Athletics Business Office Guidelines
Budget Management
Expenditures
Credit Cards
Travel
Mail
Returned Checks
Record Retention Schedule
Athletics Cellular Telephone Policy

Athletics Business Office Guidelines

The Athletics Business Office facilitates Athletics’ business activities with other institutional units, including Business and Financial Affairs, CSUF Foundation, University Advancement Foundation and Associated Students CSUF, Inc. Included in this section of the Department of Intercollegiate Athletics Policies and Procedures Manual are the items most commonly used in daily Athletics operations, or the preferred alternative when more than one option is available from the institutional units. Detailed policies and procedures for these units are available through the Athletics Business Office.

General Guidelines:

• Cost center managers (i.e., head coach, Sports Information Director, etc.) are to sign for all expenditures for their particular cost center prior to submission to the Athletics Business Office. Expenditures for the Director of Athletics, Senior Associate Director of Athletics and the Assistant Director of Athletics, Business, are to be approved by his or her supervisor prior to processing.
  
  
• Original detailed receipts are mandatory and the responsibility of the individual seeking payment.
  
  
• Meal expenditures require a detailed receipt (not a credit card charge slip) and the names and affiliations (recruit, coach, etc.) of those in attendance.
  
  
• Since the Athletics Business Office is facilitating financial activities with other campus units, plan for a turn around period of up to 10 business days for requests such as purchase orders, checks, etc.
  
  
• While campus policies and procedures are the guiding principles for Athletics business activities, NCAA and conference rules may place further restrictions that are to be followed in addition to the aforementioned. Each Athletics representative is expected to be current in these areas.
  
  
• Campus resources, including credit cards, mail, phones and calling cards, are not to be used for personal or private-camp business.

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Budget Management

The budget planning process begins approximately four months prior to the upcoming fiscal year. Coaches and cost center managers will be asked to justify the total amount requested for their area, including grants, supplies and travel line items. This process is the means for a coach to obtain approvals for competition schedules, additional grants, and funding for projects.

Once the budget is approved, coaches and cost center managers are expected to manage their budgets by maintaining expenditures for each line item within the budgeted amount, unless permission is otherwise granted. Current budget status reports and line item details can be quickly obtained by contacting the Assistant Director of Athletics, Business.

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Expenditures

Purchases exceeding $250, and vendors unwilling to invoice or accept campus credit cards for items under $250, require a completed Equipment Request Form to be submitted in advance with the appropriate signature authorization. Individuals making these requests and the head coach or cost center manager are expected to ensure price and quality meet acceptable standards. Purchases exceeding $1,000 may require three formal bids from vendors prior to proceeding. The Athletics Business Office will notify the requestor of the purchase order, or other method of requisition, to be used to initiate the formal purchase process with the vendor. Office supplies (pens, paper, business cards, envelopes, toner cartridges, etc.) are to be requested through and ordered by the Department Secretary.

For reimbursement for items purchased with personal resources, submit an Statement of Travel Exp/Request for Reimbursement. If this exceeds $250, submit the claim and a memo justifying the reason to the immediate supervisor, prior to submitting it to the Athletics Business Office.

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Credit Cards

University issued credit cards are intended to be used for official business only, primarily for travel expenses, including hotel bills and vehicle rentals, wherever possible in place of requesting a travel advance or reimbursement. Strictly unauthorized uses of the credit card are outlined in the State of California Educational Code, CSUF Business & Financial Affairs and Associated Students Policies and Procedures, and include prohibitions against cash advances and use to circumvent the purchase order process.

Promptly submit monthly statements (which arrive around the first of each month) indicating the nature of the expense (travel, recruiting, etc.), attaching receipts and obtaining signature of the head coach or cost center manager for approval.

Credit card use is ultimately the responsibility of the cardholder and will be reflected on his or her personal credit history. Meeting payment deadlines, resolving billing discrepancies and accounting for unauthorized charges are the cardholder’s responsibility.

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Travel

An Authorization to Travel Form is to be submitted 10 business days prior to travel. Travel advances are to be reconciled and returned within 10 business days of the last travel day. Failure to return advances within 60 days may result in the advance being reported as income on the advance holder’s W-2.

Selection of the travel method (i.e., private car, rented vehicle, charter, etc.) is to be made by the individual traveling, or the group coordinator, and approved by the cost center manager or supervisor. Safety, time away from campus, and budget are factors to weigh in selecting the best alternative.

If a student-athlete cannot utilize official campus travel, a Travel Waiver Form must be completed and submitted prior to departure from Cal State Fullerton. One form is to be completed for each event exception. Cost center managers are urged to use caution in approving these exceptions, as any unusual activity may reflect upon Cal State Fullerton, despite the waiver.

For team travel, itineraries must be left with the Athletics Business Office five business days prior to the trip. If the Team Travel Itinerary form is not used, one may be submitted that is legible and includes the same information.

Ground Transportation

Only drivers authorized by Cal State Fullerton, or charter services, may transport members of the official travel party. Contact the Athletics Business Office to initiate the driver authorization procedure, or for information on charter services.

CAMPUS VEHICLE RENTALS

Cal State Fullerton has a few vans and cars available for reduced-cost rental for authorized drivers on official business. Contact the Athletics Business Office and use the Vehicle Reservation Form to reserve these vehicles.

OTHER VEHICLE RENTALS

For other car rentals the following rental car agencies have contracts with State of California for use by State employees renting cars on official business:

Alamo (800) 732-3232 Corporate #191259*

Budget (800) 527-0700 Corporate #:T434700*

Enterprise (800) 228-2325 Corporate#: CD5260

National (800) 227-7368 Corporate#: 5400321*

Thrifty (800) 367-2277 Corporate #: 001-0190955

*Preferred for Out-of-State Travel (for insurance an other reasons, cars may be rented only from Alamo, Budget, or National when driving outside the State of California).

