BUDGETARY REQUESTS:

Budgetary requests must be submitted by April 10th of each year for the next year’s activities. Treasurers will receive an excel budget document to fill in and return to the Club Sports Director via e-mail attachment.

BUDGETARY TIME FRAME:

The Carleton College Club Sports budgets operate on a nine-month term. This term commences on September 1 and terminates on June 10. Therefore, all budgetary transactions must be completed by the last day of June. NO PURCHASES, REQUESTS, OR TRANSACTIONS WILL BE COMPLETED AFTER THIS DATE. THERE WILL BE NO EXCEPTIONS.

GUIDELINES FOR USE OF COLLEGE FUNDS:

The following information outlines what Club Sports expenses may be absorbed by the CSA Club Sports’ Allocated Funds:

(1) Travel:

(a) Allowable Expenses include the daily rental fee, vehicle insurance and mileage charges.

(b) Non Allowable Expenses include vehicle fuel.

Although it is possible, Club Sports are not encouraged to pool their members’ vehicles to cut their travel costs. If personal vehicles are used then each Club Sport must comply with the use of personal vehicle guidelines found in section (III), item 7).

(2) Speakers/Instructors/Coaches:

(a) Honoraria:

The purpose of an honorarium is to cover the expenses incurred by a speaker, coach or guest instructor, coming to address the club’s membership. In addition, it is to provide a small token of appreciation for the person’s donation of time and energy to a Club Sport. It is not a wage for the speaker or coach.

If a club wishes to give more to a speaker, coach or instructor, it must use its own self-generated funds. Where a club wishes to bring in a major speaker, it should approach the Club Sports Council for additional support.

(b) Maximum Honoraria:

(i) Speakers: ($100.00/year)

(ii) Instructors/Coaches: ($300.00/year)

(3) Hosting Expenses:

Hosting expenses are expenses incurred in the providing of some food and beverages (normally coffee/juice and bagels/muffins) during the presentation by a guest presenter. Hosting expenses are not to be used for alcoholic beverages or any club social function (self-generated funds must be used). In addition, this money cannot be used for accommodation or travel expenses incurred by a guest presenter.

(4) Equipment:

(a) Audio-visual Rentals: The category covers both the rentals of equipment as well as films, records, and tapes to be played on them. Whenever possible, a Club Sport should obtain audio-visual equipment from media services.

(b) Equipment Repairs: If it is apparent that equipment was misused or deliberately broken, no money will be made available to repair the equipment. The club will be responsible for the cost of repairs. This money will come out of the clubs self-generated funds. The ongoing maintenance of equipment is the responsibility of the club.

(c) Equipment Purchases: This category covers the purchase of all new pieces of equipment. Of course, given the nature of the Club Sports, requirements for equipment purchases will vary. This factor will determine the level of funding each club receives. A detailed breakdown of the exact cost and purpose of the equipment purchases will be required in the budget form.

ALL EQUIPMENT PURCHASED FOR CLUB SPORTS USE, AS AN APPROVED BUDGETARY ITEM REMAINS THE PROPERTY OF CARLETON COLLEGE. STORAGE OF THIS EQUIPMENT MUST BE AT THE COLLEGE AT ALL TIMES.

(5) Publicity:

Clubs will be expected to make use of the Publications Office as their first choice for producing publicity. Examples of publicity expenditures are the advertising of events and the production of information sheets.

(6) Office and Stationary Expenditures:

Stationary expenditures shall be such items as binders, receipt books, paper clips, etc. Office expenditures may also include postage, long distance phone calls, etc.

(7) Rental of Facilities:

Most Club Sports will be able to find space for practices and activities on-campus, but some will be forced to seek facilities off-campus due to the nature of their club’s activities. For these clubs, a rationale must be given in the budget request as to why any particular set of facilities have been chosen and justify their costs.

Clubs may book college classrooms for meetings, etc. This is done through Campus Activities.

(8) Tournament and League Entry Fees:

Tournament entry fees should be covered by the individual club fund.

(9) Membership, Affiliation and Officiating Fees:

Membership, Affiliation and Officiating Fees should be covered by the individual club budget.

OTHER IMPORTANT FINANCIAL CONCERNS:

The Treasure/Captain can request a detailed statement showing all transactions involving their funds account at any time from the Director of Club Sports. Statements can be sent out bi-monthly upon request. Each Club Sport is responsible for verifying the accuracy of their statement.All requests for expenditures involving self-generated funds will be checked against the clubs account balance to ensure adequate funds have been deposited. ANY REQUEST FOR EXPENDITURES WHERE ADEQUATE FUNDS HAVE NOT BEEN DEPOSITED WILL BE DENIED.

(1) Club Deposits:

All money collected by each Club Sport must be deposited into the club account. This is done through the Business Office (basement of Leighton), Monday through Friday, 8:30 a.m. to 4:30 p.m.Violation of this will result in an automatic loss of all Club Sport privileges. Please retain all deposit receipts.

(2) Accessing Club Funds:

Accessing Club Sports money (CSA allocated) must be done through the Club Sports Director. This process takes up to two weeks to complete. Therefore, requests must be made at least two weeks in advance.

(3) Club Deficits:

Any club that incurs a deficit from the previous year will need to clear that deficit before it can operate as a club in the following year. There will be no exceptions to this rule. The club will not be eligible to access any of the Club Sports privileges until the deficit is cleared.

(4) Carry Overs:

Self-generated funds left over at the end of one budget year may be carried over to the next budget year if the club outlines how the money will be spent. If a reasonable written outline of expenditures is not provided by the club then the funds will be carried over to the General Clubs account. No college allocated funds will be carried over.

(5) Donations:

In order for a club to accept donations, clubs must insure that they receive gifts according to the donor’s specification. In order for the donor to receive a tax receipt, the club must have the donor’s name, address and what the donation is specifically for. In addition, the donation must be a minimum of $25.00. Questions about donations should be directed to the Club Sports Director.

(6) PROCEDURE FOR REQUESTING ADDITIONAL FUNDS (Appendix O)

This is what your club will fill out if you need to request additional funding.

· Travel funds. It includes a section for explanation of your request, as well as an itemized list of expenses.

· Each week, the executive officers will meet during Thursday's common time to go over any requests received by 5pm Tuesday.

· If an executive officer is a member of a club requesting funds, he or she will not vote on funding for that club. Instead, another council member will be asked to take his/her place in the vote

· No more than $1000 will be awarded to any club in any given term.

· The executive committee will award funds only upon a unanimous decision.