Types of Club Sport Bank Accounts

On-Campus

1. GVSU Agency Account that holds dues, payments, GV allocations, sponsorships, and earned money.
2. GVSU Restricted Account that holds donations and gifts.

Off-Campus

1. Are prohibited
   • In rare cases an off-campus account may be granted with approval by Club Sports Administration

Club Sports that mismanage funds are subject to disciplinary actions and may lose privileges or club may experience a change in status.

On-Campus Bank Account Tips:
Clubs may use or check out a University Purchasing Card to pay for expenses from their Agency account. Check-out requires prior approval from a Club Sports Administrator and 24-hour notice. 

• Allocations or awarded funds from the Club Sports Executive Council or Club Sports Administration will be deposited into Agency Accounts. Any unused awarded funds will be returned to the Club Sports designated fund at the end of each winter semester.
• All expenses should be planned for payment a minimum of two weeks in advance.  Please see the PURCHASING section for details on making a purchase.
• Any purchase over $4,999 requires a requisition and purchase order and must be set up with club sports prior to purchase.  Estimates, quotes, and bids are required.
• Paying an individual 
  • Please contact Club Sports as soon as you are aware these services will take place. 
  • See PURCHASING section for details on paying an individual.
• Agency and Restricted funds cannot be used for cash advances, alcohol, furniture, IT equipment/hardware/software, gift cards, and a variety of other categories.  Please see the Restricted Purchases section on the purchasing website for a full list.

It is required that all expense receipts and documentation be submitted via their team-specific Google folder immediately following a purchase via process included with a club card. 

Clubs may need to deposit money into Agency Accounts from off-campus accounts to cover expenses as agency accounts cannot operate in a deficit.

Off-Campus Bank Accounts (With Approval ONLY)

• Pre-approved annual budget is required
• Coaches are not allowed to be on this account but are encouraged to be aware of the club's budget to assist with advising. Coaches cannot have any authority over the account under any circumstances.
• At least two club officers are required to be on a club's off-campus account, and checkbooks/debit cards should only be handled by these two individuals.
• Club Financial Officers are responsible for keeping details on all income and expenses on this account, including documentation.
• Monies should be deposited within two days of receiving them.
• Submit a monthly copy of their off-campus bank account statement by
  • Emailing [email protected] with a PDF of the statement or dropping off the statement to the Recreation & Wellness Office
  • Mailing statements to the Recreation & Wellness Office Suite. To mail in bank statements, club sports are encouraged to update their off-campus bank account address to; 1 Campus Dr, Recreation Center D135, Allendale, MI 49401

Club Sports are required to prepare, submit, and maintain an annual budget.  This will help clubs determine the amount of membership dues to collect and establish goals for fundraising efforts, giving campaigns, and funding requests.  Club leadership is expected to complete annual financial training prior to the start of each Fall semester for approval of their annual budget.  

Your individual budget sheet will be sent via email to club leadership each Summer prior to the Fall semester.  Please contact Club Sports if you need guidance in completing yours.

Common expenditures include:

• League and Tournament Fees
• Lodging
• Vehicle or charter bus rentals
• Fuel
• Equipment
• Apparel or uniforms
• Supplemental coaching stipends

Clubs may not budget to lose money.  If this happens, you must redo your budget.

It is recommended that all expense receipts and documentation be kept in a secure envelope/folder or stored electronically.

WHAT DOES CASHLESS CAMPUS MEAN?

In an effort to reduce contact, improve the safety of our students, faculty, staff, and increase security over transactions, GVSU will be converting to a cashless campus! Throughout the various phases in the graphic below, GVSU will no longer be accepting cash payments and will convert to the following payment options:

• Credit Card
• Apple Pay
• Google Pay
• Samsung Pay
• Tap-and-Go

WHY ARE WE GOING CASHLESS?

1. To improve the student experience.
2. To reduce security risks for handling cash.
3. To mitigate campus health and safety considerations.
4. To streamline campus operations and enhance internal controls. 

WHAT IF I ONLY HAVE CASH ON CAMPUS?

For students and guests on campus, GVSU will have access to self-service Cash to Card Kiosk ATM kiosks that convert cash to prepaid cards! Cash can be converted to cards at kiosks in under 30 seconds! Cards can be loaded up to $500.00 and there are no fees to use each card.

Kiosk locations are currently being determined; this section will be updated with locations when fully implemented.

WILL CHECKS BE ACCEPTED?

Yes, checks will be accepted as another form of payment. (except at food service)

All contracts must be signed by Club Sports Administration. Coaches and students are not permitted to sign contracts on behalf of the University.

All contractual service fees for officials, announcers, additional game-0day staff, choreographers, speakers, instructors, or presenters must be processed using a contract and have a completed W9 from the individual providing the service. If funding is requested for this type of expense, it must be submitted at least 4 weeks prior to the scheduled event. 