In order to obtain the special State employee rates, please provide the corporate number when making the booking and retain all receipts for submittal with your travel claim.

For vehicle rentals other than midsize vehicles through the state rate, the collision damage and personal injury insurance options should be purchased upon rental. If a claim occurs and these insurance options were not purchased, the renter becomes liable for the claim, or a personal insurance policy may be utilized to resolve the claim. Note that purchasing the rental with a credit card does not substitute the need for purchasing the insurance options.

For private agency vehicle rentals, insure return vehicles with the fuel level full. Fuel expenses incurred from the rental agency may not be reimbursed.

CHARTER SERVICES

Local bus companies authorized for Athletics use are Gold Coast Tours and Brea Charter. Contact the Athletics Business Office if neither of the companies can accommodate your travel plans.

For charter services outside of Southern California, contact the host institution for referrals. Inquire about safety and reliability records and use discretion in booking these services.

Airline Transportation

Airline travel will be considered for travel destinations east of Las Vegas and north of Fresno. Team travel flights are to be coordinated by the Athletics Business Office. Consult with the Athletics Business Office on all other air travel.

Lodging

Actual hotel room and tax charges will be approved if the costs are reasonable, commensurate with the area, and consistent with the nature and purpose of the program, conference, etc.

Per Diem

Unreceipted per diem for meals is as follows:

The full day per diem is allowed for travel beginning at least two hours prior to 8:00 a.m. and continuing at least two hours past 5:00 p.m. Departure and return times are the on-campus (CSUF) time of departure or arrival.

Post Season Travel

Coordinate all post season travel through the Athletics Business Office. For teams qualifying for NCAA competitions, the Assistant Director of Athletics, Business, or designee will travel with the team to manage on-site arrangements.

Recruiting

Refer to Section 5 of the Department of Intercollegiate Athletics Compliance Manual for detailed recruiting instructions. From a financial standpoint, both on-campus and off-campus recruiting are managed under the same travel policies and procedures as outlined in this manual, with the possible inclusion of a Student-Athlete Host Expense Report when applicable.

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Convention & Other Travel

A head coach or cost center manager may travel to his or her national championship/convention at departmental expense, pending budget availability. The department generally does not sponsor assistants. Exceptions are determined on a case by case basis by the sport’s or cost center’s supervisor.

Travel that results from a coach or staff member performing work away from Cal State Fullerton may be considered for goodwill purposes if each of the following conditions exist: 1) prior written approval is obtained from the Director of Athletics, 2) no remuneration is received for the work (excluding reimbursement for actual expenses), and 3) such travel does not interfere with the performance of the employee’s primary job responsibilities. This could include activities such as clinics, presenting at or holding an office in a professional organization, and support services for international competitions.

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Mail

Campus mail, including express packaging systems, is for official university business only. Personal mailings, including those from private camps, are not to be done through campus mailing resources.

When mailing 200 or more items, utilize the campus bulk mailing system. Envelopes must be placed in zip order (they may be left unsealed) along with a bulk mailing form, available in the Athletics Business Office. This will reduce the mailing expense by approximately half of the regular first-class rate. Plan for an extra five to seven day delivery time using this process.

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Returned Checks

Checks not accepted by the bank and returned to Athletics will be assessed a $25 processing fee. Immediately upon notification of the bad check, collection efforts will begin on the original amount of the check plus the $25 fee. If unsuccessful after 90 days, depending on the amount, it will be written off as a bad debt or legal collection efforts may be enlisted.

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Record Retention Schedule

Athletics’ financial records remain on file as follows:

• Daily activity records, including check requests, purchase orders, credit card statements, deposits and year-end auxiliary statements, are kept on file for the succeeding five fiscal years.
  
  
• Financial status records, including year-end department financial statements and the annual NCAA external financial audit, are kept on file permanently.

Note: This is the record retention schedule for Athletics’ copies of financial records. Official documentation is housed by the appropriate campus agency (Associated Students, Business & Financial Affairs, etc.) according to its policies and procedures.

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Athletics Cellular Telephone Policy

Obtaining a Cellular Telephone

Individuals needing a cellular telephone for job responsibilities are to make a written request to the Director of Athletics. The request should include justification as to why the cellular telephone is necessary and the anticipated use of the phone, including monthly minutes, roaming and long-distance needs.

Set Up and Equipment

Cellular telephone accounts - will be set up by the Athletics Business Office on a university sponsored calling plan. Cellular telephone accounts established in any other way are the personal responsibility of the employee and will not be reimbursed.

Cellular telephone - the free or lowest cost phone available through the calling plan will be provided.

Accessories - a battery, recharging unit and car adapter will be provided.

All other equipment, including additional batteries, upgraded cell phones, replacements and other accessories, are the personal responsibility of the employee.

Covered Calls

The university will pay for the monthly calling plan. Charges beyond the scope of the calling plan, including additional minutes, long-distance charges, roaming fees, charges for replacing equipment, etc., become the personal responsibility of the cell phone user and are to be paid to the Athletics Business Office within 10 business days of the invoice date.

The Director of Athletics may approve charges exceeding the monthly calling plan for out of the ordinary circumstances. To receive such approval, submit a written request to the Director of Athletics along with the invoice from the Athletics Business Office within 10 business days of the invoice date. Include justification for incurring the additional charges.

Calls made from and received on university cellular phones are to be for business purposes only

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