Club Funding

Regardless if funding was generated through fundraisers or through University funding, all organization funding should be used in order to achieve the organization’s goals. Funds cannot be used for private or individual uses such as personal lunches and trips. The Club Treasurer should be aware of all income and expenses and must report the information to the Club President. Misuse of funding should be reported to the Sports & Competition professional staff immediately. Club funds should always be used to benefit the club. Any use of funds that limits this benefit to a few individuals rather than the organization is considered a misuse of funds.

Membership dues amounts vary depending on what the needs are for each organization. The amounts and deadlines are chosen by the club officers based on the number of members, what other forms of income are in place as well as variables such as competition schedules, travel expenditures, equipment needs, etc. Specifics involving the process of determining club dues amount, payment methods, and the reimbursement process should all be included in the club’s constitution. Dues may not be collected on University property according to the University’s Guidelines for Recognized Student Organizations policy.

Clubs must still ask permission before participating in these events. However, these events are typically approved through the program.

• Profit Sharing
• Merchandise and Apparel Sales
• Membership Dues
• Games and Tournaments

Every club has a Tax ID or EIN. These are similar to social security numbers, but instead they are for groups of individuals. It establishes your group as a separate business entity for the IRS. Contact US Bank to acquire this information for the Club account. New clubs should contact the Club Sports Business Manager for assistance in obtaining a Tax ID number.

• All student organizations are separate legal entities from the University of Missouri, and are therefore not eligible to claim the University’s tax exempt status. Your group can apply for 501 (c) (3) tax exemption, but ORG does not recommend it. Many groups come to us each year and let us know that they would like to become non-profits. Very few actually benefit from completing the process. It requires a lengthy application and significant fee ($450-$850 depending on gross receipts) in addition to raising your profile with the IRS. Depending on each clubs situation, the drawbacks can outweigh the benefits.
• Clubs that wish to file a tax exempt status should consult with the Assistant Director for Sports & Competition
• This process is labor intensive and expensive but it can beneficial to clubs that bring in $10,000 or more a year

• Travel is when a club is planning to take a trip in order to attend a game, match, regatta, tournament, conference or an event that relates to the club’s purpose
• Appropriate items to request for travel include:
  • Registration fees, Vehicle Rentals or Mileage, Airfare and/or Lodging
• MCSF will not fund for:
  • Expenses for advisors or instructors/coaches
  • Mileage on rental vehicles
  • Home games/practices
  • Meal expenses

• The general expense portion of the budget is used for resources that the club may need throughout the year
• Appropriate items to request include:
  • National/League membership dues, Rentals, Supplies
• MCSF will not fund for:
  • Food
  • Honorariums
  • Personalized items
  • No shorts, socks, leotards, etc. (sanitary issues)
  • Items not staying with club
  • Advertising and Copy Service/Printing (Exception: Club Banners)
  • Office supplies and Postage
  • Requests for space/fields able to be arranged by MizzouRec Services
  • Gifts and Scholarships
  • First Aid Kits
  • Individual player or coach/instructor fees
  • Non-Essential Equipment

Mandatory for those receiving allocations.

Must:

• Be submitted complete and typed, with documentation
• Submit as an electronic document under Forms on Engage

Acceptable Documentation

• Hotel website printout with # of rooms, room rates and overall total
• Previous year’s hotel receipts/folios with # of rooms, room rates and overall total

Acceptable Documentation

• Google Maps printout showing mileage

Acceptable Documentation

• Website printout with type of vehicles, destination, # of vehicles, vehicle rates, overall total
• Quote from rental company with type of vehicle, destination, # of vehicles, vehicles rates, overall total

Acceptable Documentation

• Flyer with date, place, fee amount
• Email/Letter/Fax from a credible source, such as a tournament official or representative, with date, place, and fee amount
• Previous year’s tournament flyer with date, place and fee amount ONLY when no current tournament information has been posted

Acceptable Documentation

• Letter/Email/Fax from organization official with organization name, and dues amount
• Receipt showing payment of previous years dues
  • Must be for current year

Acceptable Documentation

• Quote/Email/Fax from facility with name and place of facility, # of times reserved, price per reservation, overall total
• Past year’s reservation with name and place of facility, # of times reserved, price per reservation, overall total

