtained from the Athletics
Business Office. States may require direct payment from
Notre Dame in order to receive the tax exempt discount.
Take this under advisement and plan ahead when possible
to obtain a purchase order or direct billing arrangement
before the trip
Direct
Billing to the University
If you arrange for a hotel to bill the University directly,
the hotel must follow the billing instructions below. Forward
these instructions to the hotel when making arrangements.
Please make sure hotels understand that bills must be formatted
as instructed to ensure prompt payment. Hotels must include
the following:
Individual folios
Total room charges (unless tax exempt)
Total catering charges
Total catering tax
Total catering gratuity
Miscellaneous charges, if any
Total invoice
Please direct these charges to:
University of Notre Dame
Janice Tabb
Athletics Business Office
Joyce Center
Notre Dame , IN 46556
NOTE: If you intend to pay the hotel charges by credit
card, a receipt of payment and all of the items specified
are still required on the hotel bill.
If a hotel or other company requires a purchase order to
make a reservation, complete a Purchase Request
form, obtain approval from the Club Sports Coordinator and
submit it to the Business Office. This form should identify
the number of rooms required, the room rate and the number
of nights.
All direct bills, (transportation, restaurants, hotels,
etc.) must be sent to the attention listed on the Direct
Billing Instructions. Any contracts that these service companies
require also should be forwarded to this address. The Business
Office will then obtain the Athletic Director's signature.
Credit References are available for companies that may
request them.
Tips
Cash tipping is permitted, when necessary. All Club officers
should be aware of the recommended guidelines (see Request
for a Cash Advance above) and conduct tipping accordingly.
The Club Officer responsible should keep adequate records
of all cash tips issued, and should document these tips
in detail on the trip Expense Report.
Transportation
Transportation which is not prepaid by the University,
or billed directly to the University, should be charged
on the American Express Corporate Card. Appropriate documentation
to support the expense (receipt, invoice, etc.) should be
acquired to support the expenditure, and attached to the
trip Expense Report.
Hotel,
meals, and related expenses
If prior billing arrangements have not been made, Club
officers are encouraged to use the American Express Corporate
Card to pay for these expenses. Cash usage should be
kept to a minimum. Keep all original receipts for inclusion
with your expense report.
NOTE: Club members are responsible for all incidental
charges assessed to their rooms . All incidentals,
which include telephone charges, movie rentals, etc., must
be paid before leaving the hotel. Whether the hotel is billing
the University or you are paying by credit card, examine
room charges before check out to identify incidentals and
to ensure that the University is paying for the proper number
of rooms, etc. Club members must pay for their own
incidental charges before the Club checks out of the hotel.
No incidental charges should be included on the bill to
the University.
Regardless of the method of payment, the Club officers
are responsible for obtaining adequate documentation of
all hotel, meal and other trip expenses to support the trip
Expense Report. Explanations of expenditures are required
on the Expense Report.
Completing
the Expense Report
The Expense
Report should be a complete accounting of the expenses
related to the trip, including cash expenses, American Express
Corporate Card charges, and Travelers' Cheques expenses.
All expenses should be documented on the Expense Report.
Original receipts supporting the expenses should be attached
to the Expense Report and turned into the Business Office.
Again, original receipts for charges on the American Express
Corporate Card will be reconciled to the invoice from American
Express when it is sent to us for payment. Properly completed
and approved Expense Reports must be filed with the Business
Office within 5 days of your return.
If any explanations for unusual expenditures are required,
please note them in the Details space on lower left of form,
or in support attached to the Expense Report.
If you have lost or are missing any receipts, the Missing
Receipt Affidavit must be completed and attached to the
Expense Report.
Use the Less: Travel charged on the AMEX Corp Card
, to subtract out the AMEX credit card expenses included
in your report.
The Less: Cash Advance line must subtract the
entire amount of the cash advance received for the trip.
Please include the TR number assigned to the cash advance
on your report.
The Less: Travelers' Cheques used line
should be used to account for any Travelers' Cheques used
on the trip.
The computed balance due the University should equal the
amount of cash turned into the Business Office as an excess
cash advance from the trip. Your receipt for the excess
cash should support this amount.
The Expense Report must be signed by the Club member and
the Club Sports Coordinator before it is turned into the
Business Office.
Payments
for Officials
Due to stringent Internal Revenue Service guidelines, payments
for officials must be broken down into categories of:
GAME FEE
PER DIEM
MILEAGE
This is necessary because only the GAME FEE is taxable
to the Official.
As soon as the game officials are determined, please submit
the following to Janice in the Business Office.
Club
Opponent & Date
Official's Name
Address
City, State, Zip
Social Security Number
Amounts due per relevant category (game fee, per diem and/or
mileage if applicable)
Janice will submit your request to Human Resources. It
is recommended that officials be paid on game day. Payments
for individual services such as officiating are only printed
once a week. Requests to pay officials should be submitted
at least two weeks prior to the date required.
Purchase
Requests
Requests for all team purchases of supplies, equipments,
etc. from outside vendors for items in excess of $25.00
should be placed through the Athletics Business Office using
a Purchase
Request Form as soon as possible. The Business Office
will initiate all purchases. Please do not contact the vendor
yourself and place an order. All Purchase Requisitions submitted
to University Purchasing must be authorized by the Business
Office. Once your merchandise is received, please forward
all invoices, packing slips to RecSports. Eventually all
correspondance from the vendor will be sent to Janice in
order for her to pay the vendor.
Purchase Requests for on-campus purchases at the Bookstore,
Varsity Shop, etc., must also be authorized by the Athletics
Business Office prior to use. Contact Janice with any questions.
Deposits
Revenues generated or received by Club Sports must be delivered
to Janice Tabb in the Athletics Business Office the next
business day. The following information must be presented
in support of the funds to be deposited:
Date: ..................................................................................
Date of revenue generating activity
Description: ............................................................
Source of funds (sales, dues, donation, etc.)
Name: .......................................................................................................................
Club name
Account: .....................................................................................................
Club account number
Cash: ...............................................................................................
Amount of cash for deposit
Checks: ..........................................................................................
Amount of checks for deposit
Total: .................................................................................
Total of cash and checks for deposit
Officers: .......................................
Names and signatures of 2 club officers responsible for
funds
Janice Tabb will issue a receipt for the funds received.
Please deliver a copy of this receipt to the RecSports Office.
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