Treasury

Latest revision as of 14:22, 25 June 2013

[edit] Accounts

[edit] SGA

SGA money is line-item allocated, which means that money is allocated for specific uses instead of as a lump sum. It cannot be used for lodging. Because the procedures governing SGA money are so rigid, it should be the first to be spend on eligible expenses.

[edit] CRS

CRS money is allocated in a lump sum, but has restrictions on how it can be spent, and it can only be spent through CRS (as opposed to directly from the club). Unlike SGA funds, it can be used for lodging. Since CRS money is subject to restrictions and somewhat hard to use, but not line-itemed, it should be spent second, after SGA money.

[edit] Restrictions

CRS funds cannot be used for:

• Banquets or parties
• Flowers or decorations
• Salaries, wages, or other compensation of coaches, managers, instructors
• Any item that will become the permanent possession of a participant (e.g. warm-up jackets)
• Meals and mileage for officials, coaches, advisors, or spouses
• Gifts or awards
• Reimbursement of expenses incurred by advisors and coaches due to their attendance at out-of-town meetings
• Telephone calls that are listed on officers’ and/or coaches' personal accounts
• Gas or tolls

[edit] Capital One checking

Our Capital One checking account holds all money we obtain from outside of CRS and the SGA (e.g., through dues and tournament hosting). We can pay expenses from our checking account directly using checks or withdrawn cash. Because it is the most flexible, checking account money should only be spent on expenses for which CRS and SGA money cannot be used.

[edit] Foundation

All donations that the club receives go into an account in the University of Maryland College Park Foundation. This money is not subject to the same restrictions as CRS money, but is still spent through CRS instead of directly from the club. We consider the account to serve as an emergency backup, and sometimes use it to pay for some portion of national championship travel.

[edit] Budget Requests

Budget requests are filed with CRS at the end of the season. They require estimates of all costs and income for the upcoming season. As such, they should be filled out by the president and treasurer, with the consultation of the armorer.

CRS and the SGA have separate budget requests that must be filled out, although both are turned in to CRS. In general, the SGA allocates us about twice what CRS allocates, so be sure to file both requests.

[edit] Dues and Travel Fees

We collect dues once a semester. Dues are normally $30 per semester, but can be changed to reflect expected expenses for the season. Dues should be collected from returning members starting about a week into practice, but new members should be given a trial period until they have to pay dues; in the past, new members have not been expected to pay dues until after Chaos.

Travel fees are charged to all fencers competing in away tournaments. The treasurer and the officer organizing travel should determine the travel fee for a given event based on cost of transportation (only personal vehicles are free), distance and number of cars traveling (which determines gas and toll costs) if driving, and cost of lodging. In general, travel fees should be below $30 (with the possible exception of national championships).

[edit] Budgeting

Throughout the year, the treasurer should maintain a budget separate from the budget requests, updating estimates with actual figures as they become available. This will allow the officers to make informed decisions throughout the year.

[edit] Useful Estimates

*Baltimore, Annapolis, Northern Virginia, etc.

[edit] See also

• Fundraising