ARTICLE SEVEN

BUDGET AND FINANCIAL PROCEDURES AND POLICY

Final budget and fiscal control and responsibility are vested in the President and Vice President for Finance as approved by the Board of Trustees. The Director of Athletics is responsible for formulating overall budget requests for submission to the Vice President for Finance. While the Director of Athletics has the overall responsibility for the direct fiscal administration of the total Intercollegiate Athletics Program, the Associate Director of Athletics for Business and Finance will have the delegated authority to administer the day-to-day financial operations of the Department.

Section 2. Budget

1. The budget of the Department of Athletics is designed to serve not only as an aid in determining the expenditure level for each area of operation, but also as the basis for management control of operations and performance.
2. All expenditures must be made in accordance with the policies of the Department of Athletics and the University. It is the responsibility of all personnel in the Department of Athletics spending University funds to inform themselves of all applicable rules and regulations to assure expenditures conform with State laws as well as University and Department of Athletics policies.
3. Coaches and staff members who are delegated budget responsibility will prepare a preliminary budget annually for funds necessary to conduct their programs when requested by the Director of Athletics or Associate Director of Athletics for Business and Finance. Every effort will be made to obtain the funds requested, provided they are justifiable, reasonable, and can be contained in the overall budget. All coaches and staff members must operate their respective programs within the funds allocated.
4. Adherence to predetermined budgetary limits is mandatory, although the ultimate responsibility of sound fiscal management is that of the Director of Athletics.
5. Coaches and staff members who are delegated budget responsibility will receive a monthly budget statement from the University's Business Office. There are certain budget items over which coaches may have limited control (such as scholarship and game expenses). In those areas coaches do control, it is recommended that they plan ahead, affixing priorities to their most urgent needs.
6. When budgets are near depletion in a sport or in the total Intercollegiate Athletics Program, funds may be restricted in an effort to prevent total depletion prior to the end of the fiscal year (June 30).

    

Section 3. Annual Audit

The Department of Athletics will be the subject of an annual compliance audit to be performed in accordance with NCAA regulations. Compliance with all rules and regulations governing finances and the actions of the Department of Athletics will be reviewed and a report submitted to the President.

Section 4. Policies and Procedures for Team and Individual Travel, Football and Basketball Ticket Priorities, Complimentary Tickets, Parking, and Courtesy Cars.

Policies for certain fiscally related activities will be subject to annual recommendations of the Director of Athletics and must be reviewed and approved by the President.

Section 5. Long Distance Telephone Calls.

Long Distance telephone calls by coaches and administrative staff of the Department of Athletics are to be made for business purposes only. Each staff member will receive a monthly printout listing all long distance telephone calls. Telephone call expenses are subject to periodic audits by the Associate Director of Athletics for Business and Finance and the University's Internal Auditor. Staff members are expected to reimburse the University for any personal calls made from their office telephones.

Section 6. Maintenance of Individual Team or Sport Accounts

Maintenance of individual team or sport accounts by coaches, team members or staff is prohibited. Provision may be made within the University's accounting system for restricted accounts for those situations not a part of a team's operating budget.