Please note that recurring instructors must be contracted as a coach before providing supervision or oversight to a club. 

The following categories can be deposited into on-campus Agency Accounts in the form of checks, online payment forms (CMS), or a card payment at the RecWell office.

• Player dues 
• Registration/Entry fees for Tournaments, Camps, Clinics, or Tryouts
• Apparel orders 
• Fundraiser payout 
• Sponsorships - Must be approved via Sponsorship Request

Online payment forms can be customized to fit individual club needs.  Clubs must provide detailed information about the amounts due, payment plans or pay-in-full options through the Online Form Request Portal.  Website links and QR codes for the payment form can both be provided.  Debit & credit cards are both accepted for payments.  Each transaction has an average fee of 2.5% applied to the clubs agency account, not the purchaser.  Designated members can be provided access to responses/payment tracking.

Request an ONLINE FORM here

Checks have no fees and are deposited via Club Sports at the RecWell offices.  Receipts are provided to members to turn in to their clubs E-board as proof of payment.

The following categories can be deposited into on-campus Restricted Accounts

• Donations and Gifts
  • Through checks turned into Club Sports or through direct giving links only.
  • These transactions will be tax-exempt and donors be provided with receipt and tax information at the end of the year by University Development.

**Donations, under any circumstance cannot be used as student fees, dues, or for any items listed under Agency accounts.  Charitable giving is the only use for this account.

Club Sports Deposit CHECKLIST

Funding requests are submitted through the portal and will open for the school year at the end of September.  Clubs will be notified when the link opens

Who Qualifies

Funding requests are available to all club sports that are not within a probationary period and are in good standing.  The total amount of funding available for requests will vary each year. 

Funding request categories are reviewed under the following timelines. Please plan ahead and submit accordingly. 

• Practice facility rental - October & November
• Competition fees (league, conference, etc.) - November & December
• All other requests - December through April
  • Teams with Nationals after April who wish to submit a funding request should do so prior to the end of the year based on estimated costs

Funding approval is at the discretion of the Club Sports Executive Committee and RecWell Administration based on the requesting club's current standing in the program, level of need, and demonstrated responsible oversight of finances. Clubs must be up-to-date on all administrative and operational requirements for their funding request to be considered. 

• Have attended all trainings and events
• Club and individual registrations complete
• Website up-to-date
• Travel requests have been submitted on time
• The budget and accounts are up-to-date

How to Request Funding

Club Sports Financial Officers may submit a Funding Request Form. After submissions are reviewed by RecWell Administration, approved requests are sent to the Club Sports Executive Committee to review at their next scheduled meeting.  If a club is requesting over $4999 they must have a represenative present their request in person.  Club Sports staff will arrange this with the club after submission is approved.

Timeline for Requesting

• If a check is required for payment, requests need to be submitted at least four weeks prior to an event.
• If funding is needed for online or credit card payment, requests should be made at least one week prior to the next budget hearing (bi-weekly meetings of the Club Sports Executive Committee). 

Fundraising efforts should be coordinated with a Club Sports Administrator to ensure proper compliance. Please see GVSU On-Campus Fundraising Guidelines for additional details, and below for Club Sport-specific policies:

• Fundraisers requiring a university W-9 form must have proceeds made out to GVSU and sent to campus for deposit into the club's on-campus bank account. 
• Fundraisers are not to be centered around alcohol, drug use, or any activity that reflects negatively on Grand Valley State, Recreation and Wellness, or the Club Sports program. 

Raffles/Millionaire Parties/Texas Hold Em' Poker

The State of Michigan regulates raffles and gaming, or any other kind of gambling, which requires advance registration with the State at least six (6) weeks in advance. If an organization is beginning to plan an event that involves gambling the organization should meet with Club Sports Administration. The number of licenses the university has is limited and the application process requires a six-week lead time. Complete information about these regulations is available on the web at Michigan Lottery. Any license for gambling activity will need to be approved by the Director of Recreation and Wellness and submitted to the Executive Officers of the University for final approval before sending to the State of Michigan. 

Donations  

Donations must be coordinated through the Recreation & Wellness Department. Individuals or businesses can write a check out to GVSU and specify the organization to receive the donation/gift (i.e. Dodgeball Club).

Donations/Gifts can also be made through GVSU Annual Giving's Online Portal. Individuals or businesses can click "Other Fund" and search for the Club Sport's name. If you would like to start a giving campaign or have questions about donations/gifts, consult with Club Sports Administration.

Club Sports may NOT utilize online payment collection apps for donations, gifts, or other transactions where the payee is looking for tax exemption status for their donation. Club Sports do not qualify as 501c3 tax-exempt entities and are not permitted to use Grand Valley State University's tax-exempt ID for this purpose.

