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OverviewActivationAllocation Funds CriteriaBenefitsClassification System

Club Sports Advisory CouncilCoach and Advisor CouncilFinancial Accounts

Fundraising and SponsorshipGeneral Participation and SafetyMembership and Eligibility

PositionsPromotion and PublicityRisk LevelsTravel


Financial Accounts for Club Sport Organizations

 

Each club sport organization has up to four accounts to deposit and withdraw club funds. Club sport organizations MAY NOT hold funds in any external bank account. Funds may be withheld if club sport organizations fail to adhere to the policies and procedures in this manual, or for infractions of Penn State University policies and procedures.

 

Additional funds from the Athletic Department may be requested on an as needed basis.

 

Summary of Accounts and Funding

1.      Athletic Travel and Equipment Fund (ATEF): Funds provided by the Athletic Department for the purpose of supporting travel to regional and/or national competition and purchasing safety equipment. ATEF funds are available on a grant/as needed basis.

2.      Club Sports Allocation (Allocation): Funds provided by the Athletic Department for the purpose of supplementing club sport organizations’ self generated funds. Allocation funds are available on a budgeted annual basis.

3.      Associated Student Activities (ASA): Self-generated finds (dues, fundraising revenue, etc.). All funds generated by club sport organizations musts be deposited into an ASA account.

4.      Office of University Development (OUD): Funds donated by individuals or businesses, and interest earned from those donations. Donations to OUD accounts are tax deductible.

5.      Endowment: Large donations earmarked for specific purposes by the donors. Only the interest from the donations is available for use. 


 

 

FREQUNTLY ASKED QUESTIONS

ACCOUNTS

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

Where does the money come from?

Club Sports Program

Club Sports Program

Dues, fundraisers, etc.

Contributions from alumni, parents, etc.; interest on principle

Interest on principle

Who must sign the Request for Funds?

1) Club Sport Organization Treasurer

2) Club Sports Coordinator

 

1) Club Sport Organization Treasurer

2) Club Sports Coordinator
 

1) Club Sport Organization Treasurer

2) Club Sports Coordinator

 

1) Club Sport Organization Treasurer

2) Club Sports Coordinator

3) Associate Director of Athletics

1) Club Sport Organization Treasurer

2) Club Sports Coordinator

3) Director of Athletics

How long does it take to get the funds?

7 days

7 Days

5 Days

7-10 Days

7-10 Days

Can Funds be Deposited Into Account by Club Sport Organization?

No

No

Yes

Yes

Specific guidelines for each account

Do Funds Carry Over From Year to Year?

No

No

Yes

Yes

Yes

What can account funds be used for?

Travel to regional and/or national competition, safety equipment

See below

See below

See below

See below


 

TRAVEL

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

 

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*Any expenses over $500 must be pre-approved by Club Sports Coordinator via Financial Request, regardless of type of transaction.

*All expenditures must be pre-approved by Club Sports Coordinator via Financial Request, regardless of amount or type of expenditure.

Tournament/

Event Entry Fees/

Registration Fees

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

Specific guidelines for each account

Hotels During Travel

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

Specific guidelines for each account

Vehicle Rental

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

Specific guidelines for each account

Gas/toll expenses incurred during travel outside of the State College area

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

Gas expenses incurred traveling to club activities in the State College area

No

No

No

No

No

Bus Rental

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

Specific guidelines for each account

Airline Tickets

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

Specific guidelines for each account

Travel Meal Per Diem (Cash Advance)

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

*Yes – Must be pre-approved by Club Sports Coordinator via Travel Request.

Specific guidelines for each account

Meal/Food Reimbursement

No

No

*Yes

No

No

PAYMENTS TO INDIVIDUALS

 

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

Lump Sum

Payments to Coaches/Instructors

No

No

No

No

No

Hourly Wages to Coaches/Instructors

No

No

Yes – For approved Coaches/Instructors who have completed all PSU employment paperwork

No

Specific guidelines for each account

Club Sports Supervisor Hourly Wages

No

Yes – Must be pre-approved by Club Sports Coordinator

Yes

Yes – Must be pre-approved by Club Sports Coordinator

Specific guidelines for each account

Officials/Guest Instructors/

Professional Services

No

Yes (with invoice or Statement of Service Form). Must be pre-approved by Club Sports Coordinator via Financial Request.

Yes (with invoice or Statement of Service Form).

Yes (with invoice or Statement of Service Form). Must be pre-approved by Club Sports Coordinator via Financial Request.

Specific guidelines for each account


 

MEMBERSHIP FEES

 

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

 

 

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

 

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*Any expenses over $500 must be pre-approved by Club Sports Coordinator via Financial Request, regardless of type of transaction.

*All expenditures must be pre-approved by Club Sports Coordinator via Financial Request, regardless of amount or type of expenditure.

Group Organizational Membership Dues

No

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

*Yes (if required for club participation)

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Specific guidelines for each account

Individual Organizational Membership Dues

No

No

No

No

No

EQUIPMENT

 

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

 

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*Any expenses over $500 must be pre-approved by Club Sports Coordinator via Financial Request, regardless of type of transaction.

*All expenditures must be pre-approved by Club Sports Coordinator via Financial Request, regardless of amount or type of expenditure.

Club Equipment Purchases

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

8Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

*Yes – must be pre-approved if purchasing weapons or totaling over $500.

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Specific guidelines for each account


 

EQUIPMENT (continued)

 

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

Individual Equipment Purchases

No

No

Subject to review (prior to incurring expense) by Club Sports Coordinator via Financial Request.

No

Specific guidelines for each account

Equipment Rental

No

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Yes

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Specific guidelines for each account

RISK MANAGEMENT

 

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*Any expenses over $500 must be pre-approved by Club Sports Coordinator via Financial Request, regardless of type of transaction.

*All expenditures must be pre-approved by Club Sports Coordinator via Financial Request, regardless of amount or type of expenditure.

First Aid/CPR/AED/

Lifeguard Certifications for Safety Officers and Coaches/Instructors

No

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Yes

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Specific guidelines for each account

First Aid Supplies

No

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Yes

*Yes – Must be pre-approved by Club Sports Coordinator via Financial Request.

Specific guidelines for each account


 

OTHER

 

ATEF

ALLOCATION

ASA

OUD

ENDOWMENT

 

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*All expenditures must be pre-approved by Club Sports Coordinator, regardless of amount or type of expenditure.

*Any expenses over $500 must be pre-approved by Club Sports Coordinator via Financial Request, regardless of type of transaction.

*All expenditures must be pre-approved by Club Sports Coordinator via Financial Request, regardless of amount or type of expenditure.