1. RESPONSIBILITY
a. Final fiscal control, management and responsibility for the Intercollegiate Athletics Program is vested in the Director. This individual will delegate authority to administer portions of the budget at his/her discretion.b. Athletics budgets are administered by the Athletics Accountant. The Associate Director of Athletics, Business & External Affairs oversees all business operations and reports to the Director of Athletics on these matters.
2. SPORT BUDGET POLICIES
a. All regular budget lines are transferable/interchangeable. Expenditures in excess of allocated amounts will be charged directly to the supplemental funds of the program.b. Budget status statements will be provided to head coaches and budget administrators at two designated times. In addition, if special budget status requests are needed beyond these, they will be handled by the Records Analyst/Coordinator as workload demands permit. Under most circumstances, updated information will be provided within one working day of the request.
Budget status reports are only as accurate as the information that has been received. (e. g. , Motor Pool, Quick Copy and other University charges, increases in purchase order costs, etc. ) There is usually at least a one-month lag in total accuracy.
Status reports will be provided as follows:
- Fall Sports
(Men's/Women's Cross Country, Field Hockey, Football, Men's/Women's Soccer, Volleyball)
1)December 15th
2)March 15th
- Winter Sports
(Men's/Women's Basketball, Men's/Women's Swimming and Diving)
1)November 15th
2)April 15th
- Spring Sports
(Baseball, Golf, Men's/Women's Lacrosse, Women's Rowing, Softball, Men's/Women's Tennis, Men's /Women's Track & Field)
1)January 15th
2)May 15th
- Administrative, Sports Information, Sports Marketing, Training Room
1)February 1st
2)May 1st
c. No purchases are permitted between June 1 and June 30 for the current fiscal year. Items that are not processed by the vendor by June 30th will be charged to the following year's budget. This is not subject to manipulation. Therefore orders should be processed as early as possible.
d. Over-expenditures of individual sport accounts will automatically be charged to supplemental funds. Over-expenditures in excess of existing funds are subject to reduction from the next fiscal year budget. All head coaches/budget administrators are expected to complete the fiscal year with a $0 balance or above.
e. Athletics meal allowance limitations are in effect for team travel. Current dollar amounts are included with the memo accompanying annual program budgets.
f. Supplemental funds (not regular 2 book sport budgets) may be utilized, at the option of the head coach, to provide designated rates for auxiliary contest personnel (beyond staff paid administratively), to supplement assistant coach salaries, above the amount administratively supported and within the established range, and to provide other program enhancements that exceed budgeted amounts. Rates can be obtained from the Associate Director of Athletics, Business & External Affairs.
g. Any items purchased with University funds are University property and are to remain at the University for use by the specific sport program(s). This includes, but is not limited to equipment, apparel, supplies, video tapes, books, etc.
h. Athletics orders may only be executed for equipment, supplies, etc. that will become the property of, and be utilized solely by the University of Delaware Athletics Program. Athletics orders may not include any personal items nor equipment, supplies, etc. for any private enterprise in which a staff member might be involved. Invoices for any such items must be distinctly separate and be sent directly to the involved staff member, personally.
i. University-purchased equipment or supplies may not be utilized for personal use or for any outside private enterprise.
j. UD contest/date and travel party limitations are in effect for all programs and budgets are developed accordingly. Supplemental funds may be used to support competitions above the limit up to the NCAA maximum, or contests beyond the normal distance or length of time.
k. Sport programs with University scholarship aid are assigned a recruiting budget. Programs with no University scholarship aid may use supplemental funds for recruiting expenses.
l. Professional development travel including attendance at coaching clinics, non-conference coaches association meetings, etc. , allowable professional memberships and subscriptions to professional journals may not be charged to the regular budget. Instead they will be charged to supplemental funds. Only full- time faculty and professional staff members are eligible to receive professional development funding. University accounts may not be used to support professional development funding for graduate assistants or interns.
m. The fiscal year is July 1 through June 30. The Associate Director of Athletics, Business & External Affairs, will provide each head coach his/her sport budget each year by late summer/early fall.
n. Purchasing cards may be used only during team travel (i. e. , scheduled approved away contests) for rental vehicles and meals/food, but not for hotel payments. As for all purchasing card use, advance approval is required from the Associate Director of Athletics, Business & External Affairs, with details to be provided following the trip.
o. Team travel budget policies are in effect for meal money allocations (minimum and maximum) and mode of transportation for conference contests. Specifics are included annually in the memo accompanying program budgets.
p. Funding for conference championship, NCAA and other approved post-season participation will be provided, administratively, in accordance with established unit maximums. Specifics are available from the Associate Director of Athletics, Business & External Affairs.
3. GENERAL BUDGET POLICIES
a. Signatory authority to commit Athletics funds is limited to a few individuals. Be sure not to sign any document that commits expenditure of University funds unless you are so authorized.b. Signatures for all financial paperwork must be authentic. It is not permissible for anyone to provide a signature for someone else on documents such as "Request for Cash Advance Forms", "Business Expense Report Forms", etc.
c. Completed paperwork for Requests For Check must be submitted to the Athletics Business Office, Delaware Field House no later than Monday afternoon of the week the check is to be issued. Checks are issued on Friday afternoons and under most normal circumstances will be received via campus mail the following Monday. Special arrangements must be made when it is necessary to pick-up checks on Friday afternoon. Questions should be directed to the Athletics Accountant.
d. Cash advances and personal reimbursements (B. E. R. ) will be direct deposited into your personal account shortly after submission of appropriate paperwork.
e. A winter session budget provides funding for lodging and/or meals for a designated number of student-athletes in each winter session sport. Exact numbers and guidelines are available in the Office of the Director of Athletics.
f. Post-season championship participation budget policies are included under "Post Season Competition".
g. All budget expenditures are expected to comply with University and Athletics rules and regulations as well as those of national, regional and conference governing bodies. Athletics staff are responsible for becoming knowledgeable of these rules.