Financial Operations
Budget
Revenue/Accounting
- Gifts/Fundraising (See fundraising section
- Deposits
- Reconciliation and Reporting
Procurement/Purchasing:
- Goods & Services
- Travel
- Non Team travel
- Team travel
- Most Common Expenses
- Forms
BUDGET:
Overview
The university fiscal year operates on a 12-month cycle (July 1-June 30). Each department is assigned a general operating fund (GOF) expense budget. For those departments that generate revenue, whether through sales and services, fundraising, and/or gifts, the expense budget is driven by historical and projected income. This budget must be approved by your supervisor and senior management.
Important dates
· July 1 - fiscal year start
· July 1 - August 15 – budget rollout meetings
· October 15 – Budget proposals for following fiscal year due to immediate supervisor
· October 31 – Final budget requests due to Associate AD of Finance. This includes general operating funds, other revenue, gifts and capital*.
*Capital Asset to Project Request ($5,000 or more)
Prepare a Capital Request Form. Check with Associate AD of Facilities and Operations for input if it involves facility infrastructure such as plumbing, electrical, etc.. If it involves the replacement of an asset such as a goals, hoops, etc., the coach should work with Associate AD of Facilities and Operations as well. Must also attach a price quote.
Associate AD of Finance will notify parties if it is approved (sometime after July 1) Capital Appropriation Request (CAR) form must be filled out. You must get three sets of quotes for replacement of an asset. Work with Associate AD of Facilities and Operations as per above.
Send the CAR form for signature through Docusign to Vice Chancellor of Athletics and Recreation.
Send completed CAR form with signatures to Associate AD of Finance.
Associate AD of Finance will notify upon approval. Three sets of quotes for assets will need to be sent to Business Operations Manager.
REVENUE/ACCOUNTING
Gifts/Fundraising (See fundraising section)
EVENT FUNDRAISER Please provide all expenses that will be incurred for a special event fundraiser Example: Golf tournament fundraiser expenses, such as greens fees, a polo shirt, hat for golfers, etc. Basically, anything you buy to give to the golfer needs to be itemized for University Advancement per usual.
Hall of Fame income and expenses for the event need to be itemized for University Advancement per usual.
The University recently purchased Transact-an ecommerce software for non-gift revenue. Coaches may use this to collect registration fees for clinics. It can also be used for events where there may be invited paid guests so long as there is no gift component. Events with gift components are still set up through Advancement. Transact may not be used for merchandise sales. Please contact the Business and Operations Manager if interested in using Transact.
Deposits
All checks and cash must be sealed in an envelope, clearly marked for which team, or purpose and whether it is charitable or non-charitable and deposited in the safe located in the Equipment Room in the Clark. Please be sure the accompanying paperwork is included. Please see Business Manager for paperwork required. Do not slide checks or cash under the Business Manager’s door or leave at seat or desk in Business Manager’s office. All deposits must be put in the drop safe if the Business Manager is not there to take the funds from you directly.
Reconciliation and Reporting
Summit is the University system to view account balances and track expenses.
To obtain access to Summit, please see the Associate AD of Finance.
Once access is activated go to the following link: https://www.umb.edu/administration-finance/applications/
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Click “Sign on to Summit Finance”
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Click on “Dashboard”
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Choose “Department Management
PROCUREMENT/PURCHASING
Goods & Services
Any purchases of goods and services not related to travel must be procured through a purchase order in BuyWays. BuyWays is the university online system for the purchase of goods and services. It supports both catalog (supplier punchout) and non-catalog purchases, driving preferred pricing, supplier discounts, and real-time status updates on requisitions, purchase orders, and approvals.
In certain instances, a bank card may be used in lieu of a purchase order #. Please consult the Business Manager.
Buyers are responsible for obtaining quotes from vendor and submitting them to the Business Office. Any time a signature is required to enter into an agreement, the Business Office will initiate the contract process.
You are encouraged to make BuyWays your first stop when looking to purchase goods and services for use within the university. In order to gain access to BuyWays, UMass employees are required to take the Shopper/Training and complete individual campus requirements. See the Trainings and Information Sessions page for more information.
Purchase orders must be requested by the staff member and can be assisted by the Business & Operations Manager when needed in accordance with UMass Boston’s purchasing policy. It is against university policy to purchase anything without a purchase order number generated. A purchase order number ensures that the account being used has appropriate funds to purchase the goods, services, etc.
For purchases over $10,000 in all categories, three (3) quotes must be obtained appropriately and as far in advance of intended purchase as possible. At least one quote must be from a state contract vendor. If one of the state vendors does not provide an item or service, all three (3) quotes can be obtained from outside vendors.
Any purchase over $50,000 must be purchased in a sealed bid through UPST.