• The reimbursement process can take 3-4 weeks. Multiple club purchases in a small span of time can cause the club to run low on US Bank funds while waiting for reimbursements to process.
• Be sure to allow adequate time between when requesting to purchase items from the Assistant Director for Sports & Competition and when the item is needed
• All purchases and reimbursements must be approved by the Assistant Director for Sports & Competition
  • If reimbursement route is required, speak with Assistant Director for Sports & Competition prior to making purchase or sending payment (See Reimbursements)
    • Keep receipts for all purchases as only original receipts will be accepted
    • All reimbursements requests and documents must be submitted to the Club Sports within 30 days of purchase
    • Multiple reimbursement requests for one trip is not allowed (I.E. reimbursing the club one week after the trip, then club member requests reimbursement 3 weeks after trip. Must be submitted at the same time)
    • Personal reimbursement will require individuals to give personal information, including their social security number, to the Business Office in order to set up a new account
• All equipment purchases made from University accounts become the property of the University All equipment must be marked so as to identify it as University property
  • Marking should include Mizzou, or MU and Club name. IE: Soccer Balls: Mizzou Men’s Club Soccer or MU Club Men’s Soccer

• MizzouRec reimburses CLUBS, not CLUB MEMBERS. It is up to the club’s officers to distribute any reimbursements to individual members, when applicable.
• Reimbursement can take a MINIMUM of 3 weeks. Plan ahead and budget accordingly.
• A Competition Form must be submitted prior to club trip in order to be eligible for reimbursement. If the above form is not submitted, the club will not be reimbursed for any expenses incurred.
• Students who work for the university will be direct deposited all reimbursements

• Club members will be reimbursed for mileage at $0.70 per mile when personal vehicles are involved in club travel
  • Since the reimbursement covers wear and tear, only the vehicle owners listed will receive mileage reimbursement
• Mileage is intended to cover “wear and tear” on personal vehicles
• Gas receipts are not necessary to reimburse for mileage
  • EXCEPTION: Boat gas reimbursements do require actual receipts
• For reimbursement, a Travel Expense Form must be signed and initialed (see below).

• A Travel Expense Form is to be completed by the Club Sports Business Manager
• The club/individual(s) seeking reimbursement will then sign and initial the Travel Expense Form to show that they are in agreement with the amount to be reimbursed and the reason
• Only items listed on the Travel Form will be eligible for reimbursement

• Always request an itemized hotel receipt (folio) upon check out and turn into the Club Sports Business Manager
• When an individual is seeking lodging reimbursement, the hotel folio must be in their name
  • IE: Whoever will be paying for the room, their name needs to be on the hotel folio
• “Zero” balance must be shown to indicate that payment has occurred and how it was paid for
• When making reservations, check to see if a direct billing is possible (see below)

• The Business Office can purchase tickets using money allocated to the club
• It is the responsibility of the club to ensure that they have enough funding available to cover the cost of the airfare
• Contact the Assistant Director for Sports & Competition if the club would like the Business Office to purchase airline tickets for the club

• A bank statement is needed to show all proof of purchases (I.e., lodging, equipment, entry fees)
• Only the club member’s name will need to appear on the statement
• White or black out the account number
• If the club member’s name does not appear on the statement, bring it in to the Club Sports Business Specialist and write the member’s name at the top. He/she will initial to acknowledge that the bank statement is the individual seeking reimbursement.

• Clubs and their club members should NEVER sign into any agreement. Student Organizations do not have the authority to enter the University into a binding agreement.
• Contracts are only necessary when renting a facility, other rental space, or equipment
• When renting equipment, please try to use A-1 Rentals, Lindsey Rentals, or US Rents It as the University has contracts set up with these companies
• Inform the facility/company ahead of time that a contract is necessary
• Contract must be in place before the event(s) has occurred
• The Business Office will complete the contract as well as obtain any necessary signatures
• If the usage time or total cost is unknown, the contract will be filled out “not to exceed ‘X’ amount”
• When renting equipment, a requisition must be completed by the Business Office and then Accounting will issue a Purchase Order
• When renting a facility or rental space, an agreement must be set up by the Business Office. The vendor will have to sign two copies of the agreement and both must be returned to the Business Office.
• The Assistant Director for Sports & Competition will notify the Business Office when an agreement or requisition needs to completed
• If you have any questions, please see the Assistant Director for Sports & Competition or the Business Office

• The Club President and Club Treasurer must be signers on the account
  • These are the only members that are allowed to access US Bank club funds
    • Other members may not use the debit card, write checks, etc.
• During officer transition, current/prospective presidents and treasures should meet with US Bank representatives to arrange account signee transfers
• An approval letter signed by the Assistant Director for Sports & Competition is needed for all changes to the signers on the account