LIST OF POTENTIAL FUNDRAISING OPPORTUNITIES

Required to be paid via On-Campus account

• Coach, trainer, officials, or instructor pay
• BSN orders
• Enterprise rentals, charter buses
• Practice facility rental fees
• Large equipment purchases

Allowable Expenses

• Hotels, rental vehicles
• Gas for rental vehicles or mileage on personal cars
• Uniforms, equipment, and supplies
• League or competition fees, officials, game operations staff
• Team meals, coach recruiting expenses

Prohibited Expenses

• Amazon purchases - please contact Ava to make a purchase
• Airfare - please contact Ava to make a purchase
• Reimbursements of any kind
• Personal or coach personal expenses
• Seed money for fundraising
• Furniture, office supplies, IT Items
• gift cards or items that are to be given away or donated
• Alcohol, drugs, or tobacco products/paraphernalia
• Large equipment purchases
• Gas for personal cars
• Please see "restricted purchases" on the purchasing site for more details

(Venmo, PayPal, Cash App, etc.)

Student organizations are permitted to utilize online payment collection apps for their off-campus accounts. It is not possible to connect these apps to on-campus agency accounts.

With approval for off-campus accounts, they may be utilized for standard operations such as:

• Payment collection from members for membership dues.
• Reimbursements to organization members.
• Payment for products.

Club Sports may NOT utilize online payment collection apps for donations, gifts, or other transactions. Please contact Club Sports for access to your online giving page. For more information, see the Fundraising, Sponsorship, & Donation section below.  It is important to note, however, that Grand Valley State University and Recreation & Wellness are not responsible in any way for mismanagement of transactions. 

Online forms for the collection of dues, apparel orders, tournament entry collection, etc. can be set up for direct payments to your on-campus agency account. Please fill out the online creation request if you are in need of a form.

Club Sports Administration can make card payments for clubs or clubs may check out a card for equipment, supplies, competition fees, or similar operational expenses.  Funds will come out of on-campus agency accounts.  Please contact Club Sports if you are in need of the above.  Please review GVSU's Purchasing Card Policies Here

**ALL in-State purchases using a GVSU card MUST be tax-exempt**

It is required that all expense receipts and documentation be submitted via the team specific shared google folder immediately following a purchase via process included with a club card. 

Examples of Club Sports Purchasing Card Allowable Expenditures

• League Dues/Registration Fees
• Equipment, Apparel, and Supplies
• Booking Travel Accommodations
• Printing
• Promotional Items
• Fuel for rental vehicles (not allowed for personal vehicles)
• All expenses should be planned for payment a minimum of two weeks in advance.
  • Check  Required W9 & Invoice.  Is made out and mailed directly to the recipient.
  • Credit Card: Club Sports can make a purchase for the club, or they can use or check out a university card from club sports.  Requires a 24hr notice.
    • An invoice or proof of pricing is required. Link or site for online purchase or check out a card with Club Sports. 
• Any purchase over $4,999 requires a Requisition/Purchase Order and must be set up with club sports prior to purchase. 
  • Quotes are required to be submitted for services at the time of Requisition/PO setup
  • A W-9 must be submitted as well as an invoice for final payment of services.
  • Equipment purchases over $4,999 require multiple bids/quotes prior to choosing a supplier.
• Paying An Individual
  • If an individual is a current GVSU employee, payment must be processed through HR with the appropriate contract and pay letter.
  • Students are not eligible for payments unless employed through Club Sports as an hourly employee.
  • If an individual is considered a game operations staff (IE: official, announcer, scoreboard operator).  They will need to be set up in Arbiter and will be paid directly
  • If neither of these is applicable (IE: choreographers, photographers) and they are not requesting payment via a business invoice, an independent agreement for services performed, a W9, AND a Requisition/Purchase Order will need to be submitted and processed.
    • Please contact Club Sports as soon as you are aware these services will take place
• Booking travel (hotels, rental cars, flights) can take extra time, are restricted by availability, and should be communicated to club sports as early as possible. 
  • Flights and rental cars must be booked and paid directly through club sports.
  • Hotels - Clubs should find and reserve their own lodging and then contact club sports for payment.

Purchasing via Cash or PayPalIn limited situations, Cash or PayPal can be used to make purchases.  Cash is the last resort and will only be approved in unavoidable or unique situations. 

PayPal purchases to a business/organization account with proper invoicing and receipts are allowed.  Club Sports Administration must make this payment for you.

**Please use this PURCHASING CHECKLIST to ensure you are completing all steps properly

Individual Clubs are classified as entities of GVSU and do not hold their own individual tax exempt status or EIN. Club Sports Administration can assist with documentation, purchasing goods tax-free, or help with any other financial-related questions.

GVSU is tax-exempt and in-state purchases made with agency or restricted on-campus account funds MUST be tax-exempt. Please contact the Club Sports PRIOR to making a purchase to ensure proper purchasing and documentation.