In the case of purchases relating to individual travel, the buyer should use their US Bank card to book flights, hotels, rental cars, conference registration fees, etc. (See below)
Please see “Most Common Allowable and Non Allowable Expenses”
Travel
A bank card is used for booking all team travel. (see Bank Card section)
Non-Team Travel
Out of State, overnight
Obtain Pre-Travel Authorization (also known as Prior Approval): University travelers must obtain prior approval/pre-travel authorization in Concur prior to booking travel. Please see the Before Booking Travel section for additional information.
Book Travel Arrangements: University travelers can book their travel after pre-travel authorization is obtained. University travelers are encouraged to book travel through Concur. Register Travel: Please visit https://www.umassp.edu/travel-and-expense/travel-registration for all-inclusive for information on registering travel within Concur and if booked outside of Concur.
Meals and incidentals must be paid for out of pocket. Please be sure to deduct meals that are included during the trip such as dinner obtained at a conference social or at a business meeting.
If you used your personal vehicle, you are entitled to submit mileage. Please be sure to choose the shortest route. For example, if driving from work to your destination is shorter than driving from home to your destination, then choose the “from work” route.
Travel Reimbursements —Travelers are responsible for prompt submission of travel expenses. Employee travel reimbursements not submitted within 120 days of the completion of the travel will be considered taxable income.
Team Travel
Overnight team travel during the regular season is approved through a coach’s proposed schedule. A team is allowed one (1) night overnight trip per year. The exception to this is track and field which the overnight would be two (2) nights. Men’s and women’s hockey are not included as their regular season schedule includes overnights.
Away Scrimmage
Must be local Meals only paid out of GOF for one competition only
Away competition – One Day Trip
All expenses paid out of GOF
Away competition – Overnight Trip
One trip per team, with the exception of ice hockey for example where they have to travel more than 350 miles from UMass Boston to the destination for a regular season conference competition, they may travel the day before and spend the night. This is not counted as an overnight trip.
All expenses paid out of GOF
Seasonal Travel (Winter trip, Spring Break trip)
All Winter & Spring Break training trips must utilize a travel agency to book the team travel. Concur has a built-in travel agent feature, but teams can use outside agencies as needed. Expedia, Orbitz or any other online booking platform is prohibited for team travel. Booking team travel must occur six months in advance to take advantage of lower prices.
A proposal is due with a team’s proposed budget for the fiscal year the trip will take place. The proposal should include:
- purpose of trip
- development strategies
- projected expenses and revenue
- proposed fundraising revenue plan
- a timeline from the time the coach submits the proposal through to the trip’s departure date. Dates to include, but not limited to,
- trip’s approval/disapproval
- deposits
- all-inclusive travel arrangement information
- reservation of travel arrangements
- scheduling of varsity intercollegiate contests
- processing of documents internally and externally of the University, such as obtaining price quotes, processing purchase orders and payments
Head coaches must prepare the travel registry Excel document with all relevant airline reservation, hotel stays for each player, coach, staff that is on the trip and send to UMass.trips@healix.com Please see Business Manager for more information and guidance.
During the budget review process, the proposal will be reviewed by the VCAR and a decision will be made. The sport administrator will communicate the decision to the head coach.
Approval for team trips will be based upon but not limited to:
- accommodation of regular-season schedule
- direct and indirect expenses associated with the trip and the fundraising activities
- destination
- travel accommodations
- purpose of trip
- development strategies
- history of the specific sport program
For trips that are approved during the budget process the Department of Athletics (team GOF accounts) will provide the following:
Flights and hotel accommodations for
- head coach
- assistant coaches
- athletic trainer (if required)
- Per diem for the official travel party for dates of competition.
- Sports information/Sports Medicine staff provided it was approved in the budget request.
The Traveling Team/Head Coach is responsible for:
- All trip expenses outside of those noted above as paid by for the team.
- Such funds can be generated by utilizing the approved development activities or through personal contributions.
All necessary funds are expected to be received and deposited by the Department of Athletics in the proper University of Massachusetts Boston Department of Athletics development account before the trip’s travel dates.
The booking, scheduling or reserving of travel arrangements and the scheduling of any athletic contests are prohibited until the necessary approvals of the sport administrator and Deputy AD for Internal Administration/SWA have been obtained.
GOF only covers student-athletes’ meals on game days as per usual Breakfast $7, Lunch $14, Dinner $14 with the exception of baseball and softball.
Meal Money Calculation
Head Coach along with the Sport Administrator and Business & Operations Manager should ensure that the proper increment meal money is allotted.
The Head Coach will purchase all meals with their bank card. There is no reimbursement for out of pocket.
