University of Oregon
Club Sports Council
Budget Process Information
Club Council Training-Budget Prep May
2015
Agenda
1. Overview of Club Sports Funding
2. Overview of member club distribution
processes
3. How to develop a projected club
budget for 2015-16
4. End of Year Reminders
5. Questions
Club Council Training-Budget Prep May
2015
Learning Outcomes:
As a result of attending this session, a club
officer will be able to:
1.
2.
3.
4.
Describe how their club is funded.
Access resources and strategies reviewed in this
session to participate in the annual budget
preparation process.
Construct a projected operating budget, which
outlines club expenses and income to Club Sports
Office (via Org Sync) by June 5.
Operationalize their budget, making appropriate
adjustments during the year
Club Council Training-Budget Prep May
2015
How is the
EMU’s Club Sports Program
funded?
Club Council Training-Budget Prep May
2015
FAQs
What is the Incidental Fee (I-Fee)?
The Incidental Fee is a fee paid by every student through
their tuition, and helps fund various student programs. The
incidental fee funds programs that promote students cultural
and physical development, from student unions to
intercollegiate athletics to childcare. Fee funding for
programs is determined through the democratic process
within the ASUO.
Source: http://uoregon.orgsync.com/org/associatedstudentsofuo/IFEE
Club Council Training-Budget Prep May
2015
Incidental fee budget
Erb Memorial Union Budget
Club Sports Budget
Club Sports is budgeted $183,000 to distribute to member
clubs thru allocations to assist with operating costs in 2015-16
Club Council Training-Budget Prep May
2015
year
Club Council Training-Budget Prep May
2015
What is an Allocation?
Allocation--a sum of money
allotted for a specific use by
official or formal action
(Merriam-Webster.com)
Club Council Training-Budget Prep May
2015
What is a Starting Allocation?
Key Facts
a. Based on information the club provides in
their projected budget.
b.Distributed during the summer
c. Funding is focused on core operating
expenses
d.Clubs receiving a starting allocation are
expected to fundraise 15% of that amount
by the end of the year
Club Council Training-Budget Prep May
2015
What is meant by CORE
EXPENSES?
Your club’s starting allocation is designed to assist specifically
with:
1. League/association dues
2. Ground transportation support to regular
season, regional events
3. Event entry fees
4. Home event support
5. Team equipment –nets, goals, balls, pads, etc.
6. Administrative expenses officials fees, tape,
event flyers, etc.
Club Council Training-Budget Prep May
2015
If a club receives $1000 starting
allocation, how much will they
be expected to fundraise?
15% of $1000=$150.00
Club Council Training-Budget Prep May
2015
Example….
Kickball Club FY16 I-fee allocation
FY15 Incidental fee allocation
Governing body dues
$
$
Postage
Printing
Motor pool support
$
$
Note:
FY15=7 events; 25 members
Fundraising requirement
Available starting allocation
4,071.00
100.00
9.3.14kg
Reference
National Kickball Association
32.58
1.56
4036.4
696Bellingham, WA
715.4Bozeman, MT
244.5Corvallis, OR
634.5Ellensburg, WA
869Pullman, WA
877Walla Walla, WA
611
3460
Club Council Training-Budget Prep May
2015
FY14CSL
FY14CSL
FY16 projected budget
FY16projected budget
FY16 projected budget
FY16 projected budget
FY16 projected budget
FY16 projected budget
What kind of operating costs does a starting
allocation not support?
I-fee allocations are NOT to be used for the
following expenses*
1. Equipment considered for personal use
(shoes, bicycles, hockey sticks…)
2. Food and beverages
3. Trophies and awards
4. Team shirts
5. Items that are to be bought in order to
be sold as a fundraiser for team
6. Paying coaches
Club Council Training-Budget Prep May
2015
How is my club supposed to pay for other
stuff?
Any expenses that EXCEED the club’s
starting allocation, or fall into these
categories--please plan on other forms of
income to support these expenses
(member dues, fundraising activities,
etc.)
Club Council Training-Budget Prep May
2015
Club Council Training-Budget Prep May
2015
What if my club does not
receive a starting
allocation, or our starting
allocation is not enough?
Club Council Training-Budget Prep May
2015
Other Forms of Financial
Assistance
1.Secondary Allocation Request
2. Equipment Fund
3. Club Sports Advisory Board (Exec) Fund
Club Council Training-Budget Prep May
2015
Secondary Allocation Fund
Fund focus: items outlined in starting allocation
process (priority-travel/event support)
Review process: Requests are reviewed Week
3-5 of Fall & Winter Term
Club Council Training-Budget Prep May
2015
Equipment Fund
Fund focus : team equipment
Review process: Requests are reviewed end of
fall and winter term
grants up to $1500
Club Council Training-Budget Prep May
2015
Club Sports Advisory Board (Exec)
Fund
Fund focus : post-season events; priority to
post-season events requiring qualification
Review process: reviewed as received (starting
in October)
Note: allocations are to help partially off-set
expenses. They will usually not support 100% of
your club’s costs
Club Council Training-Budget Prep May
2015
How does my club know
which “fund” to apply to?
