Related Policies and Additional References:
Each coach will complete a detailed budget for review by the Director of Athletics, Assistant Director of Athletics for Facilities and Operations and the Assistant Director Athletics for Administration and Business Operations. The existing and previous year’s expenses will accompany the request for submitting the sport’s budget. At a later scheduled time, the coach will review the budget request with athletics administration, resulting in an approved budget for the coming year. Once the budget is approved, requests for funding will be handled through the normal funding request channels: travel advance, check requests, purchase requisition and expense reports. Items that exceed the amount indicated on the approved budget, or are not included in the budget, will not be approved without adjusting the approved budget. You must turn in a budget before drawing on funds.
- Line item expenditures may not be transferred to other line items without prior approval of the Assistant Director of Athletics for Facilities and Operations and/or Director of Athletics
- Coaches must stay within budget for the entire fiscal year
- Coaches that do not stay within their budget must transfer funds from their team’s respective restricted account. If there are not enough remaining funds, the remaining amount will come out of the following year’s budget. The only exception to this is if the coach has received prior approval from the Director of Athletics
- Coaches must adhere to all of the Department of Athletics’ policies regarding, traveling, purchasing, and receiving
- If a coach reaches $0 in the below items, they are not allowed to purchase or order before discussing with the Assistant Director of Athletics for Facilities and Operations and/or Director of Athletics
- Student-Athlete Travel
St. Mary’s University is tax-exempt. All coaches should retain in their possession, a copy of the Sales Tax Exemption Certificate to be used with purchases, and payment of food and accommodations within the State of Texas. Not all states accept out-of-state exemptions and may legally collect sales tax from visitors. It is the responsibility of the coach to familiarize themselves with the rules that govern tax exemption. It is suggested, for example, that all accommodations be paid by university check or credit card in order to qualify for tax exemption.
Trip itinerary must be completed and submitted prior to all travel. This includes individual and team travel whether it is overnight or for a day trip. Times of departure/return and contact phone numbers need to be included on all itineraries. Itineraries are to be given to the Associate AD for Internal Operations, Assistant Director of Athletics for Facilities and Operations and the Assistant Director Athletics for Administration and Business Operations.
Additionally, should you approve a student-athlete’s request to travel separately from the team to a site of practice or competition, you must have the student sign and submit the Travel Liability form found on the Athletics portal in Gateway.
Bus and Van Rentals
As soon as your travel needs are known, coordinate with Assistant Director of Athletics for Facilities and Operations and the Assistant Director Athletics for Administration and Business Operations to request rental vans. Drivers of rented vehicles must have a valid driver’s license and a good driving record. All drivers must complete van training and be cleared by UPD. When contracting for rental vans, do not take their collision insurance. St. Mary’s University is covered as long as the transaction is invoiced and a contract is signed. Follow the procedures as outlined by the leasing agency regarding the pickup and return of the vehicle.
In the event that a charter bus is needed and the St. Mary’s Athletics charter bus is in use, the Associate AD for External Operations or Assistant Director of Athletics for Facilities and Operations will make reservations for bus rentals. The coach must meet with the Assistant Director of Athletics for Facilities and Operations upon completion of the schedule to finalize bus travel for the season. The coach will be responsible for letting the Associate AD for External Operations know the times and dates of departure. The cost will be charged to respective coaches’ travel budget.
The cost will be internally charged to the respective coaches’ recruiting budget. However, coaches should be sure that the cost of traveling is within their respective recruiting budgets.
Travel – Reimbursable Expenses
Reimbursements may be requested for reasonable and necessary expenses incurred in the conduct of official University activities. For business-related meal reimbursements, the original itemized meal receipt must be attached to the form. The names of the individuals attending the meal, along with their affiliation with the University, and the business purpose must be written on the form or receipt. “Business Meeting” is not a valid business purpose; need to include the general topic of discussion. Only reasonable tips (15-20%) will be reimbursed. Tips in excess of 20% are considered personal expenses and is not reimbursable.
Corporate Credit Card
Employees conducting multiple business trips and purchases on behalf of StMU are entitled to a Bank of America VISA credit card. A VISA card with a credit limit will be issued to each coach or staff member for use on university-related business. After obtaining your VISA card from the Assistant Director Athletics for Administration and Business Operations, please sign it immediately. You are responsible for all receipts. Receipts for all charges should be uploaded in your respective folder on SharePoint. If receipts are not submitted, you may be personally liable for payment of the bill. It is essential to return documentation promptly to avoid interest charges to your sports budget. VISA bills are paid monthly. Please pay attention to how much is being charged should a temporary limit increase be necessary.
The StMU Bank of America VISA is to be used for University-related business only. Delinquent accounts are subject to review and there is a potential cancellation of the card if not resolved.
Corporate Credit Card Timeline
28th of the Month – Statements become available, and the Athletics Business Ops Office will begin sending those out to each cardholder for signature and review
29th – 3rd of the Month – Folders should be updated by each cardholder with receipts to prepare for allocations
4th of the Month – Athletics Business Ops Office submits all allocations
5th – 10th of the Month – Notification for missing receipts will be sent out again by Athletics Business Ops Office
15th of the Month – The Business Ops office must upload all statements for University review
The cardholder should keep his/her corporate card number confidential. Lending or sharing the individual card is not permissible (e.g. giving the card to a work-study or assistant coach). If you lose your card, report it immediately to the bank and the Assistant Director Athletics for Administration and Business Operations.
University Purchasing Policy
Coaches and staff members have authority to make purchases on behalf of the University for goods and services under $1,000. Purchases under $1,000 may be processed with a purchase order or university issued credit card. Purchases that are $1,000 and over require a university purchase order. This means that if the vendor is going to deliver materials or render services in advance of receiving payment, a purchase order must be issued. These purchases also require the approval of the area Vice President, and purchases over $10,000 require the approval of the President.
Payment of Purchase Requisitions
Purchase requisitions are to be submitted to the Assistant Director of Athletics for Facilities and Operations for approval and implementation. After approval, purchase orders will be issued to the vendor. The Assistant Director of Athletics for Facilities and Operations must be notified if any changes are made to the order after the purchase requisition has been submitted. Purchase Orders are processed, prior to the purchase being made, through Gateway. Instructions on completing a purchase order can be found in the Banner Finance Self Service Guide. To access the Finance Self Service functions, contact the Finance Office. Purchases should not be made until all required approvers have approved the purchase order.