The following guidelines will govern the amounts allowable for meal allowances for student athletes. Competition Days – Away *Should your home field be off campus then this would not apply
Breakfast - $7.00 Lunch - $7.00 Dinner - $14.00 All away LEC or conference matches/games - $28
Max. Total for Day - $28.00
Days When Student-Athletes, Who Live in the Residence Hall, are Required to Remain On Campus During Official University Vacation Periods for Practice/Competition (i.e., Fall Pre-Season, Winter Break, Spring Break)
Breakfast -$7.00 Lunch - $7.00 Dinner - $14.00 Maximum total for a day - $28.00
In addition, there will be a small allotment for a couple of whole team meals, snacks, etc..
The head coach will sign off that they have received the Student Per Diem Form and agree to the following policy:
Meals will be distributed to student athletes and travelling staff in one of the following ways:
- Fed as a team meal and charged on the head coach’s US Bank card,
- Fed at a remote location and paid from this advance fund (purchasing food beforehand)
The maximum amount on the first day of multi-day travel is $21, subsequent days being $28.
Any meal may be:
- Fed as a team meal and charged on the hotel bill,
- Fed at a remote location and paid from this advance fund
Each coach will receive a summary sheet for the season (see sample below). The coach will use the bank card to make purchases. The coach is responsible for reallocating the expenses as they hit Peoplesoft.
Most common allowable/non allowable expenses
Food for an event that is $500 or greater requires preauthorization (See below forms section)
Recruiting software is covered by GOF
League mandated software is covered by GOF
All other software (i.e. video editing software) needs come out of team’s GIFT or OTHER REVENUE account
Alcohol at department meetings, retirements, etc., cannot be purchased by university funds. If staff would like an alcoholic drink, they need to use personal funds. Alcohol for an event (see forms section below)
Bulk mailings, all Departments have to pay for their own mailings with their own speed type. Bulk photocopying has to happen at Quinn Graphics with each area’s own speed type. Quinn Graphics is located in lower level of the Quinn Building.
Same with office supplies. You want a pen and paper. No problem. You want a $300 accessory that waves hello to you every morning, use your own speed type.
Shoes, cleats, skates, sneakers, etc. are not covered out of GOF
Coaches are not allowed to purchase parking passes for assistant coaches or for any other staff out of any budget. When a coach needs a parking pass for a recruit, please see Associate Athletics Director for Facilities & Operations.
Please contact Business Manager if you have any other expenses you are thinking about purchasing, ie, Employee Retirement, Employee Recognition, Mobile phone, Sympathy/illness.
Pre Approval Forms Required
If your team or area is planning an event and the expenses are going to be over $500 you must fill out a “Event over $500 form” in Concur if the purchase is going to be made by US Bank card. (Ie. Catering for an event off campus) If your team or area is planning an event and the expenses are going to be over $500 you must fill out a “Event over $500 form” using DocuSign form if the purchase is going to be made in Buyways. (Ie. Catering by Sodexo)
If your event includes alcohol, and you will be using US Bank card you must fill out an Expense Prior Approval – Alcohol at Events for request as well as the Request to Serve/Sell Alcohol form located at https://www.umb.edu/controller/forms/alcohol-request-form/ If your event includes Alcohol and has students in attendance, in addition to the other alcohol form you must fill out this campus specific Student Affairs alcohol form located at https://www.umb.edu/uec/policies/alcohol/ All forms must be signed and approved by appropriate supervisor and Vice Chancellor before event can be confirmed.
US BANK CARD
The US Bank Card provides many important features to employees who travel on business. It facilitates payment of travel expenses and provides essential data to the University. In addition, it provides car rental insurance at no cost. Important information about your UMass Bank Card can be found in t
about your UMass Bank Card can be found in the Agreement between Corporate
Cardholder and U.S. Bank, which was included with your US Bank card agreement documents. To apply for a US Bank Card, send email to UPST@umb.edu and provide the following information:
- Employee Full Name
- Employee ID #
- Employee’s University email address
Be sure to read the entire email response and follow the directions on the email for appropriate training needed. Delays in receiving a US Bank card usually occur when an employee does not follow the instructions. Please note that out of pocket expenses are not allowed for non travel. The University will not reimburse.
Concur Travel & Expense Software
All University employees are automatically given access to Concur after the US Bank card request and training has been completed. All Travel & Expense program information can be found on the following link. https://www.umassp.edu/travel-and-expense
Please review all travel and expense policies before contacting the Business & Operations manager. The Business & Operations manager can assist in setting up Concur profile and assist in completing requests and reports as needed. However, it is the responsibility of the US Bank card holder to adhere to University policy. All expenses incurred on US Bank cards must be reconciled in Concur software within 30 days of a transaction.
Unfortunately the Concur per diem module for travel allowance doesn’t consider times (even though you have to enter them!). The traveler needs to adjust accordingly and select the meals not included to be excluded from their total per diem.