You don’t!!! Focus on communicating your
needs, submit a supplemental request.
We’ll do the rest!
Club Council Training-Budget Prep May
2015
Other Forms of Financial
Assistance
1.Secondary Allocation Request
2. Equipment Fund
3. Club Sports Advisory Board (Exec) Fund
More info in the fall….
Questions?
Club Council Training-Budget Prep May
2015
So What?
If your club wants to be considered for
incidental fee funding assistance (starting
allocation)
BUDGETS WILL BE DUE FRIDAY, JUNE 5
Club officers will be notified later in summer of their allocation so they can plan
member dues and fundraising activities accordingly.
Club Council Training-Budget Prep May
2015
When You are Preparing a Budget…..
How much will
your club
operations cost in
2015-2016
Where do I find this info? HELP!!
What will your
organization do
to help fund
activities?
What are your
club’s priority
events,
equipment, and
wishlist items?
Club Council Training-Budget Prep May
2015
$182,00 is will be distributed to member clubs
to provide their club with financial assistance
in 2015-16
But….
Member clubs spent $847,994 last year!
Whoa!!
Show Me the
MONEY!!!
Club Council Training-Budget Prep May
2015
Accounting deals with recording,
summarizing, interpreting and
reporting financial transactions.
Accounting asks questions such as:
•Did we generate revenue? How?
•Where did we spend our money?
Budgeting is mostly about
predicting the future. Organizations
need to look into the future and
predict the financial consequences
of club decisions.
Budgeting asks questions such as:
•Where will our income come
from?
•What money will we need to
expend?
•What are the priorities for our
club?
Club Council Training-Budget Prep May
2015
Club Council Training-Budget Prep May
2015
RESOURCE #1 : Rate sheets can help you predict on campus
facility fees and motor pool charges….
Club Council Training-Budget Prep May
2015
RESOURCE #2 : Use the motor pool calculator worksheet to help
you determine motor pool expenses.
Club Council Training-Budget Prep May
2015
RESOURCE #3: Your club’s financial history! Club Sports ledgers can easily be
cleaned up and transformed to be a tool that helps inform your budget
preparation by sorting the columns by expense and income category…
Club Council Training-Budget Prep May
2015
RESOURCE # 4:
Use the trip cost estimator to summarize your anticipated
travel expenses….
Your trip cost estimator MUST be attached to your ANNUAL REPORT/BUDGET
form when you submit it.
Club Council Training-Budget Prep May
2015
PRIORITIZING TIPS
Building your “Club Cake”
THEN plan for the extras. How
Plan for your basics.
much do your wishlist items
A plain, yet functional club cake.
cost?
is perfectly fine.
You can plan for plain club cake
or a frosted club cake. It’s up to
you
Club Council Training-Budget Prep
May and your members!
2015
Wrap UP
1. Review the information in the materials.
2. Do your research.
When you aren’t sure of future expenses, review
your ledgers for historical information.
3. For full consideration, submit your Annual
Report & Anticipated Budget on Org Sync by
Friday, June 5th.
Club Council Training-Budget Prep May
2015
Learning Outcomes:
As a result of attending this session, a club
officer will be able to:
1.
2.
3.
4.
Describe how their club is funded.
Access resources and strategies reviewed in this
session to participate in the annual budget
preparation process.
Construct a projected operating budget, which
outlines club expenses and income to Club Sports
Office (via Org Sync) by June 5.
Operationalize their budget, making appropriate
adjustments during the year
Club Council Training-Budget Prep May
2015
Did You Learn Anything?
Describe how your club is funded.
Membership dues
Fundraising activities
Philanthropic donations
Club Sports allocation
To be fully considered for a starting allocation, when does your
budget need to be submitted?
Describe “operationalizing” a budget….
Club Council Training-Budget Prep May
2015
Final Budget-Related Questions????
Email: [email protected] if you have budget preparation questions.
Club Council Training-Budget Prep May
2015
Club Sports Member Survey
Important Dates
May 24-June 19 Encourage members to respond
Banquet
May 30
2015/16 Budgets Due
2015/16 Annual Club
Registration Begins!!
Friday, June 5
July -August
More info will be available
spring term
Register for Club Info Fair
Register Club Officers
Register Coaches
Tell new officers to watch their
email in the summer for more
information!
Club President Orientation
Sunday, 9/27
(tent)
Please hold date—this is
mandatory training. More info in
the summer!
Club Council Training-Budget Prep May
2015
Final Reminders…..Good site to direct new members to during the summer
months….
Club Council Training-Budget Prep